Machine Transcription & Dictation Rules Flash Cards 2017

Sentence Structure Language Skills Rule 3

A group of words must express a complete thought to be a complete sentence. If the thought is not complete even though it includes a subject and verb, it is a fragment or a dependent clause. Examples: If we have the answers to the problem (Fragment or dependent clause) If we have the answers to the problem, we can proceed with the • experiment. (Complete sentence)

Sentence Structure Language Skills Rule 1

A sentence is a complete thought and includes a subject and a verb. The subject (single underscore in the examples) is a noun or pronoun. A noun is a person, place, or thing. A pronoun takes the place of a noun. The word you can be an understood subject which means it is not stated but implied. The verb (double underscore in the examples) expresses action or a state of being. Examples: Go to the store. (The subject you is implied.) • Mary will give me the information.

Number/Figure Style Language Skills Rule 4

Amounts of money, except in legal documents, are written in figures. Amounts less than one dollar are written in figures with the word cents following. In writing even sums of money, omit the decimal and double zeros. Examples: Our check for $49.52 was mailed today. The customer was charged 50 cents for the gum. He was charged $5 for the binder he purchased.

Capitalization Language Skills 8

Capitalize a professional title when they immediately precede individual names. Do not capitalize titles following names except in an address or signature line. When referring to the President of the United States, the word President is always capitalized whether or not a name follows it. Examples: Marvin Cokey, dean of the college, will speak with Mayor Jesse Jordan. Professor Brown had been a professor at Columbia College prior to coming to Winston University. The President will address the nation tonight regarding the oil spill disaster.

Capitalization Language Skills 12

Capitalize compass directions when they are used to name a particular part of the country. Do not capitalize these words when they merely indicate a general location or direction. Examples: To view the best colors in the East, travel north through the state on I-91. People in the Southwest don't seem to have the allergies that people in the Southeast do. Staycee lives on the west side of our town.

Capitalization Language Skills 3

Capitalize courtesy titles (Mrs., Mrs., Miss, Ms.) before names. Examples: Please give your manuscript to Ms. Inell Phelan. Did Mr. Brandt receive the proposal from our client?

Capitalization Language Skills 9

Capitalize days of the week, months of the year, and holidays. Examples: We celebrate Thanksgiving Day on Thursday, November 23, this year. What date in January is Martin Luther King Jr. Day?

Capitalization Language Skills Rule 2

Capitalize names of people. Examples: Our author's name is John Smith. Is your editor's name Stephen King or Jess Hunter?

Capitalization Language Skills 11

Capitalize proper names of cities, states, rivers, mountains, etc. Common nouns are not capitalized. Examples: Mount Waialeale is on Kauai in the Hawaiian Islands. We hope to raft many rivers and to climb several mountains in the western states this summer.

Capitalization Language Skills 4

Capitalize the brand names of products but not the product itself. Examples: Why don't you see if she wants us to buy the Microsoft keyboard? My company prefers to use Hersey chocolate candy.

Capitalization Language Skills Rule 1

Capitalize the first word of a sentence. Examples: May we go get the transcribed documents for you? Yes, you may pick up the finished transcription.

Capitalization Language Skills 7

Capitalize the names of individuals, buildings, organizations, religious groups, nationalities, and races. Examples: Bill Clinton, a Democrat from Arkansas, was President of the United States and lived in the White House. After the First Baptist Church's Reception Hall flooded, several African Americans who attended the Second Baptist Church offered the Mary Burnside Fellowship Hall to the young couple for their wedding reception.

Capitalization Language Skills 10

Capitalize the proper names of states, motels and hotels, businesses, and cultural or entertainment facilities. Common names are not capitalized. Examples: I will visit Idaho and stay at the Idaho Inn while I attend the Idaho State Fair. After visiting the city park in his home state, Shane spent the night at the hotel.

