Ellen Cline, writer
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Is Chicago style better online?

Author: ; Published: Mar 11, 2013; Category: Business Writing, Communications Tools, Editing and Proofing; Tags: , , , ; No Comments

Chicago Manual of Style book cover

If you’ve read my previous blog post about style guides, you know I prefer The Chicago Manual of Style to the Associated Press Stylebook.

I finally signed up for an online subscription to Chicago and am really finding it useful. Rather than buy a new hardcover version of Chicago to get the 16th edition, I chose to purchase an online subscription instead. 

Although I still do love using paper books, I spend most of my time working at the computer, as I have for years. So searching the online version for reference, is quick and convenient.  And there are some added features. 

Using the online version, you can search the 15th or 16th edition. Select which you want before entering words into the search bar. As an alternative, you can use the table of contents, drilling down through each chapter to see more detail. If you’ve always liked searching the paper manual through its index, you can still do that online as well.

In addition to the book, you can also search the Q&A section of the website. Although Chicago is pretty thorough, there are situations that come up that may not be covered in the manual, and peoples’ questions and the experts’ answers can be applicable to a similar situation you’re facing.

Another nice feature: You can create a style sheet for a particular client or project. Yes, it’s just a little text editor that pops up, but at least all the exceptions to Chicago you’re using will be in one place, right there with the manual.

I also like the bookmark feature. Of course you can bookmark a paper book, as I do, but after there are a million little sticky notes and scraps of paper hanging out, it gets a bit unwieldy. To bookmark the online Chicago, you just click the flag icon.

The online  subscription version also lets you create your own annotations on any item. Say you want to note on 6.45, commas with dates, that you want to follow the ISO style for dates (9.37). You can do that with the little pop up text editor by clicking on the pencil icon.

I haven’t been using the online Chicago for very long yet, but so far I’m happy with it. Is anyone else using this handy tool? If so, what do you think about it?

Style manuals and style guides—tools for building consistency

Author: ; Published: Apr 5, 2010; Category: Business Writing, Communications Tools, Editing and Proofing, Message Simplicity; Tags: , , , , , ; No Comments

Guidelines icon

Choosing and using a style manual and producing and using an in-house style guide help a company create and maintain consistency in their communications. Consistency always furthers an organization’s professional image.

The style manual most people seem to have heard of is the Associated Press Stylebook. I’ve done work for organizations where I’ve been told things like: We follow AP style but we use the title Dr. for our researchers preceding their names which AP says not to do. Then the client might go on to tell me several other ways their house style diverges from AP style.

Exceptions like this should be covered in a company style guide. The in-house style guide might spell out items like the usage of the company product names and logos, but it also can detail where company usage differs from the guidelines set forth in the style manual.

I did not study Journalism in college so I did not learn about AP style until later in my career. When I had to follow it for some projects my first thought was, you’ve got to be kidding. To me, the book has always been difficult to use and illogical as it has:

  • No index. 
  • A system for filing items under alphabetical titles that seemed haphazard, at best. 
  • Rules that supposedly stemmed from the limitations of metal type.

Even though it is considered a guide for academic writing, I prefer the Chicago Manual of Style as a reference. It has an index so you can find things. And there are a lot more things to find as the book is really comprehensive, including information about grammar. Not everything in it applies to every project. But it’s somewhere to start.

First, if your group does not have a particular style manual it follows, you might want to decide which would be best suited for your needs. Elizabeth G. Frick and Elizabeth A. Frick wrote an article in the Society for Technical Communication magazine, Intercom, which discussed style manuals and style guides and referred readers to a handy style manual matrix they created that compares the different style manuals. Their chart shows the history and purpose of each book, and can help you choose which you might want to use.

Style manuals do differ on what they feel is correct on topics like hyphenation, formatting of web addresses, and the serial comma, aka the Oxford comma. Believe it or not, people get excited about whether or not it is proper to use that last comma in a series before the “and.” I recently found out there’s even a Facebook group, "Students for the Preservation of the Oxford Comma." (For the record, I like the serial comma as it does add clarity in many situations. AP, however, says no to the serial comma.)

Style manuals give you rules and standards for writing and formatting different types of written materials. They do not all agree on what the standards are. Your company or organization may have decided which style manual to follow, but then there are inevitably exceptions to the rules. In that case a style guide might be created, just for your organization.

Your style guide doesn’t need to repeat what is in your chosen style manual; it can just talk about where your in-house style differs from the reference book and tackle issues of interest to your organization.