Writing professional documentation is different to writing a post on your weblog professional documentation should convey a clear understanding of subject matter by the writer and enable the reader to gain a similar depth of knowledge on the subject. Active Voice assists the reader of a document by presenting an alert, personal, and demanding spin on the wording. TURN OFF PASSIVE VOICE MICROSOFT WORD 2016 SOFTWAREWhen writing professional documents, such as those documenting software engineering concepts, it is important that the content by clear, concise, and easy to read. “Typically, log files open and close daily.” The following, less wordy, sentence is revision of the one above, and uses active voice: The presence of the “are” in the sentence makes the sentence passive. “Log files are typically opened and closed on a daily basis.” The following sentence is an example of passive voice: In short, passive voice makes a document hard to read because passive sentences are often wordy, do not always define the subject in context, and often leave the reader with ambiguity. Word will now underline all the grammar errors that affect the reading style, including passive voice and split infinitives. By default, Word does not check the style of your documentation, which includes checking for passive voice errors.Ĭhanging the writing style from “Grammar” to “Grammar & Style” in the Word Grammar will put Word on steroids, and all of a sudden, your document will show more green than the moldy piece of cheese left in your refrigerator for the last 6 months. Before writing any new documentation, I make sure that I crank up the grammar settings so that Word can catch any misnomers in my English. I especially lean on the help provided by the grammar checker in Microsoft Word. I am not an English major by any means, and I rely heavily on the tools to perform spell and grammar checking for the words I write. Many of us tend to write the way we speak, which can often lead to very informal and difficult to read text. In most cases, there is an apparent distinction between the grammars in each scenario. In comparison, it is always an interesting change spending the day reading and updating professional documentation, written by software engineers (who do not write for public media). I subscribe and read MSDN magazine, I also read many of the popular technical programming and design books on the shelves. I am an experienced software engineer of many a year.
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