Capitalization Language Skills 5

Capitalized only the first letter of the important words in headings and titles. Conjunction, articles, and prepositions are not normally capitalized unless they are the first word of the heading or title. Titles of books should be italicized, underlined, or keyed in all capital letters. Examples: Alice in Wonderland was a success for Lewis Carroll. Alice in Wonderland < italicized ALICE IN WONDERLAND< all caps

The End

Carrie Simmons

Word Division Language Skills Rule 8

Divide a compound word between the elements of the compound word. Examples: eye-witness not eyewit-ness head-master not headmas-ter

Word Division Language Skills Rule 2

Divide a word between syllables if you can leave at least three characters on the first line and carry three characters to the next line. (A mark of punctuation such as a hyphen, a comma, or a period may count as one of the characters.) Examples: thought-ful re-ceive (three characters r, e, and the hyphen on one line and more than three characters carried to the next line) anoth-er (cannot be divided at this point because three characters are not carried to the next line; an-other would be acceptable) defender. [can be divided two ways: de-fender. (three characters d, e, and the hyphen on one line and more than three characters carried to the next line); defend-er. (more than three characters on one line and three characters e, r, and the period on the next line)] a-way (cannot be divided because you cannot place at least three characters on the first line)

Word Division Language Skills Rule 9

Divide hyphenated words only at the hyphen. Examples: self-confident not self-confi-dent self-conscious not self-con-scious

Word Division Language Skills Rule 1

Do not divide a one-syllable word. Examples: bound • shipped • wrapped

Sentence Structure Language Skills Rule 2

Do not use two sentences as one sentence. This produces a run-on sentence. Two sentences must be separated either by a period or a semicolon or a comma with a conjunction. Examples: Rubeanna can handle the job. Joseph will not be able to perform his duties. Many people would like to own their own businesses; Gabriel has owned his own business for three years. Keyboarding skills are essential for today's office employee, and the knowledge of various software application packages is desired.

Number/Figure Style Language Skills Rule 2

Except in formal or legal writing, the day of the month and the year are usually written in figures. When the date appears in the body of a letter, the year is customarily omitted if it is the same as that which appears on the dateline. It is not necessary to use st, d, or th in dates unless the day is written before or is separated from the month. Examples: He turned 50 on January 4, 2011. She will celebrate her birthday on the 31st of March

Number/Figure Style Language Skills Rule 11

Fractions are less than a whole number. Examples: one-fourth, one-third, one-half, etc.

Word Division Language Skills Rule 7

If a final consonant is doubled when a suffix is added to a word, divide the word between the double consonants if there is a syllable break between the double consonants and the suffix. Examples: refer-ring oc-curred (you cannot divide • occurred between the double r before the suffix ed because there is not a syllable break at this point)

Word Division Language Skills Rule 12

If it is necessary to separate an address between lines, keep together the number and street name and keep together the state and ZIP code. You may separate an address between the street name and city name or between the city name and the state name. Hyphens are not used in this division. 123 Rowan Street Nashville, TN 37203-6109 or 123 Rowan Street Nashville, TN 37203-6109 Not 123 Rowan Street Nashville, TN 37203-6109

Word Division Language Skills Rule 5

If there are double consonants in a base word (a word without a prefix or a suffix), divide the word between the double consonants. Examples: recom-mend com-ment

Number/Figure Style Language Skills Rule 12

Mixed numbers include whole numbers with fractions. Note that fractions are written in figure format when they are part of a mixed number; the fractions include a numerator (number on top) and denominator (number on bottom). Examples: 1 1/4, 2 1/3, 3 1/2, etc.

Capitalization Language Skills 6

Nouns that precede numerals are capitalized except in the case of page, paragraph, line, note, size, and verse. Do not capitalize nouns when they follow numerals. Examples: We will meet in Room 104 this afternoon to discuss the BPA schedule. Don't you want to see the seven rooms before you decide if the building is large enough to meet your needs?

Number/Figure Style Language Skills Rule 3

Percentages are written in figures followed by the word percent. The % symbol is used in tables and statistical data. Examples: We need 25 percent of your report next week. Tom estimated that 2 percent of the students were sick on the first day of class.

Machine Transcription & Dictation Rules Flash Cards 2017

Rules

Medical Prefix and Suffix Language Skills

See Page 256 in Machine Transcription & Dictaction 6e, Ballentine

Picture Examples of Forms

See page 265-266 in Machine Transcription & Dictation book for picture examples of forms.

