Technical Writing for Teams: The STREAM Tools Handbook, by Alexander Mamishev and Sean WilliamsCopyright © 2010 Institute of Electrical and Electronics Engineers

237

AAbbreviations, 178Academic annual report. see Formatting

requirements, academic annual reportAcronyms, 178Action, 169Affi rmatives, 165–166Analyze the audience, 20, 88–89, 123Analyze the purpose, 123Announcement list. see SharePoint, lists,

announcement listApostrophes, 176–177Appendices, 61–62Appendix. see AppendicesArrows. see LaTex, arrowsArticles, 188Audience assessment tool, 91Audience, 2, 90–91Autonumbering, 20Awkward, 20, 123

BBack matter, 61Basic Page. see Web pages, basic pageBibliographic databases

advantages, 74BIBTeX. see LaTeX, BIBTeXEndNote. see EndNote, bibliographic

databasesnumbering entries, 80sharing, 80software, 74–75

BIBTeX. see LaTeX, BIBTeXBinary and operational symbols, 49Bold font, 123Book chapter. see Formatting requirements,

book chapterBook template, 205–222Bookmark. see Equations, cross-referencingBooks, 188Business case, 182–185

CC:. see CommentC:\AA. see Analyze the audienceC:\auto. see AutonumberingC:\awk. see AwkwardC:\casual. see Casual wordingC:\colloq. see ColloquialC:\EOI. see End of iterationC:\glob. see Global changeC:\gram. see Grammatical errorC:\model. see Model documentC:\purp. see PurposeC:\pw. see Poor wordingC:\pwt. see Problems with terminologyC:\rep. see RepetitionC:\sp. see SpellingC:\STHx.x. see Writing for research teamsC:\struc. see StructureCapitalization, 178Casual wording, 20Citations. see ReferencesClassifi cations of writers, 15

INDEX

238 INDEX

Collective drafting, 110–112Colloquial, 20, 123, 167Colons, 176Columns, 65Comma splices, 171Commas, 175Comment, 20Communication Tools, 152Completion stage, 19, 128–135Comprehensive editing. see Editing,

comprehensiveComprehensive outline, 101–103Conference paper. see Formatting

requirements, conference paperConference papers. see Proceedings papersConstruct the whole document. see Document

constructionContacts list. see SharePoint, lists, contacts

listContent

explained, 116legacy content. see Legacy contentnew content. see New content

revise, 121–125Controlling styles, 64Copyediting, 128–130Copyediting symbols, 130CorelDraw, 10, 51Corporate, 151Cultural Sensitivity, 150Custom lists. see SharePoint, lists, custom

lists

DDashes, 177Databases. see Bibliographic databasesDates, 179Deductive structures, 103Defi ne team procedures. see Team proceduresDefi ne team roles. see Team roles, defi neDefi nition stage, 18, 87–94Discriminatory language, 168Discussion boards. see SharePoint, lists,

discussion boardsDissertations, 97Distance, managing teams. see Teams,

managing from a distanceDistribute writing tasks, 107, 127Divide and draft, 109–110

Document construction, 120–121Document design problems, 9, 30Document design tools, 22Document library. see SharePoint, lists,

document libraryDocument naming, 30Document outline. see OutlineDocument purpose. see PurposeDocument submission. see Submit the

documentDouble-column template, 197–203Double negatives, 165–166Draft submission, 119Drafting

collective drafting. see Collective drafting

divide and draft. see Divide and draftsolo drafting. see Solo draftingstrategies, 107–112

EEconomical writing. see Write economicallyEdit, comprehensively, 121Editing tasks, 47–48Editing using Microsoft Word, 125Editorial mark-up table . see STREAM Tools

editorial mark-up tableEditorial questions tool, 122Elements

copy existing, 23–24creating

equation element. see Equations, element

fi gure elements. see Figures, elementheading element. see Headings,

elementreference elements. see Referencestable elements. see Tables, element

cross-referencing, 25edit, 24–25

End of iteration, 20, 123EndNote

bibliographic databasesadding references, 78citing references, 79interfaces, 75–78

explained, 10End punctuation, 174Enter content, see Content

INDEX 239

Equationsaltering, 42–44bookmark, 27common formatting mistakes, 43common stylistic mistakes, 44–45cross-referencing, 27, 39–42formatting, 26–27template, 39tips and tricks, 45–49

Error! Messages, 55Ethnic, 150Events list. see SharePoint, lists, events listExclamation points, 174Exercises, 16, 34, 72, 83, 136, 159, 188Expert, 15, 91Exposition, 92

