The Invisible Side
of Tech Comm –
Basics of Editing
& Proofreading
Ruth E. Thaler-Carter
Rochester Chapter
Ruth E. Thaler-Carter
“I can write about anything!”®
www.writerruth.com
@WriterRuth
Rochester Chapter
• Characteristics •
Sharp eye for consistency and accuracy
Detail-oriented (nitpicky!)
Organized
Self-effacing (author’s v...
• Tools •
Internet access
MicrosoftWord (Mac or PC)
Adobe Acrobat or other “PDF”-maker/editor
Style manuals – AP/Chicago/A...
• Purposes •
• Editing – goal = Enhance original
Fix errors and major problems, query anything unclear,
suggest changes; r...
• Processes •
As the editor/proofreader
• Ask to see sample pages before committing to rate or deadline.
• Define a page! ...
• Process •
• Encourage colleagues/clients to edit first, then created PDF
and proofread.
• Open document and save with sl...
• Process, continued •
• Before activating Track Changes, use Find-and-Replace to
change 2 spaces between sentences to 1; ...
• Process, continued •
To edit endnotes, move notes to a separate Word file using copy
and paste. To retain reference numb...
• Word vs. Acrobat •
In Word, changes you make actually happen in the document.
In Acrobat, changes appear as Text Edits o...
• Honing skills •
• Mark up newspapers, magazines, newsletters, etc., that you
read (not your library books!) as you notic...
• Resources •
Contact Ruth@writerruth.com for list.
Rochester Chapter
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Ruth Thaler-Carter on editing & proofreading at 2014 STC-Roch Spectrum

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Highlights of a presentation on "The Invisible Side of Tech Comm – Basics of Editing & Proofreading" by Ruth E. Thaler-Carter (www.writerruth.com) at 2014 Spectrum conference of STC-Rochester.

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Ruth Thaler-Carter on editing & proofreading at 2014 STC-Roch Spectrum

  1. 1. The Invisible Side of Tech Comm – Basics of Editing & Proofreading Ruth E. Thaler-Carter Rochester Chapter
  2. 2. Ruth E. Thaler-Carter “I can write about anything!”® www.writerruth.com @WriterRuth Rochester Chapter
  3. 3. • Characteristics • Sharp eye for consistency and accuracy Detail-oriented (nitpicky!) Organized Self-effacing (author’s voice rules; if your ego needs bylines, be the writer) Tactful (in dealing with authors) Tolerance for jargon Good memory (for new facts, cross-pollinating of info, style guidelines, ways things are done in different parts of a ms.) Rochester Chapter
  4. 4. • Tools • Internet access MicrosoftWord (Mac or PC) Adobe Acrobat or other “PDF”-maker/editor Style manuals – AP/Chicago/APA/GPO/Wired, etc. Dictionaries Grammar books/guides Strunk & White Professional memberships/colleagues Fax capability Proofreading marks Clear printing/handwriting Col-erase pencil PerfectIt/Editorium macros/wordsNSync Rochester Chapter
  5. 5. • Purposes • • Editing – goal = Enhance original Fix errors and major problems, query anything unclear, suggest changes; respect author’s voice – don’t rewrite to make it yours • Proofreading – goal = Catch final, major errors before printing or posting Look for anything egregious, but may be allowed to let minor issues slide as long as meaning is clear Rochester Chapter
  6. 6. • Processes • As the editor/proofreader • Ask to see sample pages before committing to rate or deadline. • Define a page! (250 words). • Ask which style guide to follow. • Estimate more time than you might need, just in case. • Check with institution for its guidelines if editing dissertations. • If freelancing, request advance and payment in increments, rather than all at once at end of project. Rochester Chapter
  7. 7. • Process • • Encourage colleagues/clients to edit first, then created PDF and proofread. • Open document and save with slightly different name. • Stash untouched original for future reference, just in case. • Find out if client/colleague prefers changes in “balloons” in side margin or at bottom of document. If balloons, use Page Layout view; if bottom of document, Normal view. • Find out if client/colleague prefers comments and queries with New Comment function or directly in text; if in text, whether highlighted (using Formatting Palette) or in bold, italic or different-colored “ink.” Rochester Chapter
  8. 8. • Process, continued • • Before activating Track Changes, use Find-and-Replace to change 2 spaces between sentences to 1; repeat until it says 0 (zero) instances. • Use drag-down View item in toolbar to make page look 150 or 200 percent. Don’t make the type size larger. • Use Command-All to highlight entire document, then click on Alignment and Spacing in Formatting Palette and click on either space-and-a-half or double-space option next to Line spacing. (Warning: This might change page flow.) • Save. Rochester Chapter
  9. 9. • Process, continued • To edit endnotes, move notes to a separate Word file using copy and paste. To retain reference numbers and replace with plain superscript, use Jack Lyon’s NoteStripper, which makes notes into plain text and keeps the superscripts. You can try it free: http://www.editorium.com Rochester Chapter
  10. 10. • Word vs. Acrobat • In Word, changes you make actually happen in the document. In Acrobat, changes appear as Text Edits or Comments, and someone must go back to the original document to actually make the changes happen. That means making a new PDF as well. PDFs should be treated as page proofs or bluelines – mark only essential items for change. They can be changed as well as marked up, but it isn’t advisable. To change a PDF, go to Tools, Advanced Editing, TouchUp Text Tool. Warn client/layout person to look for blue carets indicating Text Edits; Comment boxes should remain open and visible. Rochester Chapter
  11. 11. • Honing skills • • Mark up newspapers, magazines, newsletters, etc., that you read (not your library books!) as you notice errors. • Take self-editing tests. • Take editing classes. Rochester Chapter
  12. 12. • Resources • Contact Ruth@writerruth.com for list. Rochester Chapter

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