Acronyms and Abbreviations

Avoid using acronyms. They exclude people who don’t know what they stand for, which can include some of your colleagues. They also affect readability and accessibility. 

If you’re part of a group that refers to itself with an acronym, don’t assume others will know or remember what it means.

Spell out the name the first time it appears:

The Special Collections and University Archives invites you to their latest exhibit, DJ Angus and the Great Flood.

The next reference, use a generic term:

The archives also includes two other collections of DJ Angus' work.

The exception to this rule is GVSU, which may be used after spelling out the full name.

Read about how acronyms are mentally taxing.

Commas

Use the serial or Oxford comma, which can prevent misunderstandings. This comma comes before the last item in a series, just before the "and" or "or.” For example, "The Libraries provide access to books, articles, and multimedia."

Email

Use full email addresses and add hyperlinks. So, "For more information, email scholarworks@gvsu.edu" rather than "For more information, email us.”

Use group or department email addresses whenever possible as opposed to individual people.

Justification

Left justified page text is the default in web content management systems.

When English-language content is centered, right-aligned, or fully justified, it can slow down comprehension. Centered and right-aligned text make the reader's eyes work to find the beginning of each line, and fully justified columns cause awkward spacing between words.

Link Text

Link labels should clearly indicate where the user is headed. Users of assistive technologies often browse webpages by only reading the link labels, so it’s important that they are unique and descriptive. Good link labels also help search engines find your content.

For example, "For more information, see our guide to Citing Sources."

Avoid vague labels and “click here” or “read more."

Be cautious with one-word links, which can be difficult to select on phones and tablets.

Lists

Lists are good for breaking up dense, lengthy text and calling attention to key points you want readers to remember. 

Be consistent. Use a parallel structure to make your list clearer to read.

Bullet Lists

Use bullet lists to group items in no particular order.

The Web Content Assistant will:

• Write and update content on the University Libraries' website.
• Respect people by creating inclusive, accessible content.
• Use and maintain the UL Content Style Guide.

Numbered Lists

Use numbered lists to present items in sequential order.

When you are ready to make an appointment:

1. Visit the Group Study Room Website.
2. Log in with your username and password.
3. Select the building where you want a study room. Add the times you are available.
4. Select the room you want from the list of available rooms.
5. Confirm your reservation.

Numbers, Phone Numbers, Dates, and Times

Numbers

Use numerals instead of spelling out numbers.

• This process has 3 steps.
• The survey starts on page 67

Spell out numbers at the beginning of a sentence.

• Three services are available.

Phone Numbers

Use this 10-digit format:

• (616) 331-3500

Dates

Spell out days of the week and months:

• Monday, April 18, 2016
• April 18, 2016
• April 2016
• 2016

Don’t use abbreviated date formats:

• 4/18/16

For dates, we don't use th, st, nd, or rd after a date. (January 1, not January 1st).

Times

Always include a.m. or p.m.. Use noon or midnight where necessary to avoid confusion.

• Yes: 6:30 p.m. or 7 p.m.
• No: 7:00 or 7pm or 7 PM.

Percentages

Online, use the percent symbol, %. Screen readers recognize the symbol. 

• The professor said 70% was a passing grade.

Avoid fractions when listing a percentage. Instead, you can use decimals.

Titles of Books or Journals

Don’t italicize or underline titles of books, movies, albums, computer games, and so on. Italics can be hard to read online, and underlining is reserved for links.

Use quotes around titles in body copy for clarity. But If a title is linked, don’t add quotation marks or any additional formatting.

URLs

Use a clear link label online rather than a raw URL. 

For a shorter URL that allows you to see usage, visit The GVSU Link Shortener to create GVSU-branded short links.