Four Techniques For Proofreading

1) Use your spelling checker! In Microsoft Word, the software automatically checks spelling and underlines any suspected mistake in red. Items underlined in green are considered grammatical mistakes. Right-Clicking on the underlined word, brings up a menu of suggested corrections.

Spelling checkers are not always correct, but they are a good start. Remember, a spelling checker may not catch a typographical error that spells another word. For example: I don’t here you instead of I don’t hear you.

Hint: If you can’t determine whether or not a green underlined item is a genuine grammar error—Don’t bother! Most green underlined sentences are at the very least awkward. Rewrite or rearrange the sentence until the green underline disappears. New users and poor typists, be aware, extra spaces in a sentence will cause a green underline.

2) Read Your Document From Beginning To End. Out loud. After typing, rewriting and polishing your document, do a full read through. Many people catch awkward writing by reading the document out loud to themselves or to another person. If you have difficulty saying a sentence, people will have difficulty reading and/or understanding your sentence.

3) Read Your Document Backwards! From the last page at the bottom right—read each sentence—one at a time—going backwards through your document to the first page.

Many people automatically fill in any short words that are missing from a sentence they are reading. (Most people think in patterns of words and your brain sometimes sees the meaning of a sentence rather than its words.)

Reading a document backwards, forces you to concentrate on each word of each sentence. It is easier to find errors with this method because you are not thinking about the content of each paragraph, but the construction of each sentence.

Note: This method is tiring and it takes time. Do it LAST, after you’ve read through and polished your document to the best of your ability.

4) Have another person read it. There is a reason for the job title Writer and the job title Proofreader. A person who writes a document is often too familiar with the intent and content of the writing to see minor mistakes.

Whether or not you are a professional proofreader, the first time you read a document is the best time for you to discover errors, whether spelling, typographical or grammatical.

Thanks for sharing a few minutes with me.
Ellen

Ellen Wass Beckerman
Writer/Photographer/Graphic Designer
Photography portfolio: www.istockphoto.com/zmacgal
www.gardentextures.com