Capitalization & Symbols

Objective: Review various grammar and capitalization, abbreviation rules.

Capitalization and Symbol Spacing
You may get a little "rusty" at grammar rules, if you don't write often. I regularly notice that students are not capitalizing specific words, using correct grammar, and writing complete sentences in business writing. So, as a reminder, I've listed a few below. I often see missing capitalization in sentences. There examples in sentences below. Also, spacing around symbols seems to be a common error on student work. So, here's a short review. If you are not sure about the appropriate capitalization, grammar or spacing, then look it up. There are hundreds of sources for grammar/capitalization reviews online, at your fingertips for a quick review.

Capitalization Review
Please let me know if I need to attend the meeting. (Students often leave it a small i, a texting habit).
Months: I need the document by March 1, 2012.
Days of the Week: Are you available Monday, April 1?
Names of Software: I did install Microsoft Excel on my computer. Should I install the Microsoft Office Suite, too?
Rooms/Building Names: The class will meet in Morrow Hall, Room M6. (Capitalize nouns preceding numbers. Express numbers in figures that follow a noun.)

Word Usage in Computer World (Windows versus windows):

What's the difference between using the word Windows and windows. Typically, in software terminology, Windows means the operating system developed by Microsoft. Using windows without a capital "W" typically means the area of the software that opens into a rectangular box.

Example: I installed the Windows 7 operating system on my computer.
Example: I received an error notification in the software window.

Symbol Spacing [symbols shown in brackets]
Period at end of sentence: [.] It is acceptable to use 1 or 2 spaces after.
Question Marks: [?] It is acceptable to use 1 or 2 spaces after.
Comma: [,] Space once after a comma.
Colon: [:] Space twice after a colon, when used in a sentence.
Parenthesis: [()] Space once before the opening parenthesis mark, once after closing parenthesis mark. No spaces within the marks.
Semicolon: [;] Space once after a semicolon.
Quotes: ["] Space once before opening quote, once after closing quote. No space within marks.
Example: Matty said, "I plan to take a resume writing workshop.”
Hyphen: [-] No spaces around a hyphen.
Example: eye-opener
Times: [2 p.m.] I’ll be in the computer lab at 2 p.m. today. (When abbreviating AM (am) and PM (pm) used in times, it is technically correct to include the periods like this A.M. (a.m.). (Space between the number and the abbreviation a.m. or p.m.)
Dates: [May 5, 2012] When typing dates, don't include the ordinal character (st, nd, or th) unless you are stating the day and then the month.

Example: May 5 or the 5th of May. You say it May fifth, but you type it May 5. Keep dates on one line by using the keyboard shortcut CTRL SHIFT SPACE (non-breaking space, which is CTRL SHIFT SPACE) when using Word.

Example: May(CTRL SHIFT SPACE)5 instead of May(SPACE)5.

Acceptable Phone Number Formats

541-667-6100 (no spaces)
541.667.6100
or
(541) 667-6167 (one space between the closing parenthesis and the prefix)

Addresses
When typing addresses, make sure you separate the street address and city with a comma or place them on separate lines. Use punctuation in all abbreviations (S.W. and Ct.) to be technically correct within the body of letters, memos, e-mails, and reports.

Example addresses:
Use two-letter state abbreviations (no punctuation)! On the street address, spell out small (First through Tenth) street numbers. All house numbers are expressed in figures except for house number One.

P.O. Box 123
Hermiston, OR 97838

125 Hemlook Ave.
Stanfield, OR 97875

Other Common Abbreviations:
Avenue = Ave.
Apartment = Apt. #25
Lane = Ln.
Road = Rd.
Street = St.
Drive = Dr.
Boulevard = Blvd.
Post Office = P.O.
North = N.
South = S.
East = E.
West = W.
Northwest = N.W.
Northeast = N.E.
Southwest = S.W.
Southeast = S.E.
Court = Ct.
Center = Ctr.

Source: Compiled by Melinda Platt/Maureen Crossley, May 2012