Editing & Proofreading


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A brief presentation that serves more as an overview to the writing process than as a detailed step-by-step. I've found that participants want to know what to look for, not how to look for it.

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Editing & Proofreading

  1. 1. Editing & Proofreading Facilitated by Chris Friend The John Scott Dailey Florida Institute of Government at the University of Central Florida
  2. 2. IntroductionsNameDepartment in Orange Co.Job TitleWhy I’m here orWhat I hope to learnAny big editing oops orproofreading problem
  3. 3. Today’s AgendaImportance of ProofreadingTips for SuccessfulProofreadingProofreading SymbolsSpelling & VocabularyPunctuationReadability
  4. 4. Proofreading Pre-TestRead a paragraph once.Circle or underline every F.Count the number of Fs atthe end of each line.Add the lines for a totalcount.Turn to page 3
  5. 5. The ConsequencesResult of not proofing“In Their Own Words”How to fix:Guideline or rule?
  6. 6. Streamlined Writing Process1. Determine the outcome2. Identify the reader3. Write a messy draft4. Re-read & Revise5. Proofread your “final” draft
  7. 7. Successful ProofreadingDetermine Importance Urgency Confidence Publicity
  8. 8. Successful ProofreadingConsider Use your software Page numbering Auto-correct Styles Read backward Get a partner (not a gofer)
  9. 9. Foolproof Proofing1. Sense & Completeness2. Grammar & Usage3. Spelling & Typos4. Reading Backwards5. Capitalization & Punctuation
  10. 10. Document TypesDifferent documents requiredifferent proofreading tipsThe most annoyingelements need the mostattentionDifferent people havedifferent weaknesses
  11. 11. Color HuntAttention to detail64-color boxPage 8
  12. 12. Common Proofing Symbols ! transpose (swap)⋀! insert text or punct.blah ⁐! close up⋀!# insert space ¶! begin new paragraph⨀ insert period ! no new paragraph”⋁! insert apostrophe or quotation mark ≡! capitalize delete /! make lowercase
  13. 13. Proofreading Exercise Dear Mr. Blanton: is is in reply to your letter of Jan ,  about the benefits Mr. omas Kaiser is receiving for his disability retirement under the Civil Service Retirement System. To alleviate any financial hardship to Mr Kaiser while his claim was being processed monthly payments of . was authorized. When final approval of the award was made, his rate was established atTwenty-one Errors . a month comencing March , . His payments was then increased to . effictive April , . With a . per month deducktion for health benefits his current net rate is .. Mr.Can you find them all? Kayser had been paid all aniuty due to date. Future checks mailed to him on the first business day of the month. Any inconvenieince caused Mr. Kaiser is regreted. Sincerely Yours, Customer Service
  14. 14. Dear Mr. Blanton: , ~ ~ 1 Thishs in reply to your letter of January 28, 2-@out the2 benefits Mr. Thomas Kaiser is receiving for his disability retirement3 under the Civil Service Retirement System. ~4 To alleviate any financial hardship to ~ser while his claim ~ "~~5 was being proces@-onthly payments of$40.00~orized.6 When final approval of the award was made, his rate was established at7 .e"> a¢a, C~g ~ month ~4 March 4, 2---. His payments ~en ~~ . 0 ~~OO8 increased to $64.00 ~eDApril 30, 2---. With~er month Q .,~ -y"~9 de~n for health bene~ current net rate is $26.Q6. Mr. 08 ~~ Of!: ~IJ, ~ ••10 ~~en paid all ~due to date. Future chec~o ~ .11 him on the first ~ss day of the month. .12 Any inconve~~aUsed Mr. Kaiser is r@ ~13 Sincerel@S,~1
  15. 15. Spelling Ice-Breaker
  16. 16. FrequentlyConfused WordsEasy mistakes that spell check won’t catch
  17. 17. Frequently Confused Words a suggestion (it’s a thing)advice I need advice on buying ice. to help guide (it’s an action)advise You are wise. Can you advise?
  18. 18. Frequently Confused Words to influence (it’s an action) affect Will this affect our community? a result (it’s a thing) effect What effect will this have on us?
  19. 19. Frequently Confused Words to distribute allot Our team was allotted two hours. more than a little a lot Orlando has a lot of traffic. alot not a word
  20. 20. Alot Image courtesyHyperbole and a Half http://bit.ly/thealot
  21. 21. Frequently Confused Words smaller number (countable items) fewer I got fewer emails today! smaller amount (uncountable ideas) less There is less water in that puddle.
  22. 22. Frequently Confused Words distancefarther Tampa is farther away than Ocala. degreefurther I want to go further with my career.
  23. 23. Frequently Confused Words performing an action I I sent that email last week. being acted upon me She sent me another copy. acting reflexively (reflecting back)myself I hurt myself this morning.
  24. 24. Frequently Confused Words you performing an action &I You and I sent that email last week. you being acted upon & me She sent you and me another copy.you & not usedmyself
