When one is in a creative state, rarely can one also be in a detail
state. Thus, mistakes in correct grammar, spelling and continuity of
all details may happen. Also, proofreading our own work can be very
difficult for all of us.
This is because the same mental processes that went into composition are
the ones we use to correct our work. Hence, so many websites are
launched every year, but so many of them fail to work perfectly, as
these sites have not been tested with a Proofreader's fresh eyes and
impartial knowledge of English.
Proofreading and Copyediting process involves reading the content
for English grammar, spelling, story, flow and understandability. It
also involves checking consistency in visual design, testing links,
and ensuring accurate reading. Let us now discuss about some points
for Proofreading and Editing Websites and Online Documents.
Tips for Editing Websites and Online Documents:
1) Create consistent text formatting:
Check whether the overall "look" of text on a page presents any
obvious problems with various common fonts and type sizes. At this
stage of the process, basic HTML skills are very valuable to the
online editor in order to go into the HTML document and make minor
changes directly, if required.
2) Check that colors are applied consistently throughout the work:
Watch out for arbitrary shifts in color. If link colors are
specified in your HTML document, check that these colors are applied
consistently throughout the work.
3) See whether links are working and going to the correct
destinations:
Manually check all or most links to ensure that all links lead where
they promise.
4) Ensure that text is readable:
Avoid "overabbreviation". Use only standard, easily read symbols
etc.
5) Check that identifying information is present and consistent
6) Correct errors in grammar and spelling:
Check for Subject-verb agreement, Sentence fragments, Run-on
sentences and other obvious grammatical errors. In case of checking
spelling errors, read what is actually on the page, not what you
think is there.
7) Check for punctuation:
Punctuation error is the most common mistake people tend to make.
There are various books available on correct punctuation. If you are
not confident in case of punctuation, get a book for your guidance.
8) Make sure names are spelled correctly:
The single most important mistake is the misspelling of names. Going
to whatever length needed to see that names and titles are correct
is important.
9) Look the content from the reader's point of view:
Reading the story completely through the first time, without marking
or changing anything. That's the way the reader is going to read the
story, and that's the way the copy editor should read it, too.
10) Look for answers:
When editing a story for the first time, looking for answers to the
following questions is important:- Is this a complete story? Does it
consist of important facts? Does it give all of the necessary
information to the reader? Are the quotes interesting? Any
information or necessary quotations are missing? Does the writer
omit information on the assumption that the reader already knows it?
Does the story read smoothly? Does the information flow from one
paragraph to the next? Do the quotes add to and support the previous
information? Are the facts and quotes in descending order of
importance?
11) Make sure the text is optimized for search engine rankings:
Check whether META tags (for description and keywords), Title tag
and Image Alt tag have been used appropriately for the website
content. Your text should also contain the main and related
keywords/ phrases for your online content. This will make the
audience find your content on the Internet.
The basic processes are much the same for online documents and print
media - checking for correctness (spelling, grammar, and
punctuation), consistency of capitalization and other mechanics,
accuracy of information, and completeness. Creating consistent text
formatting, checking consistency in visual design, testing for
proper working of website links, knowledge of HTML and its
application (when required) are the additional responsibilities for
an online editor.
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