Abbreviation Language Skills Rule 1

Some professional titles are abbreviated; some professional designations are written without periods, but academic degrees require periods. Examples: Sandra Smith, R.N.; and Cheryl Sheffel, CPA, and John Adams, M.D.; were at the banquet. Dr. John Smith will see Rick Warren, CFP, for his financial planning. Selena Gomez received her M.Ed. last year when her husband, Jose Gomez, received his Ph.D.

Number/Figure Style Language Skills Rule 8

Spell out common fractions appearing alone in ordinary writing. Write mixed numbers as figures. Examples: Over one-fourth of the class was absent yesterday. Use 1 1/2 cups of sugar when making the recipe

Number/Figure Style Language Skills Rule 6

Spell out numbers up to and including ten; use figures for numbers over ten. Examples: There were four birds sitting on the branch of the tree. Although all the class could not go out to eat together, 13 of the students ate lunch in the cafeteria.

Number/Figure Style Language Skills Rule 1

Spell out the house number one and use figures for all other house numbers. Spell out numbers ten and below used for the names of streets; use figures for numbers above ten used as street names. Examples: His new office is located at One Ninth Avenue. His home is located at 27 East 12th Avenue

Number/Figure Style Language Skills Rule 7

Spell out time used with o'clock. Use figures for time with the abbreviations a.m. and p.m. Examples: We will not have our meeting until two o'clock. Your flight is at 8:15 a.m.

Abbreviation Language Skills Rule 2

State names are usually spelled out; however, you should use the two-letter state abbreviations for state names when used as part of an inside address of a letter or on the envelope. Examples: I lived in Sachse, before moving to Silverton, Idaho. When filling out an address use the abbreviate state such as TX for Texas or ID for Idaho.

Machine Transcription & Dictation

Study Guides

Addressing Envelopes

The Envelopes feature in MS Word inserts the delivery address automatically if a letter is displayed. Title case, used in the letter address, is acceptable in the envelope address. An alternative style for envelopes is uppercase with no punctuation. Business letters are usually mailed in envelopes that have the return address preprinted. Return addresses are keyed only for personal letters or when preprinted envelopes are not available. The size 10 envelope (4 1/80 3 9 1/20) is the default size. Other sizes are available by clicking on the Options button on the Envelopes tab. An address must contain at least three lines. Addresses of more than six lines should be avoided. The last line of the address must contain three items of information: (1) the city, (2) the state, and (3) the ZIP code, preferably a 9-digit code. Place mailing notations that aff ect postage, such as REGISTERED or CERTIFIED, below the stamp position (about line 1.3"). Place other special notations, such as CONFIDENTIAL or PERSONAL, below the return address (about line 1").

Sentence Structure Language Skills Rule 4

The subject and verb must agree in person and number. A singular subject must have a singular verb; a plural subject must have a plural verb. A clue that will help you in determining singular/plural subjects and singular/plural verbs is that most singular subjects (document, principal, boy, girl, presentation, and so forth) do not end in the letter s; most singular verbs do end in the letter s (is, has, was, talks, looks, seems, and so forth). Most plural subjects end in the letter s (documents, principals, boys, girls, presentations, and so forth); most plural verbs do not end in the letters s (are, have, were, talk, look, seem, and so forth). Sometimes, subjects are joined by conjunctions. If the conjunction is the word and, the subject is plural and requires a plural verb. If the conjunction is the word or, use the verb that agrees with the subject closest to the verb. When correlative conjunctions (neither/ nor, either/or, both/and) are used with subjects, use the verb that agrees with the subject closest to the verb. Subjects of sentences are not found within a prepositional phrase (a group of words that begins with a preposition). Examples: The document was not received. (Document is a singular subject; was received is a singular verb.) The documents were received. (The word documents is a plural subject; were received is a plural verb.) Mary • and Jane were absent. (Mary and Jane are plural subjects; were is the plural verb.) The • boys or their principal is going to lead the entire school into the auditorium. (Because the word or is joining two subjects and principal is singular and closest to the verb, the singular verb is going is used.) Neither the principal nor the boys are going to lead the entire school into the auditorium. (Because neither/nor is used, the plural verb are going is used since the subject boys is plural and closest to the verb.) Either the girls or the teacher is going to lead the entire school into the auditorium. (Because either/or is used, the singular verb is going is used since the subject teacher is singular and closest to the verb.) The presentation of the various projects was not on the agenda. (Although the word projects is plural and closest to the verb, it is part of a prepositional phrase and cannot be the subject. The subject is presentation and is singular; therefore, the singular verb was is used.)

