Are you using the right language?

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Using the right language at the right time is important to ensure that you get the right message, your message across.

The same can be said for using the right language about computers.

When talking about computer terms that’s partly the language and partly knowledge.

Language

I’ve previously said (though not in this blog) that part of my role as an IT Trainer is that I translate from “computer” to English.

While I’ve said it in a jokey fashion – there is some truth into it.

Information Technology (IT) is full of terms, acronyms and words that aren’t used anywhere else…

Although, you do need to know the context, as even in IT the same acronym can mean different things.

alphabet close up communication thinking about language.
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First Lesson – Acronyms

If it can be reduced to letters or made shorter, it will be!

For example: The latest version of Microsoft’s famous office suite is officially called ‘Microsoft 365’ – it’s often written and called ‘M365’.

Yes a simple abbreviation, but a good example.

Did you notice the acronym I used earlier?

If you did – well done, it’s one that we use a lot – IT.

When writing, it’s good practice to use the full name/title, then in brackets show the acronym, the first time you use it. Afterwards you can use the acronym.

For more acronyms and their meaning take a look at the Translator page.

Second Lesson – Specific or General

OK – I’ll hold my hand up here to say that this can annoy me – the thing is I speak “tech”, but it’s always better to use the correct term when talking about computers.

(Sigh – I get it, there are times that when you’re speaking to someone you need to use the language that they will understand but…)

Documents – this is one that gets used a lot. It’s actually a specific option that gets used as a general term.

A document is a file created by a word processor (Word, Docs, Pages etc), mostly containing text.

Each of the file types have their own word – spreadsheets, presentation, etc.

The number of times I hear people talking about their documents, when they really mean files.

Files – is the general term for the standard way of storing information in a computer.

From the technical information that the computer needs to work, all the way through to the information that you create and store.

Documents and spreadsheets are key file types, but so are images, executable and temporary (temp) files.

Third Lesson – Company and Product

There are a number of items that many of us refer to by the company name, e.g. Hoover, instead of the product ‘vacuum’.

It’s surprising how many times it happens with computer programs as well.

Why is this important to be aware of?

Well, with your vacuum cleaner there’s a very low chance that someone will want to gain access to it, to cause you harm or loss of money, however there are a lot of Cyber Security Risks around the internet.

Knowing the correct names is an easy way to avoid some of these – as when you know, they become obviously wrong.

Here are some of the popular ones:

(Note: It’s not a problem to call these programs by the company name, so long as you’re aware of the difference.)

Program: Windows

Company: Microsoft

There have been phishing phone calls saying that it’s Windows calling – this is a huge flag as Windows is only a program (Operating System (OS)), and not the company.

Note: Microsoft will never call you unless you’ve called them first, and paid for a level of support!

Program: Reader

Company: Adobe

Adobe is a company well known for producing a range of programs mostly focused on graphics.

The reader program is a popular one for displaying and reading PDF files. Mostly because it’s free, it’s become almost a de facto option.

There’s also the Adobe Writer – which will also read PDF files, but it’s not free as it also creates and edits PDFs.

Keep an eye out for other examples, and check that you know what’s the company and the product name.

Here endth the lesson

Well, for today…

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2 thoughts on “Are you using the right language?”

  1. Paul

    The Adobe example is further complicated by the widespread use of the “Acrobat” term, which is effectively a program group that slots in between Company and Program in your analysis above.

    I have Adobe Acrobat DC and Adobe Acrobat DC Pro on my PC. I am not sure what the DC refers to, but these are further names for what you are talking about.

  2. Pingback: Do you know your File Types? – Michelle Kaye Training Ltd

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