  25. 25. Frequently Confused Words contraction: “it is” it’s I think it’s too hot outside. possession: belonging to it its Florida is known for its sun.
  26. 26. Frequently Confused Wordslie 1 ¦lī¦ g ¦ lī-i ng ¦; past lay 1 ¦lā¦ verb¦(; past laid .¦lād¦) lān¦) lay ¦lā past part lain ¦ [ intrans. ] nverb ( lyin 1 a trans. ho or gently positio g rizontalesp.restin or to lie or [ ssume ]aput down, carefully : she laid the baby in his1 (of a person or animal) be in crib. face downward on the grass | I had e man lay ws ando n a supp orting surface : th [ trans. ] lay back on the pillo • og g y | Lilyprevent (something) from rising off the ground : there may ause I was gr been the odd light shower just to lay the dust. dow n for two hours bec have watched him. en on the table. a2 e :trans.k] lay op c [ a boo put down and set in position for use : it is advisable to have • (of a thing) rest flat on a surf your carpet laid rby lace. on) be buried laid.in a particula p a professional | figurative the groundwork for change had been es in ruins today | • (of a dead pers pt in a specified state : the church li ty. remain, or be ke set cutlery, crockery, lie emp 2 be, p lay utting homeless fam ilies into apartm •ents that would otherwiseand mats on (a table) in preparation for a mealb:eshe und the table for thees in meal. e or li fo laid : the solution evening a return to ct) resid• (often be laid with) cover (a surface) with objects or a substance : • (of something abstra al family values.” Use a different word. n ortiles.ection : th dir e small town “tradition spefloor d polaidowith the cifie was siti 3 (of a place ) be situated in a • make ready .(a trap) for someone : she wouldnt put it past him to lay a nor of Boston about ten milestrapth her. s viewpoint in a specified of Swampscott lies for observer • (of a scene ) extend from the• puterdam lies beforeforu(a fire) in place and arrange it. (set, put, placed, napped, reclined, the material yo . ere, and all of Amst r sustainable. direction : stand h ) be ad idea or o lay 4 • work out (anmissible suggestion) in detail ready for use or n, charge, or claim 4 La w (of an actio e) or fibbed, depending on meaning) presentation : Id like more time to lay my plans. lie noun (usu. the li • lay ich something lies. past of lie . n (in whsomething before). presentrds the information or suggestions to be 1 the way, dir ection, or positioconsidered omesacted st, esp bys(someone) : he laid before the House ball c and to re upon a rega • Golf the posi tion in which a golf for the establishment of the committee. proposals ease of the next shot. • (usu. be laid) a bird. (an episode in a play, novel, etc.) in a certain or locate la ce of co ver of an animal • the lair or p place : no one who knew the area could be in doubt where the scene was laid.
  27. 27. Frequently Confused Words to misplace lose Spelling makes me lose my mind. not tight loose This clamp is so loose it won’t hold.
  28. 28. Frequently Confused Words an actionpassed The car passed by. a description The car went past. past a time The trouble is in our past.
  29. 29. Frequently Confused Words comparison than I like blue more than green. time then Let’s chat, then do lunch.
  30. 30. Frequently Confused Words contraction: “they are”they’re Maybe they’re the experts. possession: belonging to them their They work with their hands. location: not here (& other uses) there Please park over there.
  31. 31. Frequently Confused Words number: between one and three two I see two paragraphs here. addition: “also” or excess too I see too many paragraphs, too. all other uses to I want to go to Lake Eola.
  32. 32. Frequently Confused Words describes action—how it’s done well You did your job very well. describes things—tells quality good You did a very good job.
  33. 33. Frequently Confused Words placeholder for actor who Who sent that to you? placeholder for acted upon whom You sent that to whom?
  34. 34. Frequently Confused Words contraction: “you are” you’re I think you’re working too much. possession: belonging to you your Is that your winning Lotto ticket?
  35. 35. Worrisome WordsNot caught by spell checkNeed attention to detailWork with a partner onpages 10–11, with onlyone rule: Do not guess.Figure it out or ask around.
  36. 36. Perplexing PunctuationApostrophes ’Brackets & Braces [ ] { }Colons :Commas ,Hyphens -Dashes – —Exclamation Points !Parentheses ( )Periods .Question Marks ?Quotation Marks “ ” ‘ ’Semicolons ;
  37. 37. Proofing With a PartnerAdvantagesAppropriate OpportunitiesCautionsGuidelines: Page 19Practice: Pages 20 & 21Humor: Page 22 (fold it)
  38. 38. Reading LevelsFocus on the readerKnow your audienceFind the Fog Index Avg words/sentence # words ≥ 3 syllables Add those, then ✕ 0.4
  39. 39. Thank you.
  40. 40. Thank you. Facilitated by Chris FriendThe John Scott Dailey Florida Institute of Government at the University of Central Florida 407–235–3960 | iog@mail.ucf.edu