Colon Language Skills Rule 1

Use a colon to introduce a listing that is not immediately preceded by a preposition or a verb. The following, as follows, such as these, and thus are anticipatory expressions that often precede a listing. Examples: The house has attractive features: a fireplace, large family room, and three full baths. I need to see the following people: Carrie Simmons, Jess Hunter, and Michael Jackson. Hunter likes to eat hamburgers, pizza, and hot dogs. The blouse comes in pink, red, or orange.

Comma Language Skills Rule 2

Use a comma or commas to set off a word or words that rename words they follow. Examples: My best friend, Maria Sieradzki, moved away several weeks ago. Sorrento's, my favorite restaurant, is located off Main Street

Comma Language Skills Rule 11

Use a comma to separate a date from the year and the year from the rest of the sentence. Examples: On August 16, 2012, he will celebrate his twenty-first birthday. He was born on April 19, 2005

Comma Language Skills Rule 8

Use a comma to separate two adjectives that are of equal rank and modify the same noun. The word and could be placed between these adjectives, and the sentence would still read correctly. Examples: The intelligent, beautiful woman was her daughter. He completed the complicated, lengthy document

Comma Language Skills Rule 7

Use a comma to separate two independent clauses that are joined by the conjunctions and, but, or, and nor. ( sentences that can stand alone) The comma is placed before the conjunction. Examples: I left the office very quickly, and I must have forgotten my lipstick. Nathan and Karen wanted to buy a new home, but they were unable to save enough money.

Comma Language Skills Rule 12

Use a comma to separate two unrelated numbers that are beside each other in a sentence. Examples: In the year 2010, 50 different groups supported his cause. On May 12, 13 students were absent.

Comma Language Skills Rule 1

Use a comma to set off a dependent clause at the beginning of a sentence from the independent clause. (A dependent clause is a group of words that have a subject and verb but cannot stand alone as a complete sentence. An independent clause is a group of words that have a subject and verb and can stand alone as a complete sentence.) Examples: If the package doesn't come this morning, call me. When you see the editor, let him know I need to discuss some projects with him.

Comma Language Skills Rule 13

Use a comma to set off a nonrestrictive subordinate clause. A nonrestrictive subordinate clause cannot stand alone and is dependent upon the main clause; however, it is not essential to the meaning of the sentence. If the subordinate clause is restrictive and necessary to make the meaning of the sentence clear and complete, do not set it off in commas. Examples: Our new neighbor, who seems very nice, lived in Dallas before moving to Idaho. All students who have an A average at this point in the semester will not have to take the final exam.

Comma Language Skills Rule 9

Use a comma to set off a prepositional phrase of four or more words at the beginning of a sentence. Do not use a comma to set off a prepositional phrase of fewer than four words. Although "of course" is a prepositional phrase, it is considered a parenthetical expression and is always set off by commas. Examples: In the first meeting, we elected officers. In June we will get married.

Comma Language Skills Rule 5

Use a comma to set off a series of three or more words, phrases, or clauses unless each word, phrase, or clause is separated by a conjunction. Be sure to put a comma before the last item in the series. Examples: Jeremy, Doug, David, and Mark were chosen to play first string on the basketball team. Anna and Amy and Amanda are all names that begin with the same letter.

Comma Language Skills Rule 6

Use a comma to set off introductory words or phrases. Examples: Consequently, we had to stop the meeting because the debate was so heated. Of course, we will go ahead with our presentation

Comma Language Skills Rule 3

Use a comma to set off parenthetical words or phrases that are not needed in the sentence. Examples: Carrie Simmons, for example, has already completed her report. We will, of course, be glad to attend the fundraising event

Comma Language Skills Rule 4

Use a comma to set off the name of a city from the name of the state and the name of the state from the rest of the sentence. Examples: We often visit Silverton, Idaho, during the skiing season. Dallas, Texas, is a great family vacation place

Comma Language Skills Rule 10

Use a comma to set off the name of a person you are directly addressing. Examples: Dr. Hunter, will you be able to attend the conference? Please open the door, Alice. If you will give us the information, Mr. Jones, we can process your application.

