They may look very similar but hyphens and dashes serve very different functions in written text.

Here are the basics of dashes and hyphens:

Hyphens

A hyphen is a short line  which is most frequently used to create compound words in a variety of ways:

• As a prefix to a proper noun, adjective or date e.g. pre-1960s or Anti-Government
• For tiles such as vice-president
• With prefixes including self and ex e.g. self-promoting or ex-boyfriend
• To link nouns and prepositions such as sister-in-law or a verb and preposition such as get-together
• For reading clarity such as when the prefix and following word end and start with the same letter e.g. co-ordinate
• To write numbers between twenty-one and ninety-nine

Hyphens can also be used to demonstrate word breaks at the end of a line of text.

Dashes

A dash is double the length of the hyphen and is used:

• To connect words where a conjunction such as ‘to’ is missing e.g. London-Manchester train
• For strong parenthesis e.g. Adam came home - he was very drunk - to discover he had lost his keys
• To introduce an explanation or to sum up e.g. There were many crafts on show – painting, photography, needlework or Painting, photography, needlework – these were just some of the crafts on show

So the differences are clear and, though they look the same when typed out on most modern keyboards, dashes and hyphens each have a specific role to play in written text.

Even though they are not uncommon or extraordinary words, there is something about them that doesn’t look quite right to me on the written page and I always have to double check my spelling. Even when I know they are correct, my brain still doubts the spelling. There are a few of these words that crop up but the ones that spring to mind are awkward, conscious and embarrassment ( I have looked them up this time).

A quick look at Oxford Dictionaries Online proved that I am not alone and there is a long list of commonly misspelled words (including a couple of mine) including some which surprised me like across and tomorrow. Computerised spell checkers have reduced the need to memorise the spellings of most words but I am still curious about which ones I remember and which ones I forget, although some of it is as much down to my erratic fast typing as my failure to spell.

The rules of the English language are complex and contradictory and can be a minefield for bad spellers. Here are a few of the most common mistakes:

• Silent letters in words such as ‘gnome’
• Anything that requires an apostrophe (your and you’re are a good example)
• Alternative endings as in ‘Complimentary’ and ‘Complimentery’
• Verb/noun spellings such as ‘Practice’ and ‘Practise’

There are probably lots more but these are just a few that I see on a regular basis. Whether you write by hand or type, the ability to spell is something that all people should learn at school. It is a basic reading, writing and language skill and it would be a shame if our reliance on computers means it becomes a redundant ability.

Check out this great article on the BBC website:

Why is ‘literally’ such a troublesome word?

Whether it’s for private or business use, most  people have access to a PC with email and use it as a preferred method of communication. Even people working in the same office building are more likely to send an email to a colleague than to pick up the phone or even walk to their desk. Email is convenient, particularly for businesses, as messages are stored on a PC and not taking up filing space, and provide a traceable paper trail for important communications.

Despite the widespread use of email, many people don’t think about how their writing will be perceived before they hit the send button which can lead to misunderstandings and misinterpretation.

Here are a few suggestions for sending effective emails:

• Use a relevant subject line to make it clear when the message is about
• Keep it short and to the point. If there is a lot to say then attach it in a separate document and use the email to refer to it
• If the content is important, leave the finished email for a few minutes before you send it and then read it through again with a clear head
• Read it back out loud to make sure the tone is correct for the content and it does not sound either too abrupt or waffle
• Reply to the relevant people only and don’t send unwanted emails to a wide audience. Also remember that email is not necessarily private
• Create a signature for the bottom of the email that includes your name and contact information

Email is a useful communication tool but it is also overused with most in-boxes clogged with a percentage of unwanted messages. Proper etiquette such as good spelling and grammar, prompt response and clear messages are all simple ways to ensure that your messages are always read and not relegated to the bottom of a long list. Take time to draft a clear, reasonable and informative message and you will get even more benefit from your email communications.

Luckily, I already have a reasonably foolproof way of solving anagrams, though it takes longer than the online versions as it still requires real thought.

When stumped by a particular anagram, I write the letters in a circle. I don’t understand the exact science behind this but, even if the answer doesn’t become immediately obvious, it is definitely easier to figure out with the alternative arrangement of letters. As, we are more attuned to reading letters in a line, mixing up the formation takes away the distraction of the existing word; if there is already something to read it makes it harder to look for an alternative.

An anagram takes the letters of a word or phrase and rearranges them to make a different one. A very simple example would be melon/lemon where only two letters have been rearranged. A more complex example might be wood silver/I love words. Most crosswords tend to take this one stage further by making the two alternatives related such as they see/the eyes.

Anagrams are often perplexing but surely the fun in a puzzle is actually working it out? Forget the quick fix and try the circle method instead and enjoy the fact that the crossword takes a bit longer but you did it yourself.

It is impossible to write down every word that a client or interviewee says - I have 110 words per minute  shorthand but still suffer from achy hands – so the trick is to extract the most interesting information and to understand when to leave things out.

Here are six tips to help you take effective notes:

1. Choose your tools – Everyone has a method of writing that they prefer and this is especially important when you have to write fast. I need a pencil and a spiral bound notebook to scribble at speed. Make sure you have a notebook and pen or pencil that suit your writing style.
2. Listen carefully – When you are interviewing someone, given them your undivided attention. Switch your mobile phone onto silent and focus on what they are saying. Listening is a skill in itself and helps you to focus on attention to detail which could enliven your final piece.
3. Pick and choose – You never need to write down everything someone says and, if you do, then you need a tape recorder. Knowing what not to write is as important as the notes you take down. Stay focused on the aims of your piece (news article, website, brochure) and use this as a guide.
4. Summarise – Use bullet points to highlight key information. Chances are you are not writing a verbatim transcript of what you are told so highlight the important information in your notes as you go along to make it easier to pick out when you write them up.
5. Speak up – Tell the interviewee if you need a minute to catch up with what they are saying and ask them to repeat themselves if necessary. It is impossible to focus on what someone is telling you if you are desprately trying to write down what they said five minutes ago.
6. Read it back – Depending on the job, it may be useful to quickly summarise what you have written to the client before you finish the interview, in case any deatils have been missed or are incorrect. This is always helpful if the final copy contains dates, times and locations.

