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Proofreading for Profits


How to avoid mistakes that undermine your credibility

You're probably already familiar with the spell checker built into your software. Some work automatically as you type, others only run when you activate them.

Spell checking is just the start of your proofreading tasks. Don't let simple grammatical errors, or text omissions, sabotage your message. Here are some things to check for that go beyond the capabilities of your software program's spell checker.

But, spell checkers are not infallible! Know what yours checks-and what it doesn't check. Does it check text imported from other programs? Does it flag words containing numbers?

Spell check limitations

Monitor your spell checker's recommendations. Make sure each suggested replacement is a correctly spelled version of the original word, and not an inappropriate substitution. Double-check the spelling of proper nouns and industry-specific terms. Use care adding them to your custom spell check dictionary, or they will be misspelled forever!

Grammatical errors

Watch for homonyms-correctly spelled, but misused words-such as to, two, and too, or affect and effect. Most spell checkers are not context sensitive. Watch for singular nouns paired with plural verbs, and vice versa. Make sure you have used correct punctuation, like Em dashes (-) to indicate duration, instead of two hyphens (- -).

Check all dates, times, prices

Have someone else verify dates, times, and prices. It's both costly and embarrassing to send out information that you have to immediately correct. Pay particular attention to numbers. Transposed numbers, i.e., 1,324 instead of 1,234, etc., are very difficult to notice. Before submitting a proposal, posting web content or distributing a newsletter, call telephone numbers, visit web sites and send e-mails and faxes requesting return confirmation.

Make sure you have included all ordering information necessary for recipients to respond. Order your own product, to check autoresponder performance.

Widows and orphans

Check for subheads and the first lines of new paragraphs, isolated at the bottom of a column or page. Ideally, at least two lines of a new paragraph should appear together at the bottom of a column.

Likewise, edit or rewrite to eliminate word or sentence fragments isolated at the top of a new column or page.

Hyphenation

Check that you have not hyphenated headlines and subheads. These look awkward and are hard to read. Make sure body copy has been hyphenated. In justified text, i.e., lines of equal length, hyphenation eliminates awkward word spacing. In flush-left/ragged-right text, (i.e., lines of unequal length), hyphenation eliminates alternating long and short lines.

Double-check hyphenation to make sure that words like "therapist" have not been split into "the rapist." Use non-breaking hyphens to keep proper nouns from hyphenating.

Word breaks

Check that you have used non-breaking spaces to keep first names and last names, or dates, together on one line.

Working links

When creating Adobe Acrobat PDF files, check that all links perform properly. Just because URLs and e-mail addresses appear in blue and are underlined doesn't mean that the links are working properly! Recheck links when you edit your original publication file and create a new PDF.

Updating information

When publishing a newsletter, check that issue date and/or issue number information are correct. Double-check headers, footers, captions, and pull quotes.

Formatting and spacing

Check for correct headline, subhead and body copy text styles. Watch out for short paragraphs that should be formatted as subheads. It's very easy to inadvertently change styles during editing. Watch for extra spaces between words and sentences. It is also easy to inadvertently add unwanted space when copying and pasting text. Use Find and Replace to replace two spaces with one.

Duplicate or missing text

Read text out loud to locate awkward or redundant words and phrases as well as omitted words that your mind inserts because it "knows what you meant." Watch for overflow text in text frames at the ends of articles. Often, hidden text is only indicated by a relatively small icon.

Roger C. Parker knows the secrets to promoting your business one page at a time. Find out the simple way to keep in constant touch with your customers, while saving you time and money. Visit http://www.OnePageNewsletters.com for your three free reports.


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table border=0 cellpadding=2 cellspacing=7 style=vertical-align:top;trtd width=80 align=center valign=topfont style=font-size:85%;font-family:arial,sans-serifa href=http://news.google.com/news/url?sa=tamp;fd=Ramp;ct2=usamp;usg=AFQjCNG7jJErWJJvH1zkwuKbciqI3a75cAamp;clid=c3a7d30bb8a4878e06b80cf16b898331amp;ei=H_wzVcD_FMuv3AG9moDwDAamp;url=http://www.al.com/news/index.ssf/2015/04/medicare_spending_on_weight_lo.htmlimg src=//t1.gstatic.com/images?q=tbn:ANd9GcSWrsdq1u_61BT7grZcOkrd_QnBjRK6kOOiciiXu15f2YKn9xltkoZyjkX2E9F_e4Ic7V0ijB-4 alt= border=1 width=80 height=80brfont size=-2AL.com/font/a/font/tdtd valign=top class=jfont style=font-size:85%;font-family:arial,sans-serifbrdiv style=padding-top:0.8em;img alt= height=1 width=1/divdiv class=lha href=http://news.google.com/news/url?sa=tamp;fd=Ramp;ct2=usamp;usg=AFQjCNG7jJErWJJvH1zkwuKbciqI3a75cAamp;clid=c3a7d30bb8a4878e06b80cf16b898331amp;ei=H_wzVcD_FMuv3AG9moDwDAamp;url=http://www.al.com/news/index.ssf/2015/04/medicare_spending_on_weight_lo.htmlbMedicare spending on bweight loss/b surgery doubled in Alabama, but experts b.../b/b/abrfont size=-1bfont color=#6f6f6fAL.com/font/b/fontbrfont size=-1Holt belongs to a growing group of seniors who are undergoing bweight-loss/b surgery paid for by Medicare. Between 2012 and 2014, Medicare spending in Alabama on bariatric procedures increased from $146,443.33 to $318,415.44. Those figures onlynbsp;.../fontbrfont size=-1 class=p/fontbrfont class=p size=-1a class=p href=http://news.google.com/news/more?ncl=d56p6Tm0LrhledMamp;authuser=0amp;ned=usnobrb/b/nobr/a/font/div/font/td/tr/table

