《技術(shù)與商務(wù)交流英語（第二版）》課件Chapter 17 Instructions

ObjectivesandOutcomesLearnhowtowriteinstructions,whichincludes:PurposeandAudienceMainTasksandSubtasksStep-by-stepInstructionsNotesandHazardNoticesGraphicsOrganizationofInstructionsExampleofaUserManualOverviewInstructionsarestep-by-stepexplanationsofhowtodosomething—howtobuild,operate,repair,ormaintainthings.Effectiveinstructionsenableuserstocompleteajobsafelyandefficiently.Instructionsareoneofthemostimportantgenresoftechnicalwritingbecausealmostanyonewitharesponsiblejobwritesandreadsinstructionsinthistechnologicalage.I.PurposeandAudienceTodirectausertoaccomplishataskwithoutcausinganydamageorinjurytotheuser,theobject,oranythirdparty.Injuriesanddamagesoftenresultfromamisuseofconsumerproducts,suchaspowertools,carjacks,orhouseholdcleaners.Beforewritinganinstructionaldocument,youshouldconductanaudienceanalysistodeterminetheirleveloffamiliaritywiththetopic.Whendeterminingexactlyhowmuchinformationisenoughforyouraudience,youshouldconsiderthefollowingsuggestions:I.PurposeandAudience?Whenwritinginstructionsforconsumerproducts,assumethelowestreadinglevelofyouraudienceandsimplifythetext.?Focusontheoperationoftheproduct—howtouseit.?Donotfocusonthefunctionsoftheproduct—howitworks.?Providealltheinformationusersneedsothattheinstructionscanstandalone.?Includeonlywhatusersneedtocompletethetask.Eliminateanyunnecessaryinformation.?Supportthetextwithvisuals.?Repeatinformationifitreducestheusers’needtoflipbackandforthbetweenpages.?Dividethetaskintosimplesteps.Allowuserstofocusononestepatatime.?Adjusttheinformationtotheuser’sbackgroundandthedifficultyofthetask.?Donotincludetoomuchinformationononepage.?Persuadeusersthatthisprocedureisnecessaryorbeneficial,orencouragethemthattheycancompletethisprocedureeasilyandcompetently.Ⅱ.MainTasksandSubtasksAnimportantconsiderationistheamountoftasksthereareintheinstructions’procedure.Thetermprocedurereferstothewholesetofactivitiesyourinstructionsexplain.Ataskisagroupofactionswithintheprocedure.Forexample,asimpleprocedurelikechangingtheoilinacarconsistsofonlyonetask,whereasacomputeroperationprocedurehasmanymore.Ausermanualforacomplexcommercialproductusuallycontainsthefollowingmaintasks:Unpackingandsetuptasks;Installingandcustomizingtasks;Basicoperatingtasks;Routinemaintenancetasks;Troubleshootingtasks.Eachmaintaskmaycontainasetofactionsasfewasseveralsteps,orasmanyashundredsofsteps.Therefore,afteridentifyingyourmaintasks,youneedtodividethemintosubtaskssothatyoucanprovideinformationinastep-by-stepguide.Forinstance,thebasicoperatingtasksofacomputercanbedividedintokeyboardoperation鍵盤操作,mouseoperation鼠標(biāo)操作,etc.Youshouldrememberthatthenumberofstepsineachtaskandsubtaskshouldbenineorfewersothatitiseasyforreaderstofollow.Ⅲ.Step-by-stepInstructionsMosttasksareperformedasaseriesoforderedsteps.Stepsshouldbeclearlywrittenandcorrectlyordered;otherwisetheymaycauseuserstomakemistakesorfailtocompleteatask.Usingdirectaddress,activevoiceandimperativemoodPlacingconditionsatthebeginningofconditionalstepsMakingeachstepanactionforuserstotakeGroupingstepsSequencingstepsUsingaparallelstructure

1.UsingDirectAddress,ActiveVoiceandImperativeMoodInstructionsmustbeunderstoodonthefirstreadingbecauseusersusuallytakeimmediateaction.Toemphasizetheuser’srole,youshouldwriteinstructionsinthesecondpersonandaddressthemdirectly.Thebestwayistobegineachstepwithanactionverb,andusetheactivevoiceandimperativemood.Examples:

IndirectTheusertypesinhisorherusername用戶名.Itisimportanttotypeintheusername.Theusernameistypedin.DirectYoushouldtypeinyourusername.Typeinyourusername.