Dash Language Skills Rule 2

Use a dash instead of a comma when emphasizing a repeated thought or statement. Examples: You will need to study—study daily—if you want to be successful in this course. When you learn—truly learn—your grammar rules, you will not be as stressed when you have to apply those rules to sentences.

Hyphen Language Skills Rule 1

Use a hyphen to join compound adjectives before a noun they modify as a unit. The word and cannot be placed between these adjectives because the sentence would not read correctly. Examples: The well-known author died last month. Natalie owned a fast-growing accounting firm

Hyphen Language Skills Rule 2

Use a hyphen to show the passage of time, except when used with the words from or between. Examples: Boarding time is scheduled for 1:30-2:00 p.m. People holding tickets may board the ferry between 1:30 and 2:00 p.m. Juan lived in Chicago from 1998 to 1999

Question Mark Language Skills Rule 1

Use a question mark after a direct question. Do not use a question mark after indirect questions or polite requests. Examples: Would you like to go to the movies tonight? (direct question) She asked if she could attend the meeting today. (indirect question) May I see you in my office immediately after class. (polite request)

Semicolon Language Skills Rule 2

Use a semicolon before a conjunction joining two independent clauses if either clause contains one or more commas. Examples: Lakisha is an excellent student; and she, of course, is well liked by all her classmates. In the beginning of the course, Matt did not like accounting; but he now has decided he wants to become a certified public accountant.

Semicolon Language Skills Rule 3

Use a semicolon before a transitional adverb that joins two independent clauses. A comma follows the adverb. Examples: She purchased the text-workbook; therefore, she will be able to read the homework assignment. Math was not Nathan's best subject in college; however, he has used math extensively in his mortgage lending position.

Semicolon Language Skills Rule 4

Use a semicolon between items in a listing if any of the items already contain commas. Examples: My children's birthdates are April 21, 2004; June 8, 2005; and September 24, 1996. Jose has visited Washington, D.C.; Honolulu, Hawaii; and Juneau, • Alaska.

Semicolon Language Skills Rule 1

Use a semicolon between two closely related independent clauses that are not joined by a conjunction. Examples: I often enjoy reading a good book; I don't watch much television. Homes on this block sell fast; homes two blocks away do not sell • as fast.

Apostrophe Language Skills Rule 1

Use an apostrophe to form the possessive of nouns. For all singular nouns, add an 's. For plural now NOT ending in s, add's. For plural noun ending in s, add an apostrophe after the s. Examples: The secretary's desk was not as large as the boss's desk. All women's purses are on sale this week. Our sales associates' bonuses were larger than usual this year.

Exclamation Point Language Skills Rule 1

Use an exclamation point at the end of a thought expressing strong emotion or a command. Examples: Wow! I won a million dollars! Don't make me tell you again to clean up your room!

Number/Figure Style Language Skills Rule 5

Use figures for numbers that follow an identifying noun. Use words for numbers that precede the identifying noun unless the number is above ten. Use words for numbers that begin a sentence. If the term number precedes a figure, use the abbreviation No. Examples: Please read pages 21 to 35 in your text-workbook. She opened the 13 letters that were on her desk. Eleven students will work together to prepare the five pages for the report due next week. We ordered three boxes of No. 10 envelopes for the office

Parentheses Language Skills Rule 1

Use parentheses to enclose figures or letters that mark a series of enumerated elements within a sentence. Examples: The new business on the agenda will cover the following: (1) the building proposal, (2) the fund-raising program, and (3) the dues increase. There are three sections in his report as follows: (a) the • introduction, (b) the body, and (c) the conclusion.

Parentheses Language Skills Rule 2

Use parentheses to enclose figures verifying a number that is spelled out. Examples: I owe him twenty-five dollars ($25). Jim's utility bill for one hundred fifty dollars ($150) was much lower than last month's bill.

