What’s the easiest way to proofread a document?
If proofreading your company's annual report or internal documents makes you yawn out loud (or inwardly, if your boss is watching), you’ll be relieved to know there are at least six ways to make the job easier. Read on.
Format first!
Formatting a messy Word document before you start can make a huge difference to your sanity.
Start by making the text the same size, font and colour. Then, add paragraph spaces and put headings in bold. Your document is already 50% better than when you opened it. Ta-da!
Tackle one issue at a time
Like many things in life, focusing on one issue at a time can make the whole experience seem much less daunting.
If you’re staring down the barrel of a loooong document, start with something easy like proofreading headings or checking that the Table of Contents lines up with the correct page numbers. Tackle call-out boxes or image descriptions next.
Working through the separate ‘bits’ of your document is a thorough way to proofread, especially if you don’t have access to the digital version (in which case, my thoughts are with you).
If you’ve got a million things on your to-do list, spending a couple of hours proofreading will probably have you grinding your teeth. For long documents, set a page goal each day (or for the morning and afternoon) instead of trying to rush through the lot in one session.
CTRL + F
If you haven’t already heard, the CTRL + F function is like a proofreading superpower.
‘F’ literally means ‘FIND’ which, when you’re in proofreading mode, is like having a brilliant little assistant at your fingertips.
Hit CTRL + F and use the search bar to find specific words or phrases and eliminate cross-eyed scrolling.
CTRL + H
CTRL + H is a bit like CTRL + F’s big sister. Use this baby to quickly find and replace any consistently incorrect words. E.g., a name that is missing a capital letter, dates that should be formatted a certain way, and commonly misspelled words.
Don’t forget headings
Take it from me; you want to avoid your company report being sent to the printer with ‘insert heading here’ on the first page. Check all of your headings (not just the H1s)!
Found this useful? Remember to save for later. Or, as someone who enjoys getting out the red pen, send any extra proofreading tips my way. I'd love to read them.
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