2.IdentifyingConditionsattheBeginningofConditionalStepsConditionalstepsarethosethatusersfollowonlyifcertaincriteriaapply.Conditionalstepsgenerallybeginwiththeword“if,”asin“Ifyouarenew,registerfirst.”Userswhomeetthecriteriaforastepmustfollowthatstep.Youshouldalwaysstartconditionalstepswiththecondition.Userswhodonotmeetthecriteriacanskipthestepafterreadingthecondition.Examples:

ConfusingRestartthecomputerifthescreendisplaysanerrormessage.Typeinyouraccesscodeifyouwanttologon.RuntheInforExecprogramtoreconfigureyoursettings.(InfoExtendedonly)ClearIfthescreendisplaysanerrormessage,restartthecomputer.Ifyouwanttologon,typeinyouraccesscode.InfoExtendedonly:RuntheInforExecprogramtoreconfigureyoursettings.Asstatedpreviously,stepsofinstructionsgenerallybeginwithactionverbs.Ifyoumustprovideconditionalwordsandphrasesbeforetheverbs,youmayputtheminbracketsandemphasizetheverbinboldfacedletters.Forexample:[Tologon]typeinyouraccesscode.[IntheEditmenu,]clickonCopy.【在編輯菜單中】點擊“復(fù)制”。[Ifyoursoftwareisnotyetregistered,]specify

your12-digitserialnumberinthenumericalfield.【如果你的軟件尚未注冊】在數(shù)域鍵入你的12位序

列號。3.MakingEachStepanActionforUserstoTakeEachstepshouldcorrespondtoanactionthattheuserperforms.Astepisnotcompleteifithasnoactionfortheusertodo.Tasksdonotdiscusshowtheuserandproductinteract.Taskslistonlytheactionsthattheusersmusttaketocompletethetask.Examples:

ConfusingSetthePOWERswitchtoON.ThePOWER/BATTERYindicatorlightsup.SettheFUNCTIONswitchtoRADIO.ClearSetthePOWERswitchtoON.ThePOWER/BATTERYindicatorlightsup.把“電源”

開關(guān)置于“開”的位置?！半娫?電池”指示燈亮起。SettheFUNCTIONswitchtoRADIO.把“功能”開

關(guān)置于“收音機(jī)”位置。Step2inthefirstexampleistheresultofstep1.Itdescribesaproductaction,notauseraction.Therefore,itiscombinedwithstep1intherevision.4.GroupingStepsGroupingbreaksamazeofstepsintogroupsofmanageablestepsandtherebymakestheproceduremoreunderstandabletotheuser.Tobeginbymakingacompletelistofeverystepthatneedstooccur.Markthemostimportantsteps.Somewillbeimportantbecausetheycouldbedangerousifmissed.Trytogroupstepsaccordingtotheirfunctions.Youcandividealonglistofstepsintoseveralgroupswithnomorethanninesteps

ineachgroup.Organizeeachgroupintoalistofinstructions.5.SequencingStepsYoushoulduseshortersentencesthanusualtostatesteps,butdonot“telegraph”yourmessagebyomittingthearticlesa,an,andthe.Useonesentenceforonestep,souserscanperformonestepatatime.Ifasinglestepcoverstworelatedactions,describetheseactionsintheirrequiredsequence—whatistobedonefirstcomesfirst.Examples:

