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Use of the second and third person in documentation?
Subject:Use of the second and third person in documentation? From:Geoff Hart <ghart -at- videotron -dot- ca> To:"TECHWR-L" <techwr-l -at- lists -dot- techwr-l -dot- com> Date:Thu, 24 Feb 2005 11:20:26 -0500
Anthony Hernandez wondered: << Is it standard practice to refer to
users of software a "the user" or "users," or as "you"? Examples: 1.
Users can click... 2. You can click...>>
There's no such thing as a standard, but there is a strong trend
towards something like the following distinction:
- Where you're trying to establish an informal dialog with the reader,
as might be the case in an overview section or the introduction to a
tutorial, it's acceptable and possibly even a good idea to use second
person. For example: "In this section, you'll learn how to..." and
"Before beginning this long procedure, you should get a cup of coffee
and good book."
- In the procedural steps themselves, use imperative and don't mention
the user at all unless absolutely necessary. For example: "Click this.
Press that. Open something else. If you have a life, go home and get
some sleep. If you're a manager, make sure that _your employees_ have
lives outside of work--send them home."
I find this distinction simple and effective. YMMV. Be consistent,
whichever approach you choose.
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