This article lists the preferred way to write commonly used general-English terms and phrases in documentation. When multiple options exist, use the form listed here and avoid the alternatives. Consistent terminology across your knowledge base builds reader trust and prevents confusion.
Scope: this glossary covers generic English usage — common words and phrases that come up across many articles. Names of specific product features and UI elements belong in your product-specific terminology reference, not here; this article is about how to write ordinary words consistently, not what to call a particular feature.
Adding a term: if you find yourself repeatedly unsure how to write a term, or you notice inconsistent usage across articles, propose an addition through your team's normal review process rather than deciding unilaterally — see the Ownership and Accountability section of the Documentation Lifecycle guide for who typically owns this kind of shared reference. Once approved, add it here in alphabetical order so the rest of the team benefits from the decision.
A note on compound terms: several entries below follow a recognizable pattern worth naming explicitly, so you can apply it to new terms even before they're added to this list: many action words are two words as a verb and one word (or hyphenated) as a noun or adjective — "back up" (verb) vs. "backup" (noun), "log in" (verb) vs. "login" (noun/adjective), "set up" (verb) vs. "setup" (noun). When you're unsure how to write a new compound term, check whether it's being used as an action or as a thing, and apply this pattern as a starting point.
Terms are listed alphabetically, one letter at a time, for consistent quick lookup.
A
| Use this |
Not this |
Notes |
| administrator |
admin (in prose) |
Use "admin" only as a modifier in a named product role or when space is severely constrained. Use "administrator" in prose. See the Job Titles and Roles section of the Capitalization guide for when "Admin" is capitalized as a specific named role. |
| and so on |
etc. |
See the Latin Abbreviations section of the Abbreviations and Acronyms guide for the full reasoning. |
| app |
application |
"App" is the accepted shorter form in most documentation contexts. |
B
| Use this |
Not this |
Notes |
| back up (verb) |
backup (verb) |
"Back up" is a verb. "Backup" is a noun or adjective: "back up your data" / "run a backup" / "the backup file." |
| built-in (adjective before noun) |
builtin, built in |
Hyphenate when used before a noun: "the built-in search function." No hyphen when used predicatively: "the search function is built in." |
C
| Use this |
Not this |
Notes |
| clear (a checkbox) |
uncheck, deselect, untick |
The action of removing a check from a checkbox is "clear." The action of adding one is "select." |
| click |
press (for mouse actions), tap (on desktop) |
See the Choose Precise Verbs for UI Interactions section of the Verbs, Tense, and Mood guide for the full element-to-verb mapping. |
| connection |
connectivity |
"Connection" is the preferred noun. "Connectivity" is acceptable in technical network contexts but avoid it in general writing. |
D
| Use this |
Not this |
Notes |
| dialog |
dialogue, popup, pop-up, modal |
Use "dialog" for a UI overlay that requires interaction. "Modal" is acceptable in technical/developer contexts. |
| drag |
drag and drop (in prose) |
Write "drag" when the action is just dragging. Use "drag and drop" only when the drop action is also relevant. |
| drop-down menu |
dropdown, drop down menu |
Hyphenate when used as a noun or adjective: "a drop-down menu," "the drop-down list." Not "dropdown" as one word. |
E
| Use this |
Not this |
Notes |
| email |
e-mail |
No hyphen. Lowercase unless it starts a sentence. |
| enter |
input, key in, type in |
Use "enter" when describing what a reader types into a field. Use "type" when emphasizing the act of typing. |
F
| Use this |
Not this |
Notes |
| for example |
e.g. |
See the Latin Abbreviations section of the Abbreviations and Acronyms guide for the full reasoning. |
H
| Use this |
Not this |
Notes |
| home page |
homepage |
Two words. |
I
| Use this |
Not this |
Notes |
| if |
in the event that, provided that (in most cases) |
Use "if" for conditions. "Whether" when presenting alternatives: "whether you want to export or save." |
| internet |
Internet |
Lowercase. The internet is no longer treated as a proper noun. |
K
| Use this |
Not this |
Notes |
| knowledge base |
knowledgebase, knowledge-base, Knowledge Base |
Two words, lowercase, unless it forms part of a proper product name. |
L
| Use this |
Not this |
Notes |
| log in (verb) |
login (verb), sign in, sign-in (verb) |
"Log in" is the verb: "log in to your account." "Login" is a noun or adjective: "your login credentials," "the login page." |
| log out (verb) |
logout (verb), sign out |
Same pattern as "log in/login." "Log out" is the verb; "logout" is the noun/adjective. |
M
| Use this |
Not this |
Notes |
| may |
might (in most documentation contexts) |
See the Modal Verbs section of the Verbs, Tense, and Mood guide for the full reasoning and the rest of the modal verb table. |
O
| Use this |
Not this |
Notes |
| on the [page/screen] |
in the [page/screen] |
You see things "on" a screen, "on" the dashboard, "on" the page — not "in" them. |
P
| Use this |
Not this |
Notes |
| press |
hit, tap (for keyboard keys on desktop) |
"Press" is correct for keyboard keys. "Tap" is correct for touch interfaces. See the Verbs, Tense, and Mood guide for the full element-to-verb mapping. |
R
| Use this |
Not this |
Notes |
| real time (noun) |
realtime, real-time (noun) |
"Real time" is the noun form: "updates happen in real time." "Real-time" (hyphenated) is the adjective: "real-time updates." |
S
| Use this |
Not this |
Notes |
| select |
choose (for UI checkboxes and radio buttons) |
Use "select" for checkboxes, radio buttons, and items in a list. Use "choose" in conceptual or non-procedural contexts. |
| set up (verb) |
setup (verb) |
"Set up" is the verb: "set up your account." "Setup" is the noun: "complete the setup." |
T
| Use this |
Not this |
Notes |
| that is |
i.e. |
See the Latin Abbreviations section of the Abbreviations and Acronyms guide for the full reasoning. |
| time out (verb), timeout (noun) |
time-out |
No hyphen as a compound noun/adjective: "a session timeout," "the connection timed out." |
U
| Use this |
Not this |
Notes |
| username |
user name |
One word. |
W
| Use this |
Not this |
Notes |
| web page |
webpage |
Two words. |
| website |
web site, Web site |
One word, lowercase. Note that "web page" and "website" follow different conventions from each other — this reflects two independently established, dictionary-supported forms rather than an inconsistency to reconcile. Treat each entry on this list individually rather than assuming a single rule extends across similar-looking terms. |
Using This Glossary
- Check this glossary before writing a term you're unsure about, rather than defaulting to whatever form feels natural.
- If a term isn't listed and you're genuinely uncertain, propose it for addition rather than deciding alone.
- When a compound term isn't listed, check whether it's acting as a verb or a noun/adjective, and apply the general two-word-verb / one-word-or-hyphenated-noun pattern as a starting point.
- Remember this glossary covers generic English usage only — look to your product-specific terminology reference for feature and UI element names.