Title: Quick Tips: Proofreading
Date: June 4, 2013
Presented by Jan Stallard
To view the recorded version of this workshop, please click this link:
http://khe2.adobeconnect.com/p35h9zv6cwb/
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Proofreading is an essential part of writing. More often we’re communicating
through writing, whether it be at school, at work, or in our personal lives. Our
writing—and its correctness—is essential to presenting our message clearly
and confidently. While technology has certainly helped us find errors, it can
create a false confidence. This presentation will guide you through best
practices for using technology to proofread, as well as common proofreading
concerns and techniques for eliminating them.
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Misused words are common errors because spell-check doesn’t always flag
them, our eyes tend to glance over them since they are misused and not
misspelled, and we may not even be sure of the differences between a pair like
“effect” and “affect.”
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Microsoft Word includes a built-in spell and grammar check; you’ll notice Word
also flags potential errors in green, red, and blue.
Spell check is ideal for . . .
Typos
Spelling mistakes
A first pass of your work
*Be on the lookout for red underlines; Word uses them to flag potential spelling
errors.
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Because many words depend on context, it’s essential to develop your
proofreading eye. Depending entirely on technology isn’t sufficient. Consider
how jargon can affect the mix, too. For instance, we’re all familiar with the word
“therefore,” but “therefor” is used in legal discussions. We need to know which
word is correct given the situation since spell check won’t differentiate.
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The English language is full of words that sound alike and look alike but have
different meanings. Spell check won’t necessarily catch errors in their usage.
Homophones—words that sound the same but have different spellings
Homonyms—words that sound the same but which have the same spelling.
However, they have different meanings.
Since the words sound alike but have different meanings, homophones won’t
usually be caught by spell check.
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1. Most stores (except/accept) American Express.
2. The (affect/effect) of the storm was frightening.
3. Carmen is (already/all ready) in class.
4. Marcus is under the (allusion/illusion) that he is famous.
When we’re reading for error or given the option to choose between choices,
making a correction can seem simple. For instance, #s 1, 2, and 4 are accept,
effect, and illusion, respectively. Number 3 does not have a purely correct
answer since either word could technically be correct. It’s up to us to
communicate the right message.
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How many times have these words tripped you up?
affect vs. effect
elicit vs. illicit
there, their, they're
lead vs. led
too, two, to
may be vs. maybe
then vs. than
principal vs. principle
loose vs. lose
desert vs. dessert
If you know you’re apt to make an error, you can be on the lookout for it. This is
a wise technique not only for commonly misused words but for any other
spelling or grammar error that tends to trip you up.
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Because we may be trained to find errors, we tend to skim and scan work. Not
reading for context will lead to trouble. In this paragraph, you’ll find errors in
every sentence—except the final sentence. Because we get into a pattern of
finding errors, it’s tempting to force an error in the final sentence. However,
“lose” is correct and should be left as is.
Cites like Wikipedia are notoriously unreliable. Charges of liable and plagiarism
have been brought forth even though it doesn’t appear Wikipedia knew this was
elicit. They’re planning to update their policies and procedures, but who knows
when these principals will go into effect. Whose planning on policing them and
insuring their information is correctly and legally posted? They may lose
funding if such standards are impossible to maintain.
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Working smarter and not harder is a huge benefit of technology. While nothing
replaces the nuance of a human proofreader, we can customize Word to adapt
to our writing and proofreading needs. Customizing how we want Word to deal
with spelling and punctuation helps us to be more efficient.
Add words to the dictionary (jargon, names, places)
Choose how spelling and punctuation errors are flagged
Choose style errors you want detected
Link to Microsoft Word’s help feature on customization:
http://office.microsoft.com/en-us/word-help/select-grammar-and-writing-styleoptions-HP010147712.aspx
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In a Word document, choose the “Review” tab and then find the “Proofing”
section on the left of the screen. Choose Spelling and Grammar check to
review your document. From there choose “Options.”
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Once you choose options, you’ll find several areas for customizing how you
want Spell and Grammar check to work.
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If I choose “Custom Dictionaries,” I can add words that I don’t want Word to flag
as potential errors. This can be helpful for names and places and also jargon
that may not be included in the standard dictionary.
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Grammar Settings provides customization that extends to style. Note that you
can choose a host of options that will flag potential problems in your work. In
this example, sentence length and use of first person are chosen. The
customization can be changed by clicking the appropriate box.
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The best time to request a paper review in the Kaplan University Writing Center
is after you have written your first draft. When you come to us early, we can
help you the most by helping you with the structure of your paper. Many
students send papers at the last minute because they want us to proofread their
paper. However, KUWC writing tutors do not proofread the paper for you; we
want to help you learn to write and proofread your own papers. Since you can
send work to the Writing Center six (6) times a term, you can submit a first draft
and then submit a later draft if you need further help on an assignment.
If you need help before you write the first draft, you may use live tutoring.
During live tutoring, you can ask questions and brainstorm with a tutor. Live
tutors can help you with other stages in the paper writing process as well.
Come visit us. We can be found under the My Studies tab, then under
Academic Support Center.
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On the main Academic Support Center page, you will see the Writing Center
links. These include Writing Tutor, Paper Review and Q&A Service, Writing
Reference Library, Citation Guidelines, Writing Workshops, and other important
resources. Notice that you can access the Kaplan Guide to Successful Writing
on the right hand side in both print and audio form. Come visit us!
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Workshops are recorded and recording links, with an accompanying
PowerPoint or a handout, are posted on the Writing Center Workshops page 2
business days after a workshop has taken place.
For information about the Writing Center workshop series, please contact
Melody Pickle [email protected]
For information about this particular workshop, please contact Jan Stallard
[email protected]
Kaplan University Writing Center: [email protected]
Facebook: https://www.facebook.com/KaplanUniversityWritingCenter
Twitter: http://twitter.com/kuwc
Blog: KUWCNews: http://kuwcnews.wordpress.com/
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