Transcript Chapter One

Error-Free Documents
 Do not guess!
 Use a dictionary, thesaurus, or office
reference manual.
 Learn how to use online reference
resources.
 Proofread.
PP 1-2
The Dictionary
 Each entry word is bold-faced.
 Bold-faced dots separate the word into syllables.
 Pronunciation appears in parentheses after the
entry word.
 Accent marks indicate primary and secondary
stress on syllables.
 Abbreviations for parts of speech are in italics.
 Definitions are given for each part of speech.
PP 1-3a
The Dictionary
continued
Other information in dictionaries includes:
 Word histories—designate the sources of words
(derivation or etymology)
 Status labels—describe words that are no longer or never
were standard English
 Irregular grammatical forms such as the irregular forms of
the verb sit—sit, sat, sitting
 Abbreviations of words
 Synonyms—same meaning
 Antonyms—opposite meaning
PP 1-3b
Office Reference Manual
 Abbreviations
 Business document
formats
 Capitalization rules
 Commonly
misspelled and
misused words
 Grammar usage
 Number usage
PP 1-4a
Office Reference Manual
continued
 Proofreading and editing hints
 Punctuation rules
 Spelling rules
 Word division
 Written communication styles
PP 1-4b
Other References
Thesaurus
Company or
personal
guidesheets
• substitute words
• parts of speech
• company
recommendations
• personal trouble
areas
Electronic
dictionary or
thesaurus
• word selection
by user
PP 1-5
Types of Errors
Formatting Errors
 Page numbers, enumerations, agreement of labels
on illustrations and text references, spacing
Keyboarding Errors
 Transposed letters and figures, errors in typical
spots (missing syllables, double letters), zeros in
figures
Grammatical Usage
 Capitalization, punctuation, sentence structure,
slang or trite expressions, overused words, accurate
choice of words
PP 1-6
Proofreading Procedures
Alone
With Another Person
• Read from right to left.
• Read copy word for word.
• Decrease your rate of
reading.
• Proofread when there is
less noise and activity.
• Proofread after a break.
• Have one person read the
original; have the second
person check the new copy.
• Read all capital letters and
marks of punctuation.
• Ask a coworker to
proofread your work.
PP 1-7
Electronic Proofreading
 Proofread in blocks.
 Use the spell checker and grammar checker.
 Check references to page numbers within the text
if you revise or move copy.
 Visualize the finished product.
 Add words to your software dictionary.
 Take frequent breaks to rest your eyes.
PP 1-8
Proofreaders’ Marks
PP 1-9
Spelling Improvement Techniques
Maintain a troublesome words list.
Be aware of exceptions to the rules (mispronounced
words or confusing spellings of words).
Take advantage of the school’s learning resource
center.
Memorize troublesome words.
Use mnemonic devices (memory device).
Think of a goose with a feather loose.
Study spelling rules.
Use a dictionary.
PP 1-10