Editing & Proofreading Facilitated by Chris Friend The John Scott Dailey Florida Institute of Government at the University of Central Florida
Introductions Name Department in Orange Co. Job Title Why I’m here or What I hope to learn Any big editing oops or proofreading problem
Today’s Agenda Importance of Proofreading Tips for Successful Proofreading Proofreading Symbols Spelling & Vocabulary Punctuation Readability
Proofreading Pre-Test Read a paragraph once . Circle or underline every F . Count the number of Fs at the end of each line. Add the lines for a total count. Turn to page 3
The Consequences Result of not proofing “In Their Own Words” How to fix: Guideline or rule?
Streamlined Writing Process 1. Determine the outcome 2. Identify the reader 3. Write a messy draft 4. Re-read & Revise 5. Proofread your “final” draft
Successful Proofreading Determine Importance Urgency Confidence Publicity
Successful Proofreading Consider Use your software Page numbering Auto-correct Styles Read backward Get a partner (not a gofer)
Foolproof Proofing 1. Sense & Completeness 2. Grammar & Usage 3. Spelling & Typos 4. Reading Backwards 5. Capitalization & Punctuation
Document Types Different documents require different proofreading tips The most annoying elements need the most attention Different people have different weaknesses
Color Hunt Attention to detail 64-color box Page 8
Common Proofing Symbols ⋀ insert text or punct. transpose (swap) blah ⋀ ⁐ insert space close up # ⨀ insert period ¶ begin new paragraph ” ⋁ insert apostrophe or no new paragraph quotation mark ≡ capitalize delete
Proofreading Exercise Dear Mr. Blanton: Ti is is in reply to your letter of Jan 28, 2010 about the bene fi ts Mr. Ti omas Kaiser is receiving for his disability retirement under the Civil Service Retirement System. To alleviate any fi nancial hardship to Mr Kaiser while his claim was being processed monthly payments of $40.00 was authorized. When fi nal approval of the award was made, his rate was established at Twenty-one Errors 61.00 a month comencing March 4, 2009. His payments was then increased to $64.00 e ffi ctive April 30, 2009. With a 37.93 per month deducktion for health bene fi ts his current net rate is $26.06. Mr. Can you find them all? Kayser had been paid all aniuty due to date. Future checks mailed to him on the fi rst business day of the month. Any inconvenieince caused Mr. Kaiser is regreted. Sincerely Yours, Customer Service
PROOFREAD There are 21 errors in the following letter. Correct them by checking punctuation, spelling, capitalization, numbers, omissions, verb tenses, typos, and grammar. Dear Mr. Blanton: , ~ ~ 1 Thishs in reply to your letter of January 28, 2-@out the 2 benefits Mr. Thomas Kaiser is receiving for his disability retirement under the Civil Service Retirement System. 3 ~ To alleviate any financial hardship to ~ser 4 while his claim ~ "~~ was being proces@-onthly payments of$40.00~orized. 5 When final approval of the award was made, his rate was established at 6 .e"> ¢a, ~4 ~~ 7 ~ a month C~g March 4, 2---. His payments ~en ~~OO . 0 8 increased to $64.00 ~eDApril 30, 2---. With~er month -y"~ Q' .,~ 9 de~n for health bene~ current net rate is $26.Q6. Mr. 0\8 ~~ Of!: ~IJ, ~ •• 10 ~~en paid all ~due to date. Future chec~o \~ . day of the month. 11 him on the first ~ss . Any inconve~~aUsed Mr. Kaiser is r@ ~ 12 Sincerel@S,~1 13 b~~),. rY! S S - A~·a.~~~~ V)~ ",,,, e7 v • • • • • ~ -/
Spelling Ice-Breaker
Frequently Confused Words Easy mistakes that spell check won’t catch
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?
Frequently Confused Words to influence (it’s an action) a ff ect Will this a ff ect our community? a result (it’s a thing) e ff ect What e ff ect will this have on us?
Frequently Confused Words to distribute allot Our team was allotted two hours. more than a little a lot Orlando has a lot of tra ffi c. alot not a word
Alot Image courtesy Hyperbole and a Half http://bit.ly/thealot
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.
Frequently Confused Words distance farther Tampa is farther away than Ocala. degree further I want to go further with my career.
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.
Frequently Confused Words you performing an action You and I sent that email last week. & I you being acted upon She sent you and me another copy. & me you & not used myself
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.
Frequently Confused Words lay 1 |lā| lie 1 |lī| verb ( lying |ˈlī-i ng | ; past lay |lā| ; past part. lain |lān| ) [ intrans. ] verb ( past laid |lād| ) 1 (of a person or animal) be in or assume a horizontal or resting position 1 [ trans. ] put down, esp. gently or carefully : she laid the baby in his on a supporting surface : the man lay face downward on the grass | I had to lie crib. down for two hours because I was groggy | Lily lay back on the pillows and • [ trans. ] prevent (something) from rising off the ground : there may have been the odd light shower just to lay the dust. • (of a thing) rest flat on a surface : a book lay open on the table. watched him. 2 [ trans. ] put down and set in position for use : it is advisable to have • (of a dead person) be buried in a particular place. your carpet laid by a professional | figurative the groundwork for change had been 2 be, remain, or be kept in a specified state : the church lies in ruins today | laid. putting homeless families into apartments that would otherwise lie empty. lay • set cutlery, crockery, and mats on (a table) in preparation for a meal • (of something abstract) reside or be found : the solution lies in a return to : she laid the table for the evening meal. Use a di ff erent word. • (often be laid with ) cover (a surface) with objects or a substance : 3 (of a place) be situated in a specified position or direction : the small town “traditional family values.” the floor was laid with tiles. of Swampscott lies about ten miles north of Boston. • make ready (a trap) for someone : she wouldn't put it past him to lay a • (of a scene) extend from the observer's viewpoint in a specified trap for her. ( set, put, placed, napped, reclined, direction : stand here, and all of Amsterdam lies before you. • put the material for (a fire) in place and arrange it. 4 Law (of an action, charge, or claim) be admissible or sustainable. • work out (an idea or suggestion) in detail ready for use or lay 4 or fibbed, depending on meaning) presentation : I'd like more time to lay my plans. noun (usu. the lie ) the way, direction, or position in which something lies. lie past of lie 1 . • ( lay something before ) present information or suggestions to be • Golf the position in which a golf ball comes to rest, esp. as regards the considered and acted upon by (someone) : he laid before the House proposals for the establishment of the committee. ease of the next shot. • the lair or place of cover of an animal or a bird. • (usu. be laid ) locate (an episode in a play, novel, etc.) in a certain place : no one who knew the area could be in doubt where the scene was laid.
Frequently Confused Words to misplace lose Spelling makes me lose my mind. not tight loose This clamp is so loose it won’t hold.
Frequently Confused Words an action passed The car passed by. a description The car went past. past a time The trouble is in our past.
Frequently Confused Words comparison than I like blue more than green. time then Let’s chat, then do lunch.
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.
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.
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.
Frequently Confused Words placeholder for actor who Who sent that to you? placeholder for acted upon whom You sent that to whom?
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?
Worrisome Words Not caught by spell check Need attention to detail Work with a partner on pages 10–11 , with only one rule: Do not guess . Figure it out or ask around.
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