MASS COMMUNICATION SPECIALIST (MC)MASS COMMUNICATION SPECIALIST (MC)Virtual Training TeamVirtual Training Team

Source Rating: JournalistReferences: JO Basic NRTC (Chapter 6)

AP Stylebook and Briefing on Media Law

U.S. Navy Style Guide POC: JO1(SW/AW) Katrin Albritton, barbara.albritton@navy.mil

Associated Press Stylebook & Associated Press Stylebook & U.S. Navy Style GuideU.S. Navy Style Guide

AP Stylebook and Briefing AP Stylebook and Briefing on Media Law on Media Law

AP Stylebook and Briefing AP Stylebook and Briefing on Media Law on Media Law

The The AP StylebookAP Stylebook belongs on the desk of any belongs on the desk of any writer working for magazines, newspapers, or writer working for magazines, newspapers, or online services. online services.

The The AP StylebookAP Stylebook offers guidelines on spelling, offers guidelines on spelling, usage, grammar, and punctuation, with special usage, grammar, and punctuation, with special sections on business and sports. sections on business and sports.

The Stylebook’s “Briefing on Media Law” offers The Stylebook’s “Briefing on Media Law” offers practical guidelines on libel law, privacy, practical guidelines on libel law, privacy, copyright and access. copyright and access.

The The AP StylebookAP Stylebook belongs on the desk of any belongs on the desk of any writer working for magazines, newspapers, or writer working for magazines, newspapers, or online services. online services.

The The AP StylebookAP Stylebook offers guidelines on spelling, offers guidelines on spelling, usage, grammar, and punctuation, with special usage, grammar, and punctuation, with special sections on business and sports. sections on business and sports.

The Stylebook’s “Briefing on Media Law” offers The Stylebook’s “Briefing on Media Law” offers practical guidelines on libel law, privacy, practical guidelines on libel law, privacy, copyright and access. copyright and access.

U.S. Navy Style GuideU.S. Navy Style Guide

U.S. Navy Style GuideU.S. Navy Style Guide is in addition to the is in addition to the AP StylebookAP Stylebook. It provides Navy-specific . It provides Navy-specific references that are inconsistent with, or references that are inconsistent with, or not referenced, in the AP Stylebook.not referenced, in the AP Stylebook.

Using the Using the U.S. Navy Style GuideU.S. Navy Style Guide will help will help ensure training is consistent, and will help ensure training is consistent, and will help your product reach the widest possible your product reach the widest possible audience. audience.

U.S. Navy Style GuideU.S. Navy Style Guide

Common Navy Acronyms:Common Navy Acronyms:– CNOCNO– BUPERSBUPERS

Ships/Squadrons:Ships/Squadrons:– USS Enterprise (CVN 65)USS Enterprise (CVN 65)– Fleet Air Reconnaissance Squadron (VQ) 1Fleet Air Reconnaissance Squadron (VQ) 1

Naval Rank/Rate:Naval Rank/Rate:– Chief Journalist (SW/AW) Frade O. Flying Chief Journalist (SW/AW) Frade O. Flying – JOC(SW/AW) Frade O. FlyingJOC(SW/AW) Frade O. Flying

Local Command Style GuideLocal Command Style Guide

This stylebook may include some of the This stylebook may include some of the following items that are unique to the following items that are unique to the newspaper: newspaper: – PhrasesPhrases– Copy formatCopy format– Acronym usageAcronym usage– Headline stylesHeadline styles– Cutline and caption stylesCutline and caption styles– By-lines and photo creditsBy-lines and photo credits

Local Command Style GuideLocal Command Style GuideLocal Command Style Guides should be in Local Command Style Guides should be in

addition to the addition to the AP StylebookAP Stylebook and and U.S. Navy U.S. Navy Style GuideStyle Guide. .

Ensuring your local command’s style guide Ensuring your local command’s style guide doesn’t conflict with the doesn’t conflict with the APAP or the or the NavyNavy guides will ensure your product an easy guides will ensure your product an easy transition to Navy NewsStand, and in turn transition to Navy NewsStand, and in turn other local papers throughout the Navy.other local papers throughout the Navy.

When do I use a style guide?When do I use a style guide?

Every time you write!Every time you write!

