Date post: | 04-Dec-2014 |
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Editing & ProofreadingFacilitated 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 orWhat 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
DetermineImportance
Urgency
Confidence
Publicity
Successful Proofreading
ConsiderUse 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.
⋀! insert space
⨀ insert period
⋁! insert apostrophe orquotation mark
delete
! transpose (swap)
⁐! close up
¶! begin new paragraph
! no new paragraph
≡! capitalize
/!make lowercase
blah
”
#
Proofreading Exercise
Twenty-one Errors
Can you find them all?
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 at
. 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.
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
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
3 under the Civil Service Retirement System.~
To alleviate any financial hardship to ~ser while his claim~ "~~
was being proces@-onthly payments of$40.00~orized.
When final approval of the award was made, his rate was established at.e"> ¢a, ~4 ~~~ a month C~g March 4, 2---. His payments ~en
. 0 ~~OOincreased to $64.00 ~eDApril 30, 2---. With~er month
Q' .,~ -y"~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
\~ .
him on the first ~ss day of the month. .
Any inconve~~aUsed Mr. Kaiser is r@ ~
Sincerel@S,~1
4
5
6
7
8
11
12
13
b~~),.rY!SS -
A~·a.~~~~V)~ ",,,,v ••••• ~ e7-/
Spelling Ice-Breaker
Frequently Confused
WordsEasy mistakes that spell
check won’t catch
Frequently Confused Words
advice
advise
a suggestion (it’s a thing)I need advice on buying ice.
to help guide (it’s an action)You are wise. Can you advise?
Frequently Confused Words
affect
effect
to influence (it’s an action)Will this affect our community?
a result (it’s a thing)What effect will this have on us?
Frequently Confused Words
allot
a lot
alot
to distributeOur team was allotted two hours.
more than a littleOrlando has a lot of traffic.
not a word
AlotImage courtesy
Hyperbole and a Half http://bit.ly/thealot
Frequently Confused Words
fewer
less
smaller number (countable items)I got fewer emails today!
smaller amount (uncountable ideas)There is less water in that puddle.
Frequently Confused Words
farther
further
distanceTampa is farther away than Ocala.
degreeI want to go further with my career.
Frequently Confused Words
I
me
myself
performing an actionI sent that email last week.
being acted uponShe sent me another copy.
acting reflexively (reflecting back)I hurt myself this morning.
Frequently Confused Words
you & Iyou
& meyou & myself
performing an actionYou and I sent that email last week.
being acted uponShe sent you and me another copy.
not used
Frequently Confused Words
it’s
its
contraction: “it is”I think it’s too hot outside.
possession: belonging to itFlorida is known for its sun.
Frequently Confused Words
lay
lie
Use a different word.
(set, put, placed, napped, reclined, or fibbed, depending on meaning)
Use a different word.
(set, put, placed, napped, reclined, or fibbed, depending on meaning)
lay 1 |lā|verb ( past laid |lād|)1 [ trans. ] put down, esp. gently or carefully : she laid the baby in his crib.• [ trans. ] prevent (something) from rising off the ground : there may have been the odd light shower just to lay the dust.2 [ trans. ] put down and set in position for use : it is advisable to have your carpet laid by a professional | figurative the groundwork for change had been laid.• set cutlery, crockery, and mats on (a table) in preparation for a meal : she laid the table for the evening meal.• (often be laid with) cover (a surface) with objects or a substance : the floor was laid with tiles.• make ready (a trap) for someone : she wouldn't put it past him to lay a trap for her.• put the material for (a fire) in place and arrange it.• work out (an idea or suggestion) in detail ready for use or presentation : I'd like more time to lay my plans.• ( lay something before) present information or suggestions to be considered and acted upon by (someone) : he laid before the House proposals for the establishment of the committee.• (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.
lay 4
past of lie 1 .
lie 1 |lī|
verb ( lying |ˈlī-i ng |; past lay |lā|; past part. lain |lān|) [ intrans. ]
1 (of a person or animal) be in or assume a horizontal or resting position
on a supporting surface : the man lay face downward on the grass | I had to lie
down for two hours because I was groggy | Lily lay back on the pillows and
watched him.
• (of a thing) rest flat on a surface : a book lay open on the table.
• (of a dead person) be buried in a particular place.
2 be, remain, or be kept in a specified state : the church lies in ruins today |
putting homeless families into apartments that would otherwise lie empty.
• (of something abstract) reside or be found : the solution lies in a return to
“traditional family values.”
3 (of a place) be situated in a specified position or direction : the small town
of Swampscott lies about ten miles north of Boston.
• (of a scene) extend from the observer's viewpoint in a specified
direction : stand here, and all of Amsterdam lies before you.
4 Law (of an action, charge, or claim) be admissible or sustainable.
noun (usu. the lie)
the way, direction, or position in which something lies.
• Golf the position in which a golf ball comes to rest, esp. as regards the
ease of the next shot.
• the lair or place of cover of an animal or a bird.
Frequently Confused Words
lose
loose
to misplaceSpelling makes me lose my mind.
not tightThis clamp is so loose it won’t hold.
Frequently Confused Words
passed
pastpast
an actionThe car passed by.
a descriptionThe car went past.
a timeThe trouble is in our past.
Frequently Confused Words
than
then
comparisonI like blue more than green.
timeLet’s chat, then do lunch.
Frequently Confused Words
they’re
their
there
contraction: “they are”Maybe they’re the experts.
possession: belonging to themThey work with their hands.
location: not here (& other uses)Please park over there.
Frequently Confused Words
two
too
to
number: between one and threeI see two paragraphs here.
addition: “also” or excessI see too many paragraphs, too.
all other usesI want to go to Lake Eola.
Frequently Confused Words
well
good
describes action—how it’s doneYou did your job very well.
describes things—tells qualityYou did a very good job.
Frequently Confused Words
who
whom
placeholder for actorWho sent that to you?
placeholder for acted uponYou sent that to whom?
Frequently Confused Words
you’re
your
contraction: “you are”I think you’re working too much.
possession: belonging to youIs 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.
Perplexing Punctuation
Apostrophes ’Brackets & Braces [ ] { }Colons :Commas ,Hyphens -Dashes – —Exclamation Points !Parentheses ( )Periods .Question Marks ?Quotation Marks “ ” ‘ ’Semicolons ;
Proofing With a Partner
Advantages
Appropriate Opportunities
Cautions
Guidelines: Page 19
Practice: Pages 20 & 21
Humor: Page 22 (fold it)
Reading Levels
Focus on the reader
Know your audience
Find the Fog IndexAvg words/sentence
# words ≥ 3 syllables
Add those, then ✕ 0.4
Thank you.
Thank you.Facilitated by Chris Friend
The John Scott Dailey Florida Institute of Government at the University of Central Florida
407–235–3960 | [email protected]