Quotation Mark Language Skills Rule 1

Use quotation marks to enclose direct quotations. (Direct quotations are the exact words that someone has said or written.) Place the period or comma inside the closing quotation marks. The first word of a direct quote always begins with a capital letter. Do not use quotation marks to enclose indirect quotations. (Indirect quotations are not the exact words that someone has said or written.) Examples: Heather said, "Our family will not be attending the wedding." Heather said that her family would not be attending the wedding. "We cannot afford to buy a larger home," her husband stated. Her husband stated that they could not afford to buy a larger home

Abbreviation Language Skills Rule 3

Use the abbreviation Re: in legal letters to represent regarding or subject. Note: In a legal document, the Re: line is not necessarily keyed below the salutation of a letter as is the subject line in regular business correspondence. Examples: Re: Dissolution of Marriage (subject line within a legal letter) Re: Partnership Agreement (subject line within a legal letter)

Dash Language Skills Rule 1

Use the dash before words that summarize the preceding part of the sentence. Examples: Peaches, bananas, and apples—these are my favorite fruits. Ann, Jackie, Phyllis, Janice, Billy, Betty, and Cathy—the women in my club are so unique and different.

Word Division Language Skills Rule 6

When a suffix is added to a word that ends in double consonants, divide the word after the double consonants if there is a syllable break between the double consonants and the suffix. Examples: • fill-ing kissed (even though the word ends in double consonants before the suffix is added, it cannot be divided because this is a onesyllable word)

Word Division Language Skills Rule 3

When a word containing three or more syllables is to be divided at a one-letter syllable, divide after the syllable rather than before it. Examples: maga-zine, not mag-azine regu-lar, not reg-ular

Word Division Language Skills Rule 10

When dividing a date between the lines, divide between the day of the month and the year. A hyphen is not used in this division. Examples: August 13, 2010 not August 13, 2010

Word Division Language Skills Rule 11

When dividing a name between the lines, divide between the middle initial and the surname. If no middle initial is given, divide between the first name and surname. Do not separate titles from the first name or from the surname if the first name is not given. Hyphens are not used in this division. Examples: Mary E. > not Mary Cohen E. Cohen Mrs. Mary > not Mrs. Cohen Mary Cohen Dr. Gonzales > not Dr. Gonzales

Capitalization Language Skills 13

When keying a legal document, use all capital letters for the names of the parties to a legal agreement. Examples: The plaintiff, CARRIE SIMMONS, is a resident of the State of Idaho. (Sentence in a legal document.) JESS HUNTER was the decedent's wife. (Sentence in a legal document.)

Number/Figure Style Language Skills Rule 9

When keying monetary amounts in words within legal documents, begin each word with a capital letter followed by the monetary amount written in figures and enclosed in parentheses. Examples: The defendant will pay One Thousand Five Hundred and FiftyFive Dollars and Fifty-Five Cents ($1,555.55). She will receive Five Thousand Dollars ($5,000) a month in alimony.

Word Division Language Skills Rule 4

When two separately sounded vowels come together in a word, divide between the vowels. Examples: situ-ation, not sit-uation or situa-tion valu-able, not val-uable or valua-ble

Number/Figure Style Language Skills Rule 13

When you key 1/2, Microsoft Word will automatically print it as ½. When you key 1/4, it will automatically print as ¼. All other fractions will remain as keyed; for example, 1/3 will remain 1/3. Therefore, if you are using various mixed numbers in one sentence, it is best that they are uniform in appearance. If you have 1 1/3 in the same sentence as 2 ½, delete the ½ in 2 ½ and rekey it as 2 1/2. You can also hit the backspace key immediately after keying ½ or ¼, and the fraction will be changed to 1/2 or 1/4. Examples: The recipe calls for 1/2 cup of sugar and 1/3 cup of milk. • Use ½ of the page—not ¼ of the page—to write your answer.

Number/Figure Style Language Skills Rule 10

Whole numbers are integers or counting numbers and do not include any fractions. Examples: 0, 1, 2, 3, etc