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Copyediting and Proofreading:

Some BasicsBarbara Gastel, MD, MPH

Texas A&M University

Knowledge Community Editor,AuthorAID @ INASP

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www.authoraid.info

http://www.authoraid.info/http://www.authoraid.info/

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Overview

Definitions

Copyediting: reasons, levels, tasks, tools,

advice, resources

Proofreading: purposes, types, things to look

for, ways to indicate changes, advice

Characteristics of good copyeditors and goodproofreaders

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Definitions

Copyediting (also called manuscript editing)

revision of material written by others to

increase its suitability for publication or

distribution

Proofreadingcorrection of typographical and

other errors in written material before it is

published or distributed

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Copyediting

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Reasons to Copyedit:

The 4 (or 5) Cs

Clarity (defined in terms of the intended reader)

Correctness Of grammar, spelling, punctuation, usage

Of facts Conciseness (briefness)(saves reader time,

saves publisher space)

Consistency

Within a manuscript With the publications style

(Courtesyrespectful wording)

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Whom does the copyeditor serve?

At least 3 constituencies:

Reader

Author

Publisher

Ideally, reader comes first

Should try to serve the interests of all

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Levels of Editing

Light editinglimited largely to correctingmechanical problems (such as errors ingrammar, spelling, punctuation, and reference

format) Medium editingalso can include, for

example, making wording more concise andimproving sentence structure

Heavy editingcan include, for example,reorganizing a document or rewriting part of it

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Levels of Editing: Some Notes

Tends to be a continuum

Boundaries can vary

Underlying concepts to remember

Existence of various extents of editing

Helpfulness of determining early what extent ofediting is desired

Level of editing doesnt mean how manyeditorial changes were made; something canbe lightly edited but contain many corrections

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Microediting and Macroediting

Microeditingfocuses on small-scale aspects

of a manuscriptfor example, grammar,

spelling, and punctuation

Macroeditingdeals with large-scale aspects

of a manuscriptfor example, the overall

structure

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Copyediting:

Some Examples of Common Tasks

Correcting errors in grammar, spelling,punctuation, and usage

Making sure the specified style and format are

followed Making wording clearer, more concise, and

more graceful

Making language by non-native speakers moreidiomatic

Checking logic

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Copyediting:

More Examples of Common Tasks

Improving the organization of the manuscript

and its parts

Improving the design of tables

In some cases, inserting instructions for

typesetting or posting

Querying the author when information is

needed to ensure that the writing is clear,

correct, and consistent

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Querying

Definition: asking the author questions

Some items to query about

Missing information

Inconsistencies (for instance, between table and text)

Ambiguities

Possible inaccuracies (for example, unusual spellings)

Revisions that might change meaning

Something not to query about: routine editorial

changes

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Possible Formats for Querying

Attaching paper tags or self-adhesive notes

Writing notes by hand in the margin

Inserting queries in textfor example: Using the Comments feature in Track Changes

Inserting the queries in the text, for example in

boldface or in a different color

Providing a separate list of queries

Combining two or more of these methods

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Some Advice on Querying

Use wording that helps elicit the needed

information:

Not: Is this correct?

But: These numbers dont seem to add up.

Please check them and make any needed

corrections.

Word queries concisely. Word queries politely and respectfully.

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Some Tools

Dictionaries

General

Specialized (for example, medical dictionaries)

Other reference works in the journals field

Online resources

OneLook Dictionary Search (www.onelook.com)

Various sources for fact checking

Other

http://www.onelook.com/http://www.onelook.com/

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More Tools

Style manuals

Style sheets

For a journal as a whole

For specific manuscripts

Other

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Style Manuals

The ACS (American Chemical Society) Style Guide

AMA (American Medical Association) Manual ofStyle

The Chicago Manual of Style The MLA (Modern Language Association) Style

Manual and Guide to Scholarly Publishing

Publication Manual of the American Psychological

Association Scientific Style and Format

Other

http://pubs.acs.org/page/books/styleguide/index.htmlhttp://www.us.oup.com/us/companion.websites/9780195176339/toc/?view=usa&view=usahttp://www.us.oup.com/us/companion.websites/9780195176339/toc/?view=usa&view=usahttp://www.press.uchicago.edu/cgi-bin/hfs.cgi/00/15542.ctlhttp://www.mla.org/store/CID29/PID341http://www.mla.org/store/CID29/PID341http://www.apastyle.org/manual/index.aspxhttp://www.apastyle.org/manual/index.aspxhttp://www.resourcenter.net/Scripts/4Disapi07.dll/4DCGI/store/item.html?Action=StoreItem&Item=13693&LoginPref=1http://www.resourcenter.net/Scripts/4Disapi07.dll/4DCGI/store/item.html?Action=StoreItem&Item=13693&LoginPref=1http://www.apastyle.org/manual/index.aspxhttp://www.apastyle.org/manual/index.aspxhttp://www.mla.org/store/CID29/PID341http://www.mla.org/store/CID29/PID341http://www.press.uchicago.edu/cgi-bin/hfs.cgi/00/15542.ctlhttp://www.us.oup.com/us/companion.websites/9780195176339/toc/?view=usa&view=usahttp://www.us.oup.com/us/companion.websites/9780195176339/toc/?view=usa&view=usahttp://pubs.acs.org/page/books/styleguide/index.html

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Some Advice on Copyediting

Make changes only if you can state reasons forthem.

