Chapter 1 Resources to Improve Vocabulary, Proofreading, and Spelling McGraw-Hill/Irwin Business English at Work, 3/e © 2007 The McGraw-Hill Companies, Inc. All rights reserved.

Objectives Use a dictionary to answer questions about spelling, syllabication, pronunciation, parts of speech, and definitions. Use an office reference manual. Select appropriate synonyms for words or ideas. PP 1-1a continued

Objectives Apply proofreading procedures in comparing documents. Recognize common types of errors that are found in proofreading. Use proofreaders’ marks to identify changes in the text. PP 1-1b continued

Objectives Identify ways to improve your spelling and use of words that you commonly confuse or misuse. PP 1-1c continued

Error-Free Documents Do not guess! Use a dictionary, thesaurus, or office reference manual. Learn how to use online reference resources. Proofread. PP 1-2

The Dictionary Each entry word is bold-faced. Bold-faced dots separate the word into syllables. Pronunciation appears in parentheses after the entry word. Accent marks indicate primary and secondary stress on syllables. Abbreviations for parts of speech are in italics. Definitions are given for each part of speech. PP 1-3a

The Dictionary Other information in dictionaries includes: Word histories—designate the sources of words Status labels—describe words that are no longer or never were standard English Irregular grammatical forms such as the irregular forms of the verb sit—sit, sat, sitting Abbreviations of words Synonyms—same meaning Antonyms—opposite meaning PP 1-3b continued

Office Reference Manual Abbreviations Business document formats Capitalization rules Commonly misspelled and misused words Grammar usage Number usage PP 1-4a

Office Reference Manual Proofreading and editing hints Punctuation rules Spelling rules Word division Written communication styles PP 1-4b continued

Other References Thesaurus Company or personal guidesheets Electronic dictionary or thesaurus substitute words parts of speech company recommendations personal trouble areas word selection by user PP 1-5

Types of Errors Formatting Errors  Page numbers, enumerations, agreement of labels on illustrations and text references, spacing Keyboarding Errors  Transposed letters and figures, errors in typical spots (missing syllables, double letters), zeros in figures Grammatical Usage  Capitalization, punctuation, sentence structure, slang or trite expressions, overused words, accurate choice of words PP 1-6

Proofreading Procedures Alone With Another Person Read from right to left. Read copy word for word. Decrease your rate of reading. Proofread when there is less noise and activity. Proofread after a break. Have one person read the original; have the second person check the new copy. Read all capital letters and marks of punctuation. Ask a coworker to proofread your work. PP 1-7

Electronic Proofreading Proofread in blocks. Use the spell checker and grammar checker. Check references to page numbers within the text if you revise or move copy. Visualize the finished product. Add words to your software dictionary. Take frequent breaks to rest your eyes. PP 1-8

Proofreaders’ Marks PP 1-9

Spelling Improvement Techniques Maintain a troublesome words list. Be aware of exceptions to the rules (mispronounced words or confusing spellings of words). Take advantage of the school’s learning resource center. Memorize troublesome words. Use mnemonic devices (memory device). Think of a goose with a feather loose. Study spelling rules. Use a dictionary. PP 1-10