FFaulty parallelism, 173FAQ. see Frequently asked questionsFigures

altering, 49captions, 28common formatting mistakes, 51common stylistic mistakes, 52–54cross-referencing, 49edit, 27formatting, 27template, 49tips and tricks, 54–55

File management, 30File management problems, 9, 30File repository, 100–101File versions, 118Final process-improvement, 135Final review, 129–131Formal reports. see Report types, formalFormality, word. see Word formalityFormatting

elements, see Elements, creatingequations. see Equations, formattingfi gures. see Figures, formattingheadings. see Headings, formattingreferences. see Referencestables. see Tables, formatting

Formatting Requirementsacademic annual reports, 64conference paper, 64funding agency reports, 64

journal paper, 64master’s thesis, 64proposals to state agencies, 64report, 64web page, 64

Formulate the purpose. see Document purpose

Fractions, 179Fragments, 171Frequently asked questions (FAQ), 185–186Funding agency reports. see Formatting

requirements, funding agency reportsFundamental Concepts, 23Fused sentences, 171–172

GGender, 151General reader, 90Generation, 151Generic structure for proposals. see Proposal

structureGlobal change, 19, 20, 123Goals. see Team goalsGoToMeeting, 110Grammar, 180Grammatical error, 20, 123Greek characters, 47

HHeadings

altering, 37common formatting mistakes, 38common stylistic mistakes, 38cross-referencing, 26formatting, 26template, 36–37tips and tricks, 39

Historical documents, 95–96History, technical writing, 4–5Horror stories, 2–4Hyphens, 177

IIEEE with STREAM Tools template,

223–230Import spreadsheet. see SharePoint, lists,

import spreadsheetIndecies, 62Index. see Indecies

240 INDEX

Informal reports. see Report types, informal instruction, 166

Instruction, 92Is forms, 169Issues list. See SharePoint, lists, issues listItalics, 124

JJargon, 167–168Journal articles, 96Journal paper. see Formatting requirements,

journal paper reports

KKeyboard shortcuts

creating, 121in LaTeX. see LaTeX, keyboard shortcutsin MathType, see MathType, keyboard

shortcutsin Microsoft Word 2003, 45–46in Microsoft Word. see Microsoft Word,

keyboard shortcutsKick-off meeting, 88

LLaTeX

advantages, 12–13arrows, 48BIBTeX, 81binary and operational symbols, 49compared to Microsoft Word, 10–12converting equations from MathType to

LaTeX, 47entering equations into Microsoft

Word, 47Greek letters, 47–48history, 10–12issues, 12keyboard shortcuts

arrows. see Arrowsbinary and operational symbols. see

Binary and operational symbolsloglike symbols. see Loglike Symbolsmiscellaneous symbols. see

Miscellaneous symbolsmyths, 12

Legacy content, 64, 116–117Linguistic, 150Lists, SharePoint. see SharePoint, lists

Literature citations. see ReferencesLoglike symbols, 48Long report template, 205–222

MManagers and decision makers, 90Managing teams from a distance. see Teams,

managing from a distanceMaster documents, 66Master’s thesis. see Formatting requirements,

master’s thesisMathType

converting equations from MathType to LaTeX, 47

explained, 10keyboard shortcuts, 45–46

Meaningless words, 167Measure, units. see Units of measureMember roles. see Team rolesMicrosoft Word

advantages, 12–13comment function, 107, 125–127compared to LaTeX, 10–12entering LaTeX equations, 47equation editor, 45–46history, 10–12keyboard shortcuts, 45myths, 13outline features, 104–106reviewing documents, 127

Miscellaneous symbols, 48Misused words, 123, 164–165Model document, 20, 123Modifi ers, 167, 172–173Multiple templates, 64

NNational level, 150Negatives, 165–166New content, 117–118Noun, 162–163, 166Novice, 15Number(s), 178–179

OOperator, 91Organizational, 151Outline, 101Outsider, 15

INDEX 241

PPage numbers, 59Papers, 96–97Parallelism. see Faulty parallelismPassive voice, 169Penciled comments, 21, 124Percentages, 179Periods, 174Persuasion, 92PhD dissertation. see Formatting

requirements, PhD dissertationPoor wording, 21, 124PowerPoint, STREAM Tools basics,