Confusing:TurnonthetelevisionafterconnectingtheACmainsleadtoanACoutlet.Logical:ConnecttheACmainsleadtoanACoutlet;thenturnonthetelevision.把電源線連接到交流電插座；然后開啟電視機(jī)。Transitionalexpressions銜接詞connectrelatedideas;suchtransitionsasinaddition,next,meanwhile,finally,tenminuteslater,then

andbeforemarktimeandsequence.Stepsofinstructionsinalistareusuallyarrangedinchronologicalorder.Thefollowinglistprovidessomecommonlyusedformatsforstepsininstructions:Fixed-ordersteps固定順序步驟arethosethatmustbeperformedinthepresentedorder—whichmeansthefirstlistedstepshouldbecompletedfirst.Thesestepsareusuallyarrangedinanumberedlist編號列表,whichisthemostcommonformatofinstructions.Variable-ordersteps可變順序步驟arethosethatcanbeperformedpracticallyinanyorder.Goodexamplesarethestepsinatroubleshootingguidethattellyoutocheckforvariouspossibleissueswhenyouaretryingtofixsomething.Abulletedlist項目符號列表istheappropriateformatforthistype.Alternatesteps可選擇步驟arethosethatprovidetwoormorewaystodothesamething.Alternatestepsarealsousedwhenvariousconditionsmightexist.Withthistype,youshouldusebulletedlistswith“or”insertedbetweenthealternatives.Nestedsteps嵌套步驟aresub-stepswithinastep.Insomecases,anindividualstepwithinaprocedureisrathercomplicatedandneedstobebrokendownintosub-steps.Youthenindentfurther進(jìn)一步縮進(jìn)andorganizesub-stepsinabulletedornumberedlist.6.UsingaParallelStructureThestepsinalistshouldbeparalleltoeachother—thatis,inidenticalgrammaticalforms.Parallelismisespeciallyimportantinalistofinstructionsbecausetherepetitionofgrammaticalformsemphasizesthestep-by-steporganization.Examples:UnparallelListTorecordfromexternalmicrophones,followthesesteps:ConnecttwoexternalmicrophonestotheMICsockets.TheRECbuttonispressed.Youshouldspeakintotheexternalmicrophones.AdjustingtheVOLUMEcontrolforyourdesiredsoundlevel.ParallelListTorecordfromexternalmicrophones,followthesesteps:ConnecttwoexternalmicrophonestotheMICsockets.

PresstheRECbutton.SpeakintotheexternalmicrophonesAdjusttheVOLUMEcontrolforyourdesiredsoundlevel.Ⅳ.NotesandHazardNoticesInadequatenoticesofwarning,caution,ordangerareacommoncauseoflawsuits.Eachhazardnoticeislegallyrequiredtodescribethespecifichazard,detailtheconsequencesofignoringthehazard,andofferinstructionsforavoidingthehazard.Thefollowingarethecommonlyusedformsofnoticesininstructions:FormsofNoticesVisualRequirementsforHazardNotices

1.FormsofNoticesNote注意.Anoteisusedtoclarifyapoint,emphasizevitalinformation,ordescribeoptions.

Example:NOTE:Duringtheprocessofrecording,themonitorsoundmustbereducedasmuchaspossibletopreventhowling.在錄音過程中，盡量降低監(jiān)聽音以防止嘯叫。Caution當(dāng)心.Acautionisusedtopreventpossiblemistakesthatcouldresultininjuryorequipmentdamage.

Example:CAUTION:Toavoidlosingyourworkduetopowerfailure,saveyourworkonadiskeveryfewminutes.為避免因停電而造成內(nèi)容丟失，每隔幾分鐘就要把

鍵入計算機(jī)的內(nèi)容在磁盤上保存一次。Warning警告.Awarning,usually

presented

in

orange,isusedtoalertuserstopotentialhazardstotheirhealthorlife.Example:WARNING:Topreventelectricalshock,alwaysdisconnectyourphotocopierfromitspowersourcebeforecleaninginternalparts.為預(yù)防觸電，在清潔

復(fù)印件內(nèi)部之前一定要切斷電源。Danger危險.Adangernotice,usuallypresentedinred,isusedtoidentifyanimmediatehazardtoauser’shealthorlife.

