Technical Writing

The following is a technical writing glossary. It includes some common terms you'll hear thrown around in the field. If you are looking for publishing specific terms, try the publishing glossary or the typography glossary.

Click an index letter below to jump to terms:

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z #

A4 paper: ISO paper size measuring 210mm X 297mm. It's letterhead size.
Acrobat: A suite of programs by Adobe that converts word processing and desktop publishing documents to PDF. Acrobat reader allows you to view PDFs. You can download Acrobat Reader for free.
additive colors: The additive colors are red, green, and blue. Adding these colors together creates white (all light reflects back to the eye).
Adobe: A family of programs used for electronic, web and print publishing. Adobe produces great programs such as Photoshop and FrameMaker.
ADP: Access Template. Template for Microsoft Access.
AI: Adobe Illustrator. Adobe Illustrator native file format.
ANSI: American National Standards Institute. Organization responsible for aiding in the development of international trade and telecommunications standards.
API: Application Programming Interface. A series of functions a program gives an operating system to instruct it in how to perform tasks related to the program.
Apple Help: An HTML-based online help system developed by Apple for the Mac operating system.
ASCII: American Standard Code for Information Interchange. A standard developed by ANSI that defines how computers write and read characters. It's used by most operating systems. It consists 128 characters including letters, numbers, punctuation, and control codes. Each character is represented by a number. Here's an ASCII table on an external web page.
A sizes: ISO paper sizes for standard sized trim that do not use bleeds or need trimming outside the edges.
audience: The target group for which a document or online help is produced. When producing technical documentation, you must always write for the audience.
audience analysis: Any technique used to learn about a target audience, such as site visits, surveys, and interviews.
authoring tool: A tool used to produce either print or electronic documentation.

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backslant: A typeface that slants to the left. This is the opposite of italic.
baseline: The imaginary line on which typeface characters rest.

body text: The paragraphs in a document that make up the bulk of its content. Body text is usually set in an appropriate and easy-to-read typeface at a 10-point or 12-point size.
bold face: Typeface rendered to be darker and thicker.
bottom margin: The white space between the bottom edge of a page and a body of text.
bleed: Printing that extends to the edge of a sheet or page of paper after it has been trimmed.
BMP: Bitmap. A standard Windows uncompressed image format. It supports RGB, indexed-color, grayscale, and Bitmap color modes. It doesn't support alpha channels.
boldface: A typeface that has been rendered in thicker strokes so that it will stand out on the page, usually to enhance a headline. Note that italics are preferable for emphasis in body text.
browser: An application that displays HTML pages. There are several popular browsers to choose from, including Windows Internet Explorer, Netscape, Opera, and the W3C's Amaya.
browse sequence: An intended order to view a set of related documents, topics, or HTML pages. Many authoring tools allow you to set up browse sequences.
B sizes: Paper sizes around 18% larger than A size paper. Paper this size is usually used for charts, maps, and posters.
bullet: A dot or graphic placed at the beginning of each item in a list to show that each is an individual, but related, point.
butt: When two or more art or color elements meet edge to edge.

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call out: A label that uses an arrow or line to point at something in a graphic.
CBT: Computer-Based Training. Instructional material presented in an electronic format. CBT usually takes advantage of the multimedia capabilities of computers to enhance course material.
CD-ROM: An optical disc used to store information. You can purchased writable and re-writable versions. Standard CD-ROMs have 650MB of data.
centered: An alignment that places text at an equal distance from the left and right margins.
character encoding: The method a computer uses to represent letters, numbers, and other symbols.
CHM: Compiled HTML help file (equivalent to the HLP in WinHelp).
client: A computer that accesses resources from another computer over a network or the Internet. You are currently reading this definition from a client (your computer) because the accessed the glossary over the Internet.
client-side: Used to describe any object or action that takes place on a client. For example, the XML glossary on this site uses client-side JavaScript.
CMYK: Cyan, Magenta, Yellow, black. The subtractive colors. Cyan (C), magenta (M), and yellow (Y) combine to absorb all color and produce a muddy brown. Black (K) ink is added to produce a true black. (K is used instead of B to avoid confusion with blue.) Combining these inks to reproduce color is called four-color process printing.
CNT: Table of contents file. Contains information for an online help project's table of contents. The information contained in the CNT file appears on the contents tab in WinHelp.
compression: Hardware and software techniques that reduce the storage space required by bitmap image data. There are two common techniques. The first, lossless, compresses image data without removing detail. The second, lossy, compresses images by removing detail.
computer-based training: see CBT
conceptual information: Background and overview information regarding a specific product or service. This is high-level, general information that explains the theory behind the product or service. It's not marketing.
content: Anything produced for inclusion in documentation. This includes written material, graphics, diagrams and charts.
context-sensitive help: Information that is accessed directly through an application interface.
contextual inquiry: A research method designed to learn how users use a product in a real-world environment. The techniques, based on ethnographic research techniques, involve observing users and taking notes about how they use, or don't use, a product. Observations can then be used as a basis to improve the design of the product.
crossover: When a graphic carries over multiple pages.
C sizes: ISO paper size used to make folders and envelopes for objects trimmed to A size.
CSS: Cascading Style Sheet. A set of formatting instructions that a browser uses to format a Web page. The instructions are usually maintained in an external text file that an HTML file can reference. Hokum Home uses valid CSS to format its Web pages.

