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Spell Check Overreach

My spell check has been drinking again. It just told me “déjà vu” should be “deejay.”

Everyone who uses Word software probably has some form of spell check. Mine — I call him “SC” — also makes occasionally helpful (but often just surreal) suggestions about grammar and punctuation. To be fair, SC sometimes saves me from my own carelessness. But all in all, I think I’d rather get dating tips from a praying mantis.

For less-experienced writers, spell check is a mushroom in the woods: be careful what you swallow. I once typed “public enemies” and SC wanted “enemy’s.” Nouns ending in y are tricky enough without bogus advice from a clueless tool. It pains me to think of all the insecure people who follow blindly.

SC is no panacea to grammar-challenged Americans. He changed “how is it possible” to “how it possible is,” and “all of the above” became “the entire above.”

The word snarky, referring to a snide attitude, has been in popular usage for a long time. But no one told SC, who thinks my hand slipped while I was trying to type “snaky” or “snarly.” Come to think of it, those two words pretty much sum up snarky. But that’s beside the point.

Another familiar term is “A-lister”: someone who’s show-business royalty. SC doesn’t get out much, so he thinks I must mean “lifter” or “luster” or “blister” — or even “leister,” which is a three-pronged fishing spear. That’s no way to describe Angelina Jolie!

And it’s not just trendy words that SC botches. The French word chez, referring to home or headquarters, has been prevalent in English usage since the early 18th century. So why does SC think I mean either a revolutionary (“Che”), a singer (“Cher”) or some bloke named “Chet”?

For several decades, Luddite has been a handy word for someone who rejects or is confounded by modern technology: “I’m such a Luddite I can’t program my DVR.” You’d think SC could do better than “landsite” or “audited.”

Clearly, at this point, spell check is too erratic. The irony is that it’s least valuable to those who need it most.

(This tip was contributed by veteran copy editor Tom Stern.)

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Posted on Tuesday, September 25th, 2012, at 1:42 pm

When vs. Whenever

Have you ever wondered how to use these words correctly? Have you ever thought, “Oh, either of these words will do”? Let’s have a closer look.

Rule 1 – If an event is unique or its date or time is known, use when.

Examples:
The game will begin Friday evening when the clock strikes seven.
When I told you I wanted a vacation, I meant a cabana by the beach, not a ticket to the Super Bowl!
She loved to play baseball with the neighborhood kids when she was a youngster.

Rule 2 – Whenever is best used for repeated events or events whose date or time is uncertain. If you can substitute every time that or at whatever time that in your sentence, then whenever is preferred.

Examples:
Whenever I get in the shower, the phone rings.
Whenever you decide to begin eating healthier foods, I’ll help you come up with new recipes.

Note: When can often substitute for whenever but generally not the other way around. The exception is using whenever as an intensive form of when in questions: Whenever will that dog stop barking?

Examples:
Correct:
When I get in the shower, the phone rings. (When is acceptable but whenever is preferred for conveying the meaning every time that.)
When you decide to begin eating healthier foods, I’ll help you come up with new recipes. (When is acceptable but whenever is preferred for conveying the meaning at whatever time that.)
Whenever are you going to finish cleaning the garage? (intensive form in a question)

Incorrect:
The game will begin Friday evening whenever the clock strikes seven.

 

Pop Quiz
1. Do you know when/whenever we’re supposed to arrive at your mother’s house?
2. Let me know when/whenever you’ll be arriving at the airport next week so I can pick you up.
3. When/Whenever the baby cries, she clenches her little fists.
4. I lived in a small town when/whenever I was seven years old.
5. Do you recheck your math when/whenever you have difficulty balancing your checkbook?

 

Answers:
1. Do you know when we’re supposed to arrive at your mother’s house?
2. Let me know when you’ll be arriving at the airport next week so I can pick you up.
3. Whenever the baby cries, she clenches her little fists. (When could also be used but whenever better conveys the meaning every time that the baby cries.)
4. I lived in a small town when I was seven years old.
5. Do you recheck your math whenever you have difficulty balancing your checkbook? (When could also be used but whenever better conveys the meaning at the time that or every time that you have difficulty balancing your checkbook.)

