Join us for National Proofreading Day

Join us on Facebook or Twitter to learn proofreading tips, to trade your horror stories, and to share how you saved the day by finding an error.

Thursday, February 9, 2012

Proofreading Tip: Proofreading on the Computer Screen

Proofreading a printed document is easier than proofreading on the computer screen, although printing every document wastes so much paper. I love these reminders to be more green--have you seen them on people’s e-mails?

Word has several features to make on-screen proofreading easier:

Use the Zoom feature to help make the text bigger, especially to distinguish between those small punctuation marks. Is it a period or a comma? (Where are my glasses?)

In versions 2007 and 2010, the Zoom control is in the lower right corner of the status bar. Slide the marker to the right or left to increase or decrease the text.
Zoom control for 2007 and 2010
In 2003 version, the Zoom button is on the Standard toolbar.  Click the arrow to select an option, or click in the box to enter a custom percentage.
Zoom button for 2003

Text Highlight Color button
Select text that you want to double-check for accuracy or to review later with the Text Highlight Color tool.  The Text Highlight Color button is in the Font grouping on the Home tab ribbon in versions 2007 and 2010; the Highlight button is on the Formatting toolbar in version 2003. Also, create a sticky note as a reminder of what to do (use keyboard shortcut, CTRL+ALT+M).

Change your document to double-spacing for easy reading: Press CTRL+A to select the entire document; then, press CTRL+2 to double-space the document. (Press CTRL+1 to return to single spacing.)

See, it's easy to be green.

Judy Beaver, The Office Pro

1 comment:

  1. Knowing MS word shortcuts has proven helpful for me,too. Wish this was taught in technical writing class back in high school. - Layce of business proofreading.