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database: A data storage system that allows easy access to information. Databases are used for anything from storing recipes to managing government data.
DBA - DBH: ForeHelp database file. A temporary file ForeHelp generates when you open a project file. ForeHelp saves these temporary files with changing extensions, starting with DBA, then DBB, and so on until it reaches DBH, at which point it starts over again at DBA.
DBZ: ForeHelp project file. This contains all of the information needed to compile a complete help project into a help file.
DCS: Desktop Color Separations. A version of the standard EPS format developed by Quark. The DCS 1.0 format supports CMYK files without alpha channels and clipping paths. The DCS 2.0 format supports multi-channel and CMYK files with a single alpha channel, clipping paths and multiple spot channels.
deckle edge: The ragged edge of uncut paper. It's sometimes implemented as part of a publication's design.
DOC: Document. Tagged document file for the PC. It's most commonly used in Word.

DocBook: A popular DTD used to create and format documents using a set of SGML or XML tags. The DTD is maintained by DocBook.org and includes tags for several kinds of doucmention, such as printed manuals or online help. You can also get books, tips, tutorials, and other information from this site.
documentation: A catch-all phrase that refers to any material that explains what a product is and/or how it's used, such as user manuals, software development kits, white papers, or upgrade notes.
DOT: Document Template. Template files used in Word. I've provided a tutorial on creating a Word template, including a link to some very important information that you should read before you create a template.
dpi: dots per inch. The display resolution of devices such as monitors or printers.
DTD: Document Type Definition file. Identifies the language version with which an HTML, XML or SGML document is written and defines the tags that the document uses. XML has a set of standard DTD symbols that it uses.
DWG: AutoCAD Drawing. Standard file format for saving vector graphics created in AutoCAD.
DWT: Dreamweaver Template. Template file used in Dreamweaver.

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editor: Person responsible for ensuring content is presented accurately, is formatted correctly and follows grammatical standards.
eHelp: Producers of RoboHelp, the industry standard for online help authoring. Macromedia purchased eHelp in 2003.
ellipsis (...): Punctuation consisting of 3 dots in a row. It's usually used to show where a word or phrase has been omitted.
em: A unit of measurement equal to the current point size of a particular font. For example, if you are using a 12-point font, then one em equals 12 points. This is typically the width of the uppercase M.
em dash (—): A dash equal to one em. It's used to indicate a break in a sentence.

EMF: Enhanced metaFile. Graphic file format available for Windows and WinNT. It saves both vector and pixel information.
en: A unit of measurement equal to half an em. For example, if you are using a 12-point font, then one en equals 6 points. This is typically the width of the uppercase N.
en dash (–): A dash equal to one en. It's typically used to indicate a range of values.
EPS: Encapsulated Postscript. Computer file containing Postscript commands with images.
ERR: WinHelp compiler error log. It contains any errors the compiler encountered while creating a help file.

