UNIT 3: DOCUMENT FORMATTING PROOFREADING

INTRODUCTION In this lesson you will learn: ◦ What proofreading is ◦ Who does proofreading ◦ Why proofreading is done ◦ How proofreading is done ◦ Commonly used proofreading marks

INTRODUCTION CONT. After this lesson you will be able to ◦ Proofread a document and apply appropriate proofreading marks ◦ Correctly key a document that has proofreading marks applied to it ◦ Accurately identify common proofreading marks

Review Proper Posture Fingers are deeply curved and upright (not slanting) Eyes are on copy Wrists are low, but not resting on the keyboard frame Bodies are erect (not slumping) Unit 3: Lesson 13

Review proper procedures Review proper procedures Keystrokes are quick and sharp (not sluggish). Spacing thumb taps down and in and then moves quickly back to its “at rest” position. Hard returns are made with the little finger without hand movement. Unit 3: Lesson 13

Proofreading Proofreading is the skill of detecting errors in written documents for: ◦ Accuracy  Spelling, grammar, punctuation, etc. ◦ Impression  Tense, tone, intent ◦ Professionalism  Overall appearance, clarity, conciseness

Who uses Proofreader’s Marks and Why they use them Authors (You and I) ◦ Ensure accuracy ◦ Prevent giving a bad impression ◦ Help put best foot forward Business professionals ◦ Ensure the message is clear, concise, and accurate ◦ Give the reader a good impression of the company ◦ Ensure proper response and avoid legal issues

Steps to Good Proofreading Prepare for the task ◦ Clear your work area & Remove distractions Read for understanding ◦ Ask yourself what is my intent ◦ Does the wording make sense & does it flow smoothly ◦ Are there grammar, spelling, usage, or punctuation errors Read before changing content

9 Steps to Good Proofreading Use the software Spell-Check feature. Proofread a document on screen, scrolling through it line by line. Be sure you did not introduce new errors while making corrections and use the Spell-Check feature again. Use a guide to proofread printed copy one line at a time. Correct any errors on the rough draft using proofreader’s marks/symbols. Try to allow time between writing and proofreading documents. Use guides to proofread keyed documents line by line against original rough drafts to be sure that you corrected all errors. Proofread numbers aloud or with someone else.

Proofreader’s Marks/Symbols Unit 3: Document Formatting – (3.2) Proofreading Proofreader’s Marks/Symbols are used to indicate errors that need to be corrected when re-keying a copy/document.

Common Proofreaders’ Marks/Symbols Align copy; also, make these items parallel Begin a new paragraph Capitalize Close up Delete Delete space Do not begin a new paragraph Insert

Common Proofreader’s Marks/Symbols Insert comma Insert period Insert quotation marks Insert space Insert apostrophe Let it stand; ignore correction Lowercase

Common Proofreader’s Marks/Symbols Move down; lower Move left Move right Move up; raise Spell out Transpose Underline or italic

Rough-Draft Copy Rough-Draft Copy Unit 3: Lesson 14