Example:DANGER:Theredboxcontains

DEADLY

radioactivematerial.Donotbreakthesafetysealunderanycircumstances.紅色箱子里裝有致命放射性物質(zhì)。任何條件下都不得打開安全密封。Previewthehazardsintheintroductionofyourusermanualandplaceeachnotice(clearlyhighlightedbyaruledbox,adistincttypeface,alargertypesize,oracolor)immediatelybeforetherelatedstep.在引言部分要首先說明危險，并把危險警告以突出的形式（邊框、不同字體、大型字號、顏色）直接放在相關(guān)步驟的前面。

2.VisualRequirementsforHazardNoticesInordertokeepthehazardsprominentintheuser'smind,youshoulddrawtheuser'sattentionwithsymbols,oricons,asavisualsignal.Forexample:V. GraphicsGraphicillustrationsareimportantforreaderstovisualize

whattheyaresupposedtodo.Thetypesofgraphicsforinstructionsincludesymbols,icons,representationalandschematicdiagrams,flowcharts,photographs,andprosetables.Inordertousegraphicseffectivelyinyourinstructions,considerthefollowingsuggestions:Includeagraphicillustrationforanystepthatmightbehardforuserstofollow.Thelessspecializedyourusersare,themoregraphicstheyarelikelytorequire.Positionthegraphictomatchtheuser’sangleofvisioninperformingtheactivityoroperatingtheequipment.Nametheangle(sideview,topview)ofthepictureifyouthinkuserswillhavetroublefiguringitoutthemselves.Avoidillustratinganyactionsimpleenoughforuserstofollow,suchas“PRESSRETURN”foranyonefamiliarwithakeyboard.Fordetailsoneffectiveuseofvisuals,seeChapter8Graphics.VI. OrganizationofInstructionsInstructionsvarywidelyonthebasisofdifferenttasksanddifferentaudiences,sothereisnosetorganizationforthem.Thefollowingexampleisasummaryofthesectionsyouwillcommonlyfindininstructions.Itdoesnotmeanthatallthesesectionmustbeintheactualinstructionsyouwrite,northattheyhavetobeintheorderpresentedhere,northattheyaretheonlysectionspossibleininstructions.Example:CommonModelfortheContentandOrganizationofInstructionsTitleBespecificwiththetitleanddescribetherealtask.

Forexample,Thetitle“AuthorizingAccesstoData”授權(quán)使用數(shù)據(jù)ismorespecificthan“AdministeringAuthorization”執(zhí)行授權(quán);“CollectingData”

收集資料isclearerthan“UsingCollectors”使用收集器,whichistoogeneral.IntroductionStateordefinetheproceduretobediscussedaswellasitsscope.定義將要說明的程序及其范圍。Indicatewhattheaudienceneedsintermsofknowledgeandbackgroundtounderstandtheinstructions.說明讀者理解該說明書需要具備的知識和背景。Stategeneralconditionsinwhichthisprocedureisdone.陳述完成該程序的常規(guī)條件。Stategeneralwarnings,cautions,anddangers.Emphasizekeypointsorexceptions.陳述常規(guī)的警告、注意和危險。Provideanoverviewofcontentstobecovered.對說明書內(nèi)容的概述。BackgroundUseabackgroundsectiononlyifusersneedtounderstandsomegeneralconceptsortheorybeforetheycanfollowtheinstructions.如果使用者在按照說明書操作之前需要了解一些基本概念和理論，則需要使用背景部分。EquipmentandSupplies設(shè)備（工具）與材料Listtheequipment,thetoolsyouuseintheprocedure(suchasmixingbowls混合皿,spoons,breadpans,hammers,drills,andsaws).Listthesupplies,thethingsthatareconsumedintheprocedure(suchaswood,paint,oil,flour,andnails).Note:Equipmentandsuppliesaretypicallylistedinasimpleverticallist.Usethetwo-columnlistifyouneedtoaddsomespecificationstotheitems—forexample,brandnames商標(biāo),sizes,amounts,types,modelnumbers型號,andsoon.Trouble-ShootingGuideandMaintenance故障排除與日常維護(hù)Listtheanticipatedproblemsusersmighthaveintheprocessofoperation,andprovidepossiblesolutionstoeachproblem.Providemeasurestokeeptheproductinitspropercondition.Specifications規(guī)格Givedetailed,exactstatementsofparticulars,especiallystatementsprescribingmaterials,dimensions,andqualityofworkforthethingtobebuilt,installed,ormanufactured.給出產(chǎn)品的細(xì)目，包括尺寸和產(chǎn)品在制造、安裝或生產(chǎn)方面的工作質(zhì)量。VII. ExampleofaUserManualThefollowingisanexampleofausermanualonhowtooperateadigitalcamera:InstructionManual先鋒2100型數(shù)碼照相機(jī)使用說明書SafetyInstructions安全說明Thebatterypackcanburst,startafireorevencausechemicalburnsifitismishandled.Observethefollowingcautions:電池組如果被錯誤處理會燃燒起火甚至引起化學(xué)燃燒。請看下列注意事項：Donotdisassemblethebatterypack.請勿拆卸電池組。Donotcrush,drop,orsteponthebattery.請勿壓壞、掉落或踩到電池上。Donotexposethebatterytohightemperaturesabove60°C(140°F).請勿將電池置于60°C(140°F)以上高溫下。BesuretochargethebatterypackwithagenuineXianfengbatterycharger.一定要用真正的先鋒電池充電器給電池組充電。Keepthebatteryoutofthereachofsmallchildren.把電池放在小孩夠不到的地方。Notesonusingthecamera相機(jī)使用注意事項Improperusemaycausecameramalfunctions.Observethefollowingnotices:使用不當(dāng)可能導(dǎo)致相機(jī)故障。注意以下事項:Thecameraisneitherwater-proofnordust-proof.這架照相機(jī)既不防水也不防塵。Donotaimthecameraatthesunorotherbrightlight.不要把相機(jī)對準(zhǔn)太陽或其他強(qiáng)光。Donotshakeorstrikethecamera.不要晃動或擊打相機(jī)。Cleantheflashsurfacebeforeuse.使用前請清潔閃光燈表面。Preparingthebatterypack準(zhǔn)備電池組Insertthebatterypackintothebatterycharger.將電池組插入電池充電器。Connectthebatterychargertothenearestwalloutlet.將電池充電器連接到最近的墻上插座。TheCHARGElampwilllightupandthebatterywillstartcharging.Thenormalchargingtimeisabout5hours.充電燈亮起，電池開始充電。正