231–234Practice problems, 66–71Preparation stage, 19, 94–116Prepositions, 169Problems with terminology, 21, 124Procedures, team. see Teamwork, proceduresProceedings 96–97ProCite, 75Production, 250Project development, 250Proofread, 131–133Proofreading symbols, 130Proposals, 97Proposal structure, 98Proposals to federal agencies. see Formatting

requirements, proposals to federal agencies

Proposals to state agencies. see Formatting requirements, proposals to state agencies

Punctuation, 174Purpose, 21, 92, 123Purpose tool, 93

QQuestion marks, 174

RRed pen comments, 21, 124References, 29, 81Regional, 150Reference Manager, 10Regular Comment, 21, 124Religious, 150Remote Figures, 55Repetition, 21, 124

Report. See Formatting requirements, report

Report types, 99Repository, fi le. see File repositoryRevise, 121–125Roles. see Team rolesRoman, 124Run-on sentences, 171–172

SScientifi c and Technical wRiting, Editing,

And fi le Management Tools (STREAM Tools), 6–8

Secondary audience, 89Section breaks, 59Selecting team members, 87–88Semicolons, 175–176Sentence types, 170Sentence variety. see Sentence typesSexist language, 168Sentence construction. see Weak sentence

construction SharePointintroduction, 154–155lists

announcement list, 155contacts list, 155custom list, 155discussion boards, 156document library, 155events list, 155import spreadsheet, 156issues list, 155surveys, 156task list, 155

tutorial, 158Single-column template, 191–196Social class, 151Social information processing theory, 149Software, 8–10Solo drafting, 107–109Spelling, 21, 124STEM table. see STREAM Tools Editorial

Mark-up TableSTREAM Tools. see Scientifi c and

Technical wRiting, Editing, And fi le Management Tools

STREAM Tools Editorial Mark-up Table (STEM), 20–21

STREAM Tools optimization, 94

242 INDEX

STREAM Tools PowerPoint, 231–234STREAM Tools ten commandments, 235Strong sentences, 168–169Strong words, 162Structure, 21, 123Strunk and White, 124Shared fi les. see File versionsSite management. see Web pages, site

managementSites. see Web pages, sites and

workspacesStart fast, 289Style guides, 112–113Style guide tool, 113–115Style sheets, 114Style sheet tool, 114–115Submit the document, 133–135Success stories, 186–187Surveys. see SharePoint, lists, surveysSwift Trust, 149Symbols, editing, 130Synchronize writing styles. see Writing

style synchronization

TTable of contents, 60Tables

altering, 56caption, 29common stylistic mistakes, 57common formatting mistakes, 57cross-referencing, 56formatting, 28insert, 29numbering styles, 57template, 56tips and tricks, 58

Task list. see SharePoint, lists, task listTalk to reviewer, 21, 124Templates

available templates, 24creating

headings. see Headings, templateequations. see Equations, templatefi gures. see Figures, templatetables. see Tables, templatepage numbers. see Page numberstable of contents. see Table of

contents

importance, 23–24multiple, 64using template fi les, 23–25

Team member selection. see Selecting team members

Teamworkbenefi ts, 138–139characteristics, 144challenges, 138–143, 144confl ict resolution, 147–148decisions, 146goals, 143managing at a distance, 148payoff, 139–140procedures, 145–148roles, 144–146virtual teams, 148–149

Technician, 91Templates, 23–24Tertiary audience, 89TeX. see LaTeXTheses, 97Thesis template, 205–222Together, 124

UUnits of measure, 179–180User, 15

VVariety, sentences. see Sentence typesVerb, 162–163, 166Version control, 32Visio, 10

WWatch the video, 124Weak sentence construction, 170–171Weak words, 164Web pages

alerts, 158basic page, 158formatting requirements. see Formatting

requirements, web pageintroduction, 157sites, 158site management, 158workspaces, 158web part pages, 158

INDEX 243

What You See Is What You Get (WYSIWYG), 11

Wikicreating, 153editing, 153introduction, 152monitoring edits, 153–154other suggestions, 154overview, 31team communication, 264

Web part pages. see Web pages, web part pages

Wizard, 15Word formality, 163–164Word, Microsoft. see Microsoft WordWorkfl ow optimization, 30

Workspaces. see Web pages, sites and workspaces

Write economically, 169–170Writing for research teams, 21, 124Writing process, 18, 86Writing quality problems, 8, 30Writing stage, 19, 86, 116–127Writing style synchronization, 112Writing system, 5–6Writing task distribution. see Distributing

writing tasksWYSIWYG. see What You See Is What

You Get

YYellow text, 106–107