NamesNamesNumbersNumbersSpellingSpellingPunctuationPunctuationCapitalizationCapitalizationAbbreviationsAbbreviationsMilitary TermsMilitary Terms

Style Guide GuidelinesStyle Guide Guidelines

NamesNames Make News Make News

Use only last names on second referenceUse only last names on second reference

Use the first name of children under 15Use the first name of children under 15

Major news stories: Always use last namesMajor news stories: Always use last names

Use last names for those between 15 and 18, Use last names for those between 15 and 18, unless it’s a light-hearted storyunless it’s a light-hearted story

Numbers Do Not Lie Numbers Do Not Lie

Money Money AgesAgesDatesDatesAddressesAddressesStatistical DataStatistical DataSports StandingsSports Standings

AP StyleguideAP Styleguide: Numbers: Numbers

Spell out zero to nine; 10 & above are Spell out zero to nine; 10 & above are numerals numerals

Spell out numbers at the beginning of a Spell out numbers at the beginning of a sentence. Use numerals for age, dimensions sentence. Use numerals for age, dimensions and sports scoresand sports scores

In a series, apply the rule of thumb, e.g., 10 In a series, apply the rule of thumb, e.g., 10 station wagons, two buses and 18 pickupsstation wagons, two buses and 18 pickups

Spelling: Not Just For Bees Spelling: Not Just For Bees

Always use the spell-check that comes Always use the spell-check that comes with the word processing programwith the word processing program

When in doubt about a word:When in doubt about a word:- Consult the Consult the AP StylebookAP Stylebook- Check the dictionaryCheck the dictionary

SpellingSpelling Quiz Quiz

If you think you know how to spell well enough If you think you know how to spell well enough to get along without a dictionary, try spelling to get along without a dictionary, try spelling

the following 10 words:the following 10 words:

*innoculate or inoculate*innoculate or inoculate *embarrass or embarass*embarrass or embarass*supercede or supersede*supercede or supersede *larnyx or larynx*larnyx or larynx*interfered or interferred*interfered or interferred *indispensible or indispensable*indispensible or indispensable*laision or liaison*laision or liaison *diphtheria or diptheria*diphtheria or diptheria*harass or harrass*harass or harrass *accommodate or accomodate*accommodate or accomodate

Spelling QuizSpelling Quiz

How many did you get right?How many did you get right?::

inoculateinoculate embarrassembarrass

larynxlarynx indispensableindispensable supersedesupersede

interferedinterfered

diphtheriadiphtheria

accommodateaccommodate

liaisonliaison

harassharass

A Guide to PunctuationA Guide to Punctuation

The basic guideline is to use common The basic guideline is to use common sensesense

– Punctuation is to make clear the thought Punctuation is to make clear the thought being expressedbeing expressed

– If punctuation does not help make clear If punctuation does not help make clear what is being said, it should not be therewhat is being said, it should not be there

AP StyleguideAP Styleguide: Punctuation: Punctuation

Commas and periods always go inside the Commas and periods always go inside the quotation marks. Use a comma instead of a quotation marks. Use a comma instead of a period at the end of a quote that is followed period at the end of a quote that is followed by attributionby attribution

Do not put a comma before the conjunction Do not put a comma before the conjunction in a simple seriesin a simple series

Put a space on both sides of a dash in all Put a space on both sides of a dash in all uses except sports agate summariesuses except sports agate summaries

Basics of CapitalizationBasics of Capitalization

The first word of a sentenceThe first word of a sentence

Months and days (but not seasons)Months and days (but not seasons)

All holidays, historic dates, religious holidays, special All holidays, historic dates, religious holidays, special events, military exercises, hurricanes and typhoonsevents, military exercises, hurricanes and typhoons

All decorations and awardsAll decorations and awards

U.S. government and state government agencies, U.S. government and state government agencies, branches, committees and departments when the full branches, committees and departments when the full name is usedname is used

AP StyleguideAP Styleguide: Titles & : Titles & CapitalizationCapitalization

Capitalize titles only with a name or standing Capitalize titles only with a name or standing by itselfby itself

Do not use Miss, Mr., Mrs. or Ms. on first Do not use Miss, Mr., Mrs. or Ms. on first reference.reference.

