UNIT 3: DOCUMENT FORMATTING

1. UNIT 3: DOCUMENT FORMATTING 3.2 - PROOFREADING

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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. 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.

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

11. 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

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

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

15. Rough-Draft Copy Unit 3: Lesson 14