OST164
TEXT EDITING APPLICATIONS
Chapter 6 – Other Punctuation
Periods (Pages 122-123)
• Semicolons (Pages 131-133)
• Quotation Marks (Pages 133-134)
•
Punctuation errors are easily
overlooked. Sometimes these errors are
the result of a hectic, time-pressured
day. At other times, these errors occur
because you fail to check a reference
source.
RULES FOR PERIODS
Use a period to end a sentence or command.
Cultural diversity is an important issue in business.
Do not answer any questions they ask you without a lawyer.
Use a period to end a polite request-a question where the
person spoken to is likely to respond by doing what is
requested instead of simply answering the question.
Polite Request:



Will you please fax me your response by Friday.
Would everyone in the room who hasn't received an ID
card please move to the front of the line.
How could I have known that those documents I had
sent were top secret.
Question:


Do you think you can fax me your response by Friday?
Should I have know that those documents I had sent
were top secret?
RULES FOR PERIODS
Use a period after numbers or letters that enumerate items
in outlines or displayed lists. Also, add a period at the end.
We need to :
1. Revise our hiring procedures.
2. Develop a training program.
3. Implement an incentive plan.
Last week, we:
A. Revised our operations manual.
B. Decided on a new pay scale.
Note the
usage of the
COLON in
each
sentence as
well.
C. Decided who to promote next month.
The items in a list do not end with periods because they
appear to be a list of inventory items.
We need to take:
We need to take:
• A sleeping bag
1. A sleeping bag
• A tent
2. A tent
• A box of matches
3. A box of matches
RULES FOR SEMICOLONS
Semicolons are used to join items.
The most common use of the semicolon is to join
two closely related independent clauses that are not
joined by a coordinating conjunction (and, but, or,
not).
Daryl took the photographs today; the prints
should be ready by tomorrow.
Doug supported the legislation; his colleagues
voted against it.
RULES FOR SEMICOLONS
The semicolon is used to join two related
independent clauses when the second clause begins
with a transitional expression such as therefore,
however, for example, consequently, or moreover.



Chelsea was late again this morning, however, she
had a legitimate reason this time.
Jason contributes regularly to his retirement account;
consequently, his monthly retirement check will be
sufficient.
Ms. Clarke refused to increase our advertising budget;
she suggested, moreover, that we decrease it by at
least $500.
RULES FOR SEMICOLONS
The semicolon replaces the comma in a series when
one or more of the items in the series already
includes a comma.
WRONG:
Greta will be consulting in Chicago, Illinois, Columbia,
South Carolina, St. Louis, Missouri, and Bristol,
Tennessee.
RIGHT:
Greta will be consulting in Chicago, Illinois; Columbia,
South Carolina; St. Louis, Missouri; and Bristol,
Tennessee.
Those who will attend the meeting are Jane Smith, an Avon
representative; Tina Ray, a Mary Kay representative ; and
Anne Jones, an Arbonne representative.
CHECKUP 6-4
#3
Tara adjusted the temperature in the room; Ruth still complained
of being cold.
#4
Our holiday policy is very generous; for example, we are allowed
three personal days to use at our discretion.
#8
My plane was late; however, I did not miss my connecting flight.
#10
Your deposit wasn’t made until 4:45 p.m. today; therefore, it will
not be credited to your account until tomorrow.
#13
Jaya will demonstrate our products in Tampa, Florida; Raleigh,
North Carolina; Denver, Colorado; and Austin, Texas.
RULES FOR QUOTATION MARKS
Use quotation marks to enclose a person’s exact
words.

“Our sales figures are good,” Brittany said. “In fact,
we are exceeding our expectations.”

“You will be amazed at the wealth of data available
at our Web site,” said Bryant Mayo, our business
information manager.
Note that the comma and the period belong
inside the closing quote.
RULES FOR QUOTATION MARKS
Use quotation marks to enclose the titles of parts of
books, magazines, newspapers, or other published works.
These include titles of chapters, articles, and essays.

The fifth chapter, “Supervising Difficult People,” is the
most useful one in the book Management Challenges.

Her article “Capitalizing on E-Commerce” appeared in
the Los Angeles Times.

I didn’t read her article “How to Use a Computer”;
therefore, I can’t discuss it with you.
Note that the colon and the semicolon belong
outside the closing quote.
RULES FOR QUOTATION MARKS
Quotation marks are used with special words or
phrases that follow the words marked, stamped, titled,
and labeled.

Please mark this package “Fragile.”

The CD-ROM is labeled “For individual use only.”

Have the manufacturing personnel stamp on the
material “Do not remove.”
QUESTION MARK AND QUOTATION MARK
Put question marks either inside or outside closing quotation
marks, depending on whether the marks apply to the quoted
words only or to the entire sentence.
Question Mark
Have you read William Simpson’s latest article, “That’s the Way
Technology Works”?
Outside because the entire sentence is a question.
I heard Lisa say, “What do you think you are doing?”
Inside because only the quoted sentence is a question.
What do you think of the chapter “Wireless Accessibility”?
Outside because the entire sentence is a question.
Please be sure you read the article “Is a Wireless Homes in Your
Future?”
Inside because only the quoted sentence is a question.
RULES FOR THE UNDERSCORE AND ITALIC
Underscores have traditionally been used to
provide emphasis in typed material. However, italic
type if more commonly used instead to emphasis
words.
Words that represent the actual words are usually
underscored but may also appear in italics.
Words should appear in italic.
Through this report, the words affect and effect are
used incorrectly.
All employees should understand the term sexual
harassment.
RULES FOR THE UNDERSCORE AND ITALIC
Titles of books, magazines, newspapers, plays, and
other COMPLETE WORKS may be underscored.
These titles are more often typed in italics or in allcapital letters.
Three of Alice Hyatt’s best-selling books are
Healthy Living, Fit for Life, and Food for Fitness.
Partial works = quotation marks
Complete works = italicized
The article “How to Breathe” was located in the
magazine Asthma in Today’s Society.
NOTE:
Do italicize any punctuation that appears before or after the title.
REVISION SYMBOLS

To insert a question mark, simply write in the
question mark.
Is the project completed?



Insert a quotation mark
“
“
He said, Yes, I will.
Transpose punctuation
Ben asked, “Who ordered the pizza”?
Italicize
Her book it titled “Enhanced Design.”
ital
#1 Was the fax marked “Notify Recipient on Arrival”?
(question mark goes outside the quotation mark)
#2 The attorney asked, “Do you agree with the proposed
settlement?”
(question mark goes inside the quotation mark)
#3 The menu erroneously listed desert instead of dessert.
#4 Can you meet with us on September 10?
#5 The accountant asked, “Was the invoice mailed yesterday?”
(question mark goes inside the quotation mark)
#6 The word mistake has a negative connotation.
CHECKUP 6-5
CHECKUP 6-5 (CONT’D)
#7 Coretta excitedly announced, “I’m going on a cruise!”
(quotation mark goes inside the quotation mark)
#8 The article “Exercise for Executives” appeared in
Business Today, which is a local magazine.
#9 “We anticipated that additional research will confirm
our claims,” stated the manager.
#10 “We agree with your decision, “ Miguel said, “but we
prefer taking immediate action instead of waiting
until Monday.”