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Posted on Tuesday, September 4th, 2012, at 12:59 pm

Sleek Writing: Put Your Sentences on a Diet

We tend to speak plainly and succinctly but for some reason, when we write, we stuff our sentences with extra verbiage, turning streamlined ideas into confusing, out-of-shape messes.

Here is a good example of a sentence that needs a workout: The network that this computer is able to connect to contains information that is privileged and confidential. (Thanks to Lynne W. for this real-life example.) No one speaks this way. We couldn’t come up with such a mouthful of empty words if we tried! The fastest way to shape up your writing is to think simple by placing subjects and verbs close to each other: network contains and computer connects.

This will help you notice and remove extra words like is able to, that this computer, and that is privileged.

Now you will find it easier to rewrite the sentence: This computer connects to a network containing privileged and confidential information. Sleek!

For more tips on effective writing, click here.

Pop Quiz

Simplify the following sentences to make them sleek:

1. We are no longer able to reconcile; therefore, attorneys will be used to effect the dissolution of our marriage.

2. The weather had adverse impacts on our boat resulting in the necessity to rescue us from the water.

3. The leak in the bottom of the boat was due to poor maintenance on the part of the crew.

Pop Quiz Sample Answers

(Other answers are possible.)

1. We have hired attorneys to help us with our divorce.

2. Our boat capsized in the storm so we needed rescuing.

3. The boat leaked because the crew did not maintain it.

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Posted on Tuesday, August 3rd, 2010, at 10:00 am

Become a Better Writer Instantly

When you drive your car, there are laws you must follow. Well, there are also “laws” or criteria for writing effectively. Enhance your credibility and professional image instantly by paying attention to these criteria:

  • State the main point clearly, right at the beginning
  • Organize information logically
  • Leave out unnecessary information
  • Use short sentences and paragraphs
  • Eliminate unnecessary words
  • Include all necessary information
  • Use active, precise language and plain English
  • Use correct grammar, punctuation, and spelling

Data shows that people won’t read your document if it’s not presented clearly and that you have only about fifteen seconds to get someone’s attention.

This tip was contributed by WriteItWell.com, your editing partner.

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Posted on Tuesday, July 13th, 2010, at 12:03 pm

Parallel Construction

Sentences and lists are awkward when they contain a series of items with inconsistent grammatical structure. But as your reader scans through a series of items with parallel grammatical structure, the relationships between different items of information become clear. Here’s an example:

Which of the two sentences below is easier to follow?

At the February meeting we will hold a discussion of the new health plan, whether to revise the procedures manual, and then a draft will be developed of the early retirement policy.

At the February meeting, we will discuss the new health plan, decide whether to revise the procedures manual, and draft an early retirement policy.

In the second example, the parallel verb tenses saved space and helped us grasp the ideas immediately. To help your writing flow smoothly and make sense, use the same format for items you present in a series. To learn more about parallel construction, click here.

Pop Quiz
Rewrite these sentences using parallel construction.

1. Rita’s responsibilities include sorting the mail, answering the phone, and to run errands.

2. We have asked managers to reduce travel budgets by 20 percent and that expense reports should be submitted weekly.

Here are the answers with the parallel words underlined:

1. Rita’s responsibilities include sorting the mail, answering the phone, and running errands.

2. We have asked managers to reduce travel budgets by 20 percent and to submit expense reports weekly.

The same approach applies to lists, which are much easier to read when the grammar is parallel.

Incorrect Example
The agenda for the March meeting includes the following goals:

  • Discussion of the new health plan
  • Whether to revise the procedures manual
  • The early-retirement policy will change

Correct Example
The agenda for the March meeting includes the following goals:

  • Discussing the new health plan
  • Deciding whether to revise the procedures manual
  • Revising the early-retirement policy

Parallel construction can help you organize your thoughts, make your writing flow smoothly, and make your meaning clear immediately. (How is this sentence as an example of parallel construction?)

This tip was contributed by WriteItWell.com, your editing partner.

To comment on this grammar tip, click on the title.

Posted on Tuesday, July 6th, 2010, at 3:01 pm

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