unit 3: document formatting 3.2 - proofreading. introduction in this lesson you will learn: ◦ what...

UNIT 3: DOCUMENT FORMATTING

3.2 - 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 copyWrists are low, but

not resting on the keyboard frame

Bodies are erect (not slumping)

Unit 3: Lesson 13

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

distractionsRead for understanding

◦Ask yourself what is my intent ◦Does the wording make sense &

does it flow smoothly◦Are there grammar, spelling, usage,

or punctuation errorsRead 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 paragraphCapitalize

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

Unit 3: Lesson 14