The Passive Voice in Computer Manuals: A New Perspective

Abstract

There is much debate and confusion about the use of the passive voice in texts in general, and in computer manuals in particular. For example, it is often stated that the passive should be avoided, but on the other hand, it may also have a clear function in a text. The aim of this article is to provide clarity by presenting a straightforward principle for the use of the passive voice in computer manuals. This “alternation principle,” in which active voice is used for user actions and the passive voice for automatic computer, is backed by results from recent functional and cognitive linguistic research. It is illustrated by means of fragments from several computer manuals, including some (apparent) counter-examples.

The Sequential Order of Procedural Instructions: Some Formal Methods for Designers of Flow Charts

“…In spite of the broad research already done in these smaller issues, many questions still have to be answered. Take for instance questions about syntactical issues such as the effect o f using passives [1], terminology (when to use certain kinds of metaphors [2]), typeface, and so on. In this article we focus on a topic that so far has drawn surprisingly little attention in the professional literature on instructional texts: the sequential ordering o f instructions.…”

“…The issue can nevertheless be regarded as fundamental, since instructional texts typically refer to actions that have to be performed sequentially. 1 It seems obvious that instructions should be presented in the order in which they must be carried out. Instructions for a frame tent should not end with an added note that tells the camper he should have "put the plastic caps on the poles before putting up the roof."…”