Even though I am used to writing at speed, my notes often need translating afterwards so I always take time to read through before I start writing up as this gives me a chance to reflect on anything I may want more information on. There is no magic formula to note taking but there are ways of making sure that you can gather all the information you need accurately and effectively. Take your time, listen carefully and be aware of useful information as you write and you will have all you need for an interesting and informative piece of writing and positive feedback from the client.

To prove it’s worth, here is a simple guide to the two main uses of the semicolon in the English language:

The first use is to mark a break in some text that has more emphasis than a comma, but is not the end of a sentence. The semicolon prevents the use of two shorter sentences when the information is connected.

Here are a couple of examples:

• I went into the shop; it was busy and crowded
• He looked out to sea; the weather was changing

Another use for the semicolon is to divide up a complicated list which includes numerous items, many of which may already contain commas.

Here is an example:

The guest list includes John Brown, Mayor of Nowhere; Jane Smith, Leader of the Council; and Lord Doe, elected member for the Borough of black, white and grey.

The semicolon is great for adding emphasis and organisation to copy without the inclusion of bewildering numbers of commas or full stops. Slip one into a sentence today; it’s easy.

Most media outlets get lots of releases in  every day and select the most interesting and relevant ones to print or follow up. There are some things to think about  before you start writing to make it more likely that your release is read and printed. Here a a few top tips to get  noticed:

Content is essential – Make sure you have some actual news such as an award or a new service to publicise.

Create a catchy headline – This is a quick way to get your release noticed and use this as the email subject line if you are submitting electronically

Focus on the introduction- Keep it short – approximately 30 words – and pick out the most interesting fact about your news. The press release doesn’t have to be written in chronological order but does have to capture attention straight away; just like a newspaper article.

Include a quote – People like to read about other people so include a quote that will support your story.

Offer a photo opportunity – If possible,  include a photo call as stories with pictures attract more attention

Include contact details – Most writers won’t use your release word for word and will want to follow up by getting more information. Make it easy for them with full contact details.

Add additional notes- A press release should be short and to the point. If you have any other information that is relevant, include it on an additional page in brief bullet points.

Press releases should provide interesting and relevant information in a short, appealing style. Don’t waste time writing pages of copy which won’t be read, and make it hard to find the relevant information. Stick to the point of your story and make it easy for the writer to follow it up. Don’t be discouraged if it doesn’t get used as news changes all the time. Stick to these rules and keep sending in stories and you are sure to get something in print.

Rather than taking the time to flick through the pages of a brochure or hunt through lengthy blocks of text, Internet readers expect to find the information they need quickly and easily. The Internet is an opportunity to sell your products and services or provide information in an efficient and carefully edited way.

There are lots of technical ways to use copy to improve your online presence and attract new clients, but for website owners who are just starting out, here are five simple things to consider before sitting down to write your website:

1. Keep it short and sweet – Most readers will not spend a long time scrolling down through lots of copy. Try to sum up your main points in a simple way. Stick to the point and don’t digress. As a rule, 300 words is more than enough for each page and consider adding links to documents if you have lots of detailed information to include.
2. Stay Visual – What the copy looks like is important on a website. It should draw the eye in and complement the design. Choose fonts and text size with care and utilize punctuation tools such as bullet points where appropriate, to keep it succinct and break up big blocks of text.
3. Remember your audience - Knowing who you are writing for affects how your message is received by readers. Decide if you want your copy to be formal and professional or if you would prefer a more chatty and informal language and style of writing.
4. Consider your language – Think of five words or phrases that sum up what you want to say on your website. These can be used in the text and will help to set the tone of your copy.
5. Take Aim – Always know what the aim of your website is. Are you looking to drive sales for your business or to provide information on an organisation or service?

Many people find it easy to decide on the look and design of their website but struggle when it comes to what they should write. The words are as important as the design because they are the opportunity to really get your message across to people that click onto your site. Put equal thought into what your website says and what it looks like, and you have the basic tools for online promotion.

Some obvious abbreviations have proved useful, such as ‘tho’ for ‘though’ an ‘am’ or ‘pm’ for ‘morning’ or ‘afternoon’. There is also scope for a more creative use of the English language which has snuck into the everyday vernacular. ‘LOL’ for ‘laugh out loud’ and ‘LMAO’ for ‘Laughed my arse off’ are now routinely used in a  variety of contexts, and it is now totally acceptable to substitute numbers for the whole or part of words.

Who would have thought the letter 8 would proved to be so useful to texters across the globe? ‘Gr8′, ‘m8′, ‘l8r’ all save time and valuable character space for getting the message across. The number 4 is also a popular substitute and frequently paired with a letter U in business names and signs, for example retailer ’Phones 4 u’ which uses the text speak as a play on words. It can go too far in my opinion, an example being the estate agent near me called ’4 Sale 2 U’. While it does save space on signs and in text messages there is something a bit lazy about the casual use of numbers for letters that has appeared in on and offline language, especially when it replaces a two or three letter word.

There has been a revolution in how people communicate with each other over the last 20 years and there will no doubt be more amazing developments in technology to come. The purist in me hopes that we can leave the use of abbreviated digital language and text speak to the mediums it is intended for, and still find time to write proper words in full the rest of the time.