Dont over-copyedit. (If an item is clear, correct,

concise, consistent, and courteous, leave it as is,even if you would have said it another way.)

If in doubt, check.

Review the piece of writing more than once.

Keep learning.

Enjoy copyediting! It can be fun and satisfying.

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Some Resources

The Copyeditors Handbook, 2nd edition, by Amy

Einsohn. University of California Press, 2005.

Editing and Publication: A Training Manual, by Ian

Montagnes. International Rice Research Institute,1991.

Posted on Google Books and at

books.irri.org/getpdf.htm?book=9712200094 Also available through the AuthorAID website

(www.authoraid.info)

http://www.ucpress.edu/books/pages/8429001.phphttp://books.irri.org/getpdf.htm?book=9712200094http://www.authoraid.info/http://www.authoraid.info/http://books.irri.org/getpdf.htm?book=9712200094http://books.irri.org/getpdf.htm?book=9712200094http://books.irri.org/getpdf.htm?book=9712200094http://www.ucpress.edu/books/pages/8429001.php

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Proofreading

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Some Purposes of Proofreading

To correct typographical errors

To correct serious errors somehow not

corrected during copyediting

To correct some kinds of page-layout

problems

Other

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Types of Proofreading

Comparison: compare current version (livecopy) and previous version (dead copy)possible approaches:

One person (looking back and forth) One person plus voice recorder

Two people (with one person reading aloud)

Other

Noncomparison: proofread without looking atprevious version

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Proofreading:

Some Things to Look ForMain Source:

Proofreading by Russ Sprague. In: Essays for

Biomedical Communicators: Volume 2 ofSelected AMWA Workshops. American MedicalWriters Association, 1997.

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Some Things to Look For

Typographical errors

Errors in grammar and punctuation

Deviations from the requested editorial style

Inconsistencies in editorial style

Inconsistencies in information

Mechanical problems (smudged type, misaligned

type, etc) Incorrect typefaces or type sizes

Spacing errors

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More Things to Look For

Problems in positioning (for example, of pagenumbers or running heads)

Failure to update material in template (for

example, issue numbers) Widows (single lines of text at tops of

columns)

Orphans (single lines of text at bottoms ofcolumns)

Consistency between captions and figures

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Still More Things to Look For

Omissions

Errors in alphabetical or numerical sequence

Incorrect cross-references

Incorrect arithmetic

Poor appearance of graphics

Poor appearance of tables

Poor spacing of type (for example, rivers orlakes)

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Some Ways to Indicate Changes

By hand

Use standard proofreading marks (available in manyreference works and, for example, at www.merriam-webster.com/mw/table/proofrea.htm) .

Clearly mark both the text and the margin.

Circle instructions.

Electronicallyfor example on a PDF file

Mark changes in text.

Highlight changes that might not be noticed.

Use the comment feature.

http://www.merriam-webster.com/mw/table/proofrea.htmhttp://www.merriam-webster.com/mw/table/proofrea.htmhttp://www.merriam-webster.com/mw/table/proofrea.htmhttp://www.merriam-webster.com/mw/table/proofrea.htmhttp://www.merriam-webster.com/mw/table/proofrea.htm

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Some Advice on Proofreading

Find out and follow the editorial style.

Consider using a checklist.

Review the document more than once.

Query if necessary.

Dont make excessive changes (proofreading isntcopyediting). Proofreaders mainly delete, insert,replace, and transposenot rewrite.

Keep learning.

Enjoy proofreading! It can be fun and satisfying.

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Some Characteristics

of Good Copyeditors

and Good Proofreaders

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Some Characteristics of a Good Editor(from Editing and Publication, by Ian Montagnes)

reads widely and has great curiosity

can analyze a manuscript even when the subject is unfamiliar, spotdifficulties, and suggest solutions

is tactful and persuasive in working with authors

is enthusiastic about work and can inspire enthusiasm in others

has good judgment about what is important and what isnt

has a sensitive understanding of language

keeps secrets

shows initiative

is resourceful and enjoys solving problems

cares about details

does everything possible to meet schedules

understands what happens to a manuscript after it leaves the editorialdepartment: design, production, distribution

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Characteristics of Good Proofreaders

(from Proofreading by Russ Sprague)

Excellent memory

Understanding of and eye for linguistic andtypographical detail

Thorough understanding of grammar, punctuation, and

sentence structure Excellent spelling ability

Good judgment, tact, and diplomacy; sensitivity todeadlines and issues

Technical knowledge about type, page design, printing

Persistence

A sense of humor

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Thank you!