242-702. Seminar II: Writing/3 1 1 Seminar II Objectives – –tips on improving writing style and the look of the report. 242-702, Semester 2, 2014-2015.

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Presentation transcript:

Seminar II: Writing/3 1 1 Seminar II Objectives – –tips on improving writing style and the look of the report , Semester 2, Writing Tips

Seminar II: Writing/ Figures and Tables Every figure/table must have a caption Every figure/table must have a caption Every figure/table must be explained. Every figure/table must be explained. Figure/tables must be located just after the paragraph where they are explained. Figure/tables must be located just after the paragraph where they are explained.

Seminar II: Writing/3 3 3 Example

Seminar II: Writing/3 4 4 Format of a Figure 1. One sentence before the figure. 1. One sentence before the figure. 2. The figure, with a one-sentence caption: 2. The figure, with a one-sentence caption: Figure 1. This is a Capitalized Caption. 3. Several sentences after the figure, explaining it all. 3. Several sentences after the figure, explaining it all.

Seminar II: Writing/3 5 5 In the text, always explain every figure. In the text, always explain every figure. –use "Figure 1", not "fig1", "F1", etc. The figure diagram must be big enough, and clear enough, to read all the text on it. The figure diagram must be big enough, and clear enough, to read all the text on it. –it's best to draw figures yourself –use PowerPoint, then paste into Word

Seminar II: Writing/3 6 6 A Bad Figure Diagram

Seminar II: Writing/ Grammar and Spelling Always check your own writing. Always check your own writing. Ask a friend to look at your writing. Ask a friend to look at your writing. Your supervisor will read your report Your supervisor will read your report –do not expect your supervisor to correct all the errors in your writing

Seminar II: Writing/3 8 8 Spell checkers Spell checkers –very useful but not 100% reliable, e.g.: Their is know hope off recovered your stolen bicycle hole. wrong There is no hope of recovering your stolen bicycle whole. right Grammar checkers Grammar checkers –a bit useful, poor reliablity

Seminar II: Writing/3 9 9 Helpful Books A English-Thai/Thai-English dictionary A English-Thai/Thai-English dictionary A bigger English dictionary A bigger English dictionary –to look up hard words A thesaurus A thesaurus –to find alternative words

Seminar II: Writing/ Writing Style Use simple (plain) language/grammar. Use simple (plain) language/grammar. Use familiar words. Use familiar words. Write short, simple sentences. Write short, simple sentences.

Seminar II: Writing/3 11 Un-Plain Language Each person to whom this request is herein addressed is henceforth solicited to submit, or to have his or her department representative submit, to the appropriate Minister’s office as described above, a comment on whether the proposed plan, in his or her considered view, meets the requirements of the new law. Two (2) or more such persons may join in a single comment.

Seminar II: Writing/3 12 Better: Better: –You may wish to comment on whether the proposed plan meets the requirements of the new law. Even Better: Even Better: –Does the plan agree with the law?

Seminar II: Writing/3 13 Use Familiar Words Bad: Bad: –Please utilize the correct operational parameters to complete the task. Better: Better: –Please follow the directions.

Seminar II: Writing/3 14 Eliminate Repetition Bad: Bad: –Workers will be able to add two additional workers to help the three previously hired workers who make up the workers’ team. Better: Better: –Workers will be able to add two additional employees to help the three previously hired members who make up the team.

Seminar II: Writing/3 15 Omit Boring Adverbs Try to avoid the adverbs: Try to avoid the adverbs: –very –quite –definitely –completely –really

Seminar II: Writing/3 16 Example Bad: Bad: –Brokers are quite certain that these stocks are completely safe. Better: Better: –Brokers are certain that these stocks are safe.

Seminar II: Writing/3 17 Avoid 'story' Style Bad: Bad: –After we'd worked a long, hard eight hours in the lab, we realized... –We were so happy to make the discovery early one morning... Better: Better: –We realized... –We discovered...

Seminar II: Writing/3 18 Other Style Issues Do not start with "Nowadays...". Do not start with "Nowadays...". Do not start a sentence with "Because..." or "And..." Do not start a sentence with "Because..." or "And..." Write complete sentences, not Powerpoint bullets. Write complete sentences, not Powerpoint bullets.