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figure: A chart, diagram or illustration displayed within a body of text in order to compliment or clarify the information contained within that body of text.
fair use: Provision in the copyright law that says short passages from a copyrighted material can be used without infringing on the owner's rights. Consult copyright laws and any requests or conditions of use outlined by an author or publisher before using copyrigthed material.
FHB: ForeHelp backup file.
FLA: Flash project. Flash is used to create vector-based animation, interactive Web sites, and even games. Flash is a Macromedia product.
flush cover: A book cover that's trimmed flush with the pages.
flush left: A block of text that is aligned on the left margin. If a block of text is flush left, it is also ragged right. In fact, a block of text can be described as flush-left, ragged-right. Most fiction books are flush left. A block of text that is both flush left and flush right is called justified.
flush right: A block of text that is aligned on the right margin. If a block of text is flush right, it is also ragged left. In fact, a block of text can be described as flush-right, ragged left. A block of text that is both flush right and flush left is called justified.
FM: FrameMaker. Adobe FrameMaker's native file format.
font: One style, width, and weight of a typeface. A typeface can have multiple fonts. Fonts can be serif (those that have marks at the end of each stroke, such as Times New Roman or Bookman) or sans-serif (those that do not have strokes, such as Arial or Tahoma). Hokum Home is designed to use Tahoma for its headings and Arial for its text by default. You may see different fonts depending on how you have your Web browser set up.
ForeFront: Producers of ForeHelp, a powerful, easy-to-learn help authoring tool. This company is no longer in business.

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GHC: Map file used to generate context-sensitive help using a Visual Basic application.
GID: Tracks information about a WinHelp file. WinHelp viewer creates this hidden file when you first launch a WinHelp file or when you change the contents of a WinHelp file. You can delete this file at any time. If you delete this file, WinHelp viewer automatically creates another GID file when you launch the WinHelp file again.
GIF: Graphics Interchange Format. A common file format used to display indexed-color graphics and images for HTML documents. It can display interlaced lines of an image as it downloads. It can also store multiple bitmaps in one file, producing animated GIFs. GIF 89a supports transparency.

GIMP: GNU Image Manipulation Program. A freeware graphics application developed and maintained by Gimp.org as part of the open source movement. It's features are as robust as for-profit applications, like Photoshop.
GUI: Graphical User Interface. The buttons, fields, headers, and other graphical elements a user interacts with to execute actions within an application.
graphic: An icon, illustration, or image used to visually depict information contained in a the surrounding body of text.
greeking: The gibberish used to take the place of text in layouts.
guidelines: A list of formatting and style preferences used by a documentation department. Guidelines, also called style guides, help maintain stylistic consistency between multiple documents.
gutter: The inside margin of a book where the pages are bound together. This is the right margin for pages on the left side of a book and the left margin for pages on the right side of the book. Margins are often set wider in the gutter to allow for the binding.
gutter bleed: see crossover
GZ: GIMP image file.

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hanging indent: A design style where the first line of a paragraph is aligned with the margin and the remaining lines of the paragraph are indented. Hanging indents are often used to list information or to align the lines of text in a bullet item.
hard copy: Printed version of an electronic document.
headline text: A short line of text that introduces a chapter, section, or other body of text. A headline is often set in a different typeface at a larger point size to draw attention to it. Contrary to popular use, headings generally should not be written in all capital letters.
help authoring: The process of producing online help.
help authoring tool: A tool, such as RoboHelp or ForeHelp, used to produce online help.
hexadecimal: 16 digits, 0-9 and A-F used to define color values in HTML. Hokum Home has a list of hexidecimal color values you can use when creating your own Web pages.
HH: Map file used to generate context-sensitive help links between a WinHelp file and its associated application. The file consists of Map IDs, codes the application uses in order to call up the appropriate topic.
HHC: HTML help contents file.
HHK: HTML help index file.
HHP: Microsoft HTML Help Project file. Project files used while creating HTML help files with tools such as ForeHelp and RoboHelp.
HLP: Help file. Standard WinHelp file used for online help.
hot spot: A region on a graphic or a body of text that contains a link. In online help, hot-spotted graphics are contained in SHG files.
HPJ: WinHelp Project. An ASCII text file used to create WinHelp files with tools such as RoboHelp. It defines the source files needed to compile an online help file and contains instructions on how the files should be compiled.
HPT: RoboHelp file that contains a list of all the topics in each of the DOC files for a specific help project. RoboHelp uses this list to identify topics for hyperlinks.
HTM (HTML): Hypertext Markup Language. Nonproprietary language used primarily for developing content on the World Wide Web. The HTML specifications are created and maintained by the W3C.
HTML help: An online help format develeoped by Microsoft. It uses HTML pages, and includes navigation features, such as a TOC and Index, that are all contained in a single CHM file. HTML help is not the same as Web help.
hue: A specific color, such as red or green.
human factors: The study of how humans perceive, experience and interact with goods and services. A subset of human factors is usability, which is how humans experience and use software. An understanding of human factors can help a technical writer produce good documentation.
hypertext: Text that is displayed electronically and contains links.