Common usage: Budget Officer Bonnie Common usage: Budget Officer Bonnie Smith said … or, Bonnie Smith, the budget Smith said … or, Bonnie Smith, the budget officer, said … (notice the commas)officer, said … (notice the commas)

Long & Short of AbbreviationsLong & Short of Abbreviations

A few universally recognized abbreviations A few universally recognized abbreviations are required in some circumstances. Do not are required in some circumstances. Do not use abbreviations or acronyms that the use abbreviations or acronyms that the reader would not quickly recognize.reader would not quickly recognize.

Guidance on how to use a particular Guidance on how to use a particular abbreviation or acronym is provided in entries abbreviation or acronym is provided in entries alphabetized according to the sequence of alphabetized according to the sequence of letters in the word or phrase.letters in the word or phrase.

Acceptable Acceptable Abbreviations/AcronymsAbbreviations/Acronyms

Before a name:Before a name:* Dr.* Dr. * Mrs. * Mrs. * Mr.* Mr.* Gov.* Gov. * Rep.* Rep. * Sen.* Sen.

After a name:After a name:* Jr.* Jr. * Sr.* Sr. * Corp.* Corp.* Ltd. * Ltd. * Inc.* Inc. * Co.* Co.

Acceptable as is:Acceptable as is:*CIA*CIA *FBI*FBI * GOP* GOP

AP StyleguideAP Styleguide: States: States

Spell out names of states when used alone.Spell out names of states when used alone.

State abbreviations are as follows:State abbreviations are as follows:Ala., Ariz., Ark., Calif., Colo., Conn., Del., Fla., Ga., Ill., Ala., Ariz., Ark., Calif., Colo., Conn., Del., Fla., Ga., Ill., Ind., Kan., Ky., La., Md., Mass., Mich., Minn., Miss., Ind., Kan., Ky., La., Md., Mass., Mich., Minn., Miss., Mo., Mont., Neb., Nev., N.H., N.J., N.M., N.Y., N.C., Mo., Mont., Neb., Nev., N.H., N.J., N.M., N.Y., N.C., N.D., Okla., Ore., Pa., R.I., S.C., S.D., Tenn., Vt., Va., N.D., Okla., Ore., Pa., R.I., S.C., S.D., Tenn., Vt., Va., Wash., W.Va., Wis. and Wyo.Wash., W.Va., Wis. and Wyo.

The following states are not abbreviated:The following states are not abbreviated:Alaska, Hawaii, Idaho, Iowa, Maine, Ohio, Texas and Alaska, Hawaii, Idaho, Iowa, Maine, Ohio, Texas and UtahUtah

AP StyleguideAP Styleguide: Dates: Dates

When a month is used with a specific date, When a month is used with a specific date, abbreviate only Jan., Feb., Aug., Sept., Oct., abbreviate only Jan., Feb., Aug., Sept., Oct., Nov. and Dec. Nov. and Dec.

Do not abbreviate March, April, May, June and Do not abbreviate March, April, May, June and JulyJuly

Spell out months when used alone or with a Spell out months when used alone or with a year only: September 1982 (use commas only year only: September 1982 (use commas only with a specific date)with a specific date)

AP StyleguideAP Styleguide: Dateweek: DateweekUse the “six day” rule: Either go back or forward Use the “six day” rule: Either go back or forward

from your from your publication datepublication date by six days. If your by six days. If your publication date is Friday, Aug. 5. publication date is Friday, Aug. 5.

The event happened Monday, Aug. 1, write, “USS The event happened Monday, Aug. 1, write, “USS Navyship returned to its homeport Monday to…”Navyship returned to its homeport Monday to…”

It will happen Monday, Aug. 8, write, “USS Navyship It will happen Monday, Aug. 8, write, “USS Navyship will return to its homeport Monday…”will return to its homeport Monday…”

The event happened the previous Friday, use the date. The event happened the previous Friday, use the date. “USS Navyship returned to its homeport July 29 to…”“USS Navyship returned to its homeport July 29 to…”

The event will happen The event will happen nextnext Friday, use the date. “USS Friday, use the date. “USS Navyship will return to its homeport Aug. 12…” Navyship will return to its homeport Aug. 12…”