Seminar II: Writing/ Jargon (technical words) Only use jargon from textbooks and refereed articles. Only use jargon from textbooks and refereed articles. –not from computer magazines and web sites If you use any unusual jargon, define it when you first use it. If you use any unusual jargon, define it when you first use it.

Seminar II: Writing/ Acronyms Only use very common acronyms Only use very common acronyms –e.g DVD, IBM, OS Explain every unusual acronym when you first use it. Explain every unusual acronym when you first use it. Do not invent your own acronyms. Do not invent your own acronyms. Write acronyms in upper-case. Write acronyms in upper-case.

Seminar II: Writing/3 21 Example IR is about searching a large collection of documents for those that are most relevant to a particular user query. IR is the basis of web search engines such as Google. A FAQ about IR is why so many search results are irrelevant. The basic answer to this FAQ is that relevance is a difficult concept for users to express and for computers to process efficiently. badbetter Information retrieval (IR) is about searching a large collection of documents for those that are most relevant to a particular user query. IR is the basis of web search engines such as Google. A frequently-asked question about IR is why so many search results are irrelevant. The basic answer to this question is that relevance is a difficult concept for users to express and for computers to process efficiently.

Seminar II: Writing/ Avoid Slang Bad: Bad: –John asked his friend to mellow out. Better: Better: –John asked his friend to relax.

Seminar II: Writing/ Avoid Clichés Clichés are overused expressions (for native speakers). Clichés are overused expressions (for native speakers). Bad: Bad: –We had reached the end of our rope. Better: Better: –We had to stop.

Seminar II: Writing/ Report Formatting Use Times New Roman, 12pt font for text. Use Times New Roman, 12pt font for text. Use New Courier, 10 pt font for code Use New Courier, 10 pt font for code Headings should be in bold. Headings should be in bold. Number the pages. Number the pages.

Seminar II: Writing/3 25 Each section should be numbered Each section should be numbered –e.g 2. Literature Review Each sub-section should be numbered Each sub-section should be numbered –e.g Information Retrieval Do not number the "References" section. Do not number the "References" section.

Seminar II: Writing/3 26 There must always be text between a section heading, and a sub-section. There must always be text between a section heading, and a sub-section. Bad: Bad: 2. Literature Review 2.1. Information Retrieval The text in between will be an overview or introduction to the sub-sections. The text in between will be an overview or introduction to the sub-sections.

Seminar II: Writing/3 27 A paragraph should be defined to have 6pt spacing after it's end A paragraph should be defined to have 6pt spacing after it's end –do not use a blank line to separate paragraphs Each sentence must be separated by one blank space. Each sentence must be separated by one blank space. Each sentence must start with a capital letter. Each sentence must start with a capital letter.

Seminar II: Writing/3 28 Avoid tabbing/indenting of text. Avoid tabbing/indenting of text. Write complete sentences, not bulletted points. Write complete sentences, not bulletted points. Do not "copy and paste" Do not "copy and paste" Spell check at the end Spell check at the end

Seminar II: Writing/3 29 Never use underlining. Never use underlining. Very rarely use italics. Very rarely use italics. A title contains: A title contains: –the title, your full name, address, date, your supervisor

Seminar II: Writing/ Image Tools I Use MS Picture Manager MS Picture Manager –export to PNG, clipping, resizing MS Paint MS Paint –erasing, basic touch-up MS Powerpoint MS Powerpoint –drawing diagrams, grouping pictures into one –export a single slide as PNG

Seminar II: Writing/3 31 PicPick ( PicPick ( –taking screenshots, regions, basic editing GIMP ( GIMP ( –advanced stuff (a free version of Photoshop) –selecting/cutting complicated shapes –adding transparency to PNGs

Seminar II: Writing/3 32

Seminar II: Writing/3 33 Office Equation Editor Office Equation Editor Alternative is MathCast ( Alternative is MathCast ( –works with "doc" –a bit 'flakey' (in 2013)