Display, Displays, or Appears?

[Geoff Hart <ghart -at- videotron -dot- ca>]

Tim Lewis wonders: <<For software user guides, I prefer to not use  
the word, "appear" or "appears" when the user clicks a button or  
selects a menu choice and something shows up on the screen.>>

It's better to avoid all four words (appear, appears, display,  
displays) so you can focus on the goal or the action rather than the  
result. Where it's necessary or useful to start with the context, use  
a form such as "To accomplish X, do Y". Alternatively, if the overall  
context has been established already (e.g., by a heading such as  
"Printing your document"), simply list the steps: "Do Y." Remember,  
the reader's goal is to perform an intermediate action the leads them  
to a larger goal, not to learn about things they can clearly see with  
their own eyes.

Think of it this way: If there is only one result (e.g., displaying a  
dialog box), describing that result is rarely useful: If the software  
behaves the way it should, the result of the action is clear, and  
telling the reader about what they just saw is redundant. If the  
software fails to behave properly, describing what they should be  
seeing -- but are not seeing -- is frustrating at best, and  
intimidating or infuriating at worst. However, it's reasonable to  
provide more context along the way. For example: "Open the File menu  
and select Print. In the Print Dialog box, select..." That helps  
clarify that the person shouldn't click a toolbar icon or select  
another menu item, for example. Sometimes that clarity is necessary.

It's been argued that explaining the result is important so readers  
will know what to expect. This is more true for situations in which  
two or more behaviors are possible. For example: "If the light turns  
green, open the door. If the light turns red, run for your life."

----------------------------------------------------
-- Geoff Hart
ghart -at- videotron -dot- ca / geoffhart -at- mac -dot- com
www.geoff-hart.com
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