AP StyleguideAP Styleguide: Dates: Dates

Avoid the four “time” killers:Avoid the four “time” killers:

– NextNext

– LastLast

– TomorrowTomorrow

– YesterdayYesterday

AP StyleguideAP Styleguide: Next and Last: Next and Last

NextNext and and LastLast are ambiguous terms are ambiguous terms which mean different things to different which mean different things to different people. people. Is “Is “last Fridaylast Friday” referencing July 29, or the ” referencing July 29, or the

Friday before that?Friday before that?Does “Does “next Fridaynext Friday” refer to Aug. 12 or ” refer to Aug. 12 or

Aug. 19?Aug. 19?

AP StyleguideAP Styleguide: Yesterday and : Yesterday and TomorrowTomorrow

Yesterday Yesterday andand tomorrow tomorrow are usually are usually referenced by the reader in relation to referenced by the reader in relation to when the reader actually reads the when the reader actually reads the article.article.

YesterdayYesterday and and tomorrowtomorrow are are acceptable in daily publications, but in acceptable in daily publications, but in anything published outside of a daily the anything published outside of a daily the use of them should be avoided. use of them should be avoided.

Military termsMilitary terms

PSD (personnel support detachment)PSD (personnel support detachment)

R&R (rest and recuperation)R&R (rest and recuperation)

RON (remain overnight)RON (remain overnight)

OOD (officer of the day/deck)OOD (officer of the day/deck)

PCS (permanent change of station)PCS (permanent change of station)

AP Styleguide: Rank

Abbreviate ranks on first reference Abbreviate ranks on first reference before a namebefore a name

Eliminate rank on second referenceEliminate rank on second reference

Spell out the lower case ranks when Spell out the lower case ranks when used to replace a name or without a used to replace a name or without a namename

Joint Service ExampleJoint Service Example

Navy Capt. Rob Rogers, Coast Guard Navy Capt. Rob Rogers, Coast Guard Lt. Jim King and Air Force Maj. Richard Lt. Jim King and Air Force Maj. Richard Johnson … Johnson …

The “U.S.” before Army, Navy, Air The “U.S.” before Army, Navy, Air Force, Coast Guard or Marine Corps is Force, Coast Guard or Marine Corps is optional unless tied in with foreign optional unless tied in with foreign dissemination.dissemination.

How can I learn what’s in the How can I learn what’s in the style guide?style guide?

Scanning is the best place to start Scanning is the best place to start

Don’t try to memorizeDon’t try to memorize

Know where to find thingsKnow where to find things

Scan relevant sections, entries for Scan relevant sections, entries for questions or confusing items seen questions or confusing items seen frequentlyfrequently

Practice by editing others’ work, along Practice by editing others’ work, along with your ownwith your own

Copy EditingCopy Editing

Copy edit your own work first. The final Copy edit your own work first. The final chop is too late for the first copy edit. chop is too late for the first copy edit.

By editing your own work you learn the By editing your own work you learn the style guides and present yourself as a style guides and present yourself as a professional.professional.

If you’re not already, one day you will be If you’re not already, one day you will be the final check before publishing.the final check before publishing.

Copy EditingCopy Editing

When copy editing someone else’s work, try When copy editing someone else’s work, try to limit your edits to problems with Style to limit your edits to problems with Style Guide and grammar – NOT someone’s style.Guide and grammar – NOT someone’s style.

Leads, bridges and sentence structure are Leads, bridges and sentence structure are not very subjective. Everything else should not very subjective. Everything else should be edited to allow the individual’s writing style be edited to allow the individual’s writing style to come out.to come out.

Copy editing is just that - editing - not re- Copy editing is just that - editing - not re- writing.writing.

Stylebook ExampleStylebook Example

The Hotels and Restaurants Employees The Hotels and Restaurants Employees Union holds a big convention every year Union holds a big convention every year at its headquarters in Cincinati, Ohio. at its headquarters in Cincinati, Ohio.

The Hotels and Restaurants Employees The Hotels and Restaurants Employees uunion holds a big convention every year at nion holds a big convention every year at its headquarters in its headquarters in Cincinnati, OhioCincinnati, Ohio. .

Questions?Questions?