常充電時間為5小時左右。WhentheCHARGElampturnsoff,thebatterywillbefullycharged.當(dāng)充電燈關(guān)閉時，電池將充

滿電。Whenthebatteryisfullycharged,disconnectthepowercordfromthewalloutlet.當(dāng)電池充滿電后，從墻上的插座斷開電源線。Removethebatterypackfromthebatterycharger.從電池充電器上拆下電池組。Insertingthebatterypackandthememorycard插入電池組和存儲卡Battery/Memorymediacover電池/內(nèi)存卡蓋Cardwithterminalsidefacingdown卡片面朝下Batteryejectlever電池彈射桿OpentheBattery/Memorymediacover.打開電池/內(nèi)存卡蓋Insertthememorycardwiththeterminalsidefacingdownuntilitclicksintoplace.將存儲卡面朝下插入終端，直到滴的一聲插到位。Insertthebatterypackwhilepressingthebatteryejectleverwiththetipofthebatterypack.插入電池組，按壓電池組頂部的電池彈出桿。ClosetheBatter/Memorymediacover.關(guān)閉電池/內(nèi)存卡蓋。Shootingimages拍攝照片SelectthedesiredfunctionontheModedial.在模式刻度盤上選擇所需的功能。Holdthecamerawithyourelbowspressedagainstyourbodytosteadyit.用肘部抵住身體來穩(wěn)住相機(jī)。Positionthesubjectinthecenterofthefocusframe將主體置于焦點框架的中心。PressandholdtheShutterbuttonhalfwaydowntofocus.按住快門鍵，按到一半對焦。PresstheShutterbuttonfullydown.按下快門鍵。Viewingimages查看照片PressthePlaybackbuttontoentertheviewingmode.按下回放按鈕進(jìn)入查看模式。PresstheIndexbutton.按下索引鍵。Selectanimagewith▲/▼and?/?ontheControlbutton.在控制按鈕上選擇一個帶有▲/▼和?/?的照片。Press●inthecenteroftheControlbuttontoviewtheimage.按下控制按鈕中心的●可以查看照片。Deletingimages刪除照片Pres