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illustration: A diagram, drawing, photograph, etc. which further explains or clarify the information contained in the surrounding body of text.
INC: Map file used to create context-sensitive help for use with Turbo Pascal Include applications.
International Organization of Standards: see ISO
instructional information: Information meant to help a person learn to use a product or service. This is different from procedural information which provides details on how to complete a specific task.
IP: Internet Protocol. A standardized set of rules used to transfer information using the Internet.
ISO: International Organization of Standards. An organization responsible for developing standards for business practices.
ISO9000: A collection of quality standards developed by the ISO that describe how an organization meets their customer's needs through the company's business practices.
ISO14000: A collection of environmental impact standards developed by the ISO that deal with business practices.
ISO sizes: Metric paper sizes.
italic: A slanting or script-like version of a typeface that slants to the right. see also roman

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jargon: Specialized vocabulary used within a specific field of science or profession. Using jargon is one way to write for a specific audience.
Java: An object-oriented programming language used to create interactive Web pages.
JavaHelp: An online help format designed to work with applications developed with the Java programming language. Note that Java is not JavaScript.
JavaScript: A popular scripting language used for Web pages. You can use it for creating special effects, processing information from forms, and for any number of other tasks. There are many Web sites that provide JavaScript that are free to use on your own Web site, such as The JavaScript Source. Hokum Home uses JavaScript to display its Related links.
JPG (JPEG): Joint Photographic Experts Group. A commonly used graphics file format that uses lossy compression. It supports up to 24 bit color. Its small size makes it ideal for web graphics.
jump: A hot spot within a topic that displays another topic.
justified: A block of text that is aligned to both the left and right margins. Most school books and other formal works are justified.

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kerning: The adjustment of space between individual characters in a line of text. Kerning is used to create a visual sense that letters are equally spaced so that the eye can smoothly read a line of text.
keyboard mapping: A table that determines which characters are created when you press a certain key (or combination of keys) on your keyboard.
KKW: Index Keywords file. Internal RoboHelp file containing index keywords that are not used in its corresponding help project.

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leading: (pronounced ledding) The amount of space between lines in a block of text. Too much or too little leading decreases the legibility of text.

left margin: The white space between the left edge of a page and a block of text.
legacy document: An outdated document or an older version of a document.
linear documentation: Documentation which is intended to be read from start to finish. Books are the best example of linear documentation.
line art: Art that contains no graded tones. Usually black on white (as in comic manga) or solid color on white. In either case there are no middle tones.
link: A connection between two documents. When you click on a link in the first document, you "jump" to the second. Links may appear in Web pages, PDF files, online help, and other electronic media. They appear blue in Hokum Home.
lossless: Image compression techniques that don't remove detail as they reduce file size
lossy: Image compression techniques that remove detail as they reduce file size.
LZW: Lemple-Zif-Welch. A lossless compression technique supported by TIFF, PDF, GIF and Postscript file formats. It's most useful in compressing images that contain large areas of single color, such as screenshots or simple paint images.

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macro: Instructions grouped together by a single command in order to perform automatic tasks. You can use marcros in programs like Word or RoboHelp.
Macromedia: A family of programs used for graphics and web development. They produce programs such as Dreamweaver and Flash. Macromedia purchased eHelp, makers of RoboHelp, in 2003.
margin: The white spaces from the edge of a page to the text blocks on that page.
markup: Text added to the content of a document to convey information about the content, such as its format or its purpose. HTML, XHTML, and XML are all markup languages whose standards are defined by the W3C.

MDB: Access Database. Standard format for Microsoft Access database files.
multimedia: An application or presentation that uses any combination of animation, audio, images, text, and video to deliver information to an audience.

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nonlinear documentation: Documentation that is not intended to be read from front to back. Instead, readers jump from section to section as needed. The best example of nonlinear documentation is online help.

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ODBC: Open DataBase Connectivity. Standardized software "bridge" between a database and front-end software, such as Access, used to manage the data in the database.
Office: A suite of productivity programs offered by Microsoft that includes Word (for word processing), Access (for databases), Excel (for spreadsheets), and Power Point (for presentations).
OpenOffice.org (OOo): A suite of freeware productivity applications offered by OpenOffice.org that includes Writer (for word processing and document layout), Calc (for spreadsheets), Draw (for graphics and illustrations), and Impress (for presentations). The software is as robust as for-profit suites, suc