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

Founder of National Proofreading Day

Judy@TheOfficePro.net