table border=0 cellpadding=2 cellspacing=7 style=vertical-align:top;trtd width=80 align=center valign=topfont style=font-size:85%;font-family:arial,sans-serifa href=http://news.google.com/news/url?sa=tamp;fd=Ramp;ct2=usamp;usg=AFQjCNEL4nfE8hhtMOyjT3qgtV67XZdcnwamp;clid=c3a7d30bb8a4878e06b80cf16b898331amp;ei=H_wzVcD_FMuv3AG9moDwDAamp;url=http://www.fwbusinesspress.com/news/health_care/article_58a8cb46-e553-11e4-b8c6-a719773cdab2.htmlimg src=//t3.gstatic.com/images?q=tbn:ANd9GcSeX48tsRO_8UmoGlCcxtGdkPbVQkRgkAtuozbDlKITnaMqr32b2x95pLnSd06FaZaOX2Sen-l_ alt= border=1 width=80 height=80brfont size=-2Fort Worth Business Press/font/a/font/tdtd valign=top class=jfont style=font-size:85%;font-family:arial,sans-serifbrdiv style=padding-top:0.8em;img alt= height=1 width=1/divdiv class=lha href=http://news.google.com/news/url?sa=tamp;fd=Ramp;ct2=usamp;usg=AFQjCNEL4nfE8hhtMOyjT3qgtV67XZdcnwamp;clid=c3a7d30bb8a4878e06b80cf16b898331amp;ei=H_wzVcD_FMuv3AG9moDwDAamp;url=http://www.fwbusinesspress.com/news/health_care/article_58a8cb46-e553-11e4-b8c6-a719773cdab2.htmlbHealthy living: bWeight loss/b company brings home good food, profits/b/abrfont size=-1bfont color=#6f6f6fFort Worth Business Press/font/b/fontbrfont size=-1Curious as to why his method – eating healthy, nutritious meals loaded with fat-burning vegetables and meats – was successful, Starks began researching the history of bweight loss/b. In 2005, after the birth of the second of their three daughters, he b.../b/fontbrfont size=-1 class=p/fontbrfont class=p size=-1a class=p href=http://news.google.com/news/more?ncl=dZCxRgQTyt_yGIMamp;authuser=0amp;ned=usnobrb/b/nobr/a/font/div/font/td/tr/table

table border=0 cellpadding=2 cellspacing=7 style=vertical-align:top;trtd width=80 align=center valign=topfont style=font-size:85%;font-family:arial,sans-serifa href=http://news.google.com/news/url?sa=tamp;fd=Ramp;ct2=usamp;usg=AFQjCNFwhv7zIJu5O8AX_xGnKO7JLlSoswamp;clid=c3a7d30bb8a4878e06b80cf16b898331amp;cid=52778810695005amp;ei=H_wzVcD_FMuv3AG9moDwDAamp;url=http://www.bbc.com/news/health-32289815img src=//t2.gstatic.com/images?q=tbn:ANd9GcSGhof3oEXRCmaDIIUlpCdSgj_VxzLC0WrFH6BVgMsFg-9vbJjCbhqKxYBs7PFneB8lRWqTMlE alt= border=1 width=80 height=80brfont size=-2BBC News/font/a/font/tdtd valign=top class=jfont style=font-size:85%;font-family:arial,sans-serifbrdiv style=padding-top:0.8em;img alt= height=1 width=1/divdiv class=lha href=http://news.google.com/news/url?sa=tamp;fd=Ramp;ct2=usamp;usg=AFQjCNFwhv7zIJu5O8AX_xGnKO7JLlSoswamp;clid=c3a7d30bb8a4878e06b80cf16b898331amp;cid=52778810695005amp;ei=H_wzVcD_FMuv3AG9moDwDAamp;url=http://www.bbc.com/news/health-32289815bScientists call for stop to #39;one-size-fits-all#39; bweight loss/b plans/b/abrfont size=-1bfont color=#6f6f6fBBC News/font/b/fontbrfont size=-1Doctors need to move beyond a quot;one-size-fits-allquot; approach to tackling obesity, say scientists in Sheffield. The analysis of 4,144 obese people in Yorkshire showed they fitted into six distinct categories, each of which may need a different bweight-loss/b b.../b/fontbrfont size=-1 class=p/fontbrfont class=p size=-1a class=p href=http://news.google.com/news/more?ncl=dHfuX8I10YXpmhMamp;authuser=0amp;ned=usnobrband morenbsp;raquo;/b/nobr/a/font/div/font/td/tr/table

table border=0 cellpadding=2 cellspacing=7 style=vertical-align:top;trtd width=80 align=center valign=topfont style=font-size:85%;font-family:arial,sans-serifa href=http://news.google.com/news/url?sa=tamp;fd=Ramp;ct2=usamp;usg=AFQjCNHHlqX1AuRbtSG_HrNQiQ3i69kXgAamp;clid=c3a7d30bb8a4878e06b80cf16b898331amp;cid=52778805932652amp;ei=H_wzVcD_FMuv3AG9moDwDAamp;url=http://www.nj.com/politics/index.ssf/2015/04/nj_politics_roundup_christie_talks_2016_weight_loss_pensions_states_credit_rating_downgraded_again.htmlimg src=//t3.gstatic.com/images?q=tbn:ANd9GcTDjfxEOhwbi_nxf-5pGF9_Z8hh3c9j5JBqRP-9xPk-ve5KI3dv295MJp_7ySB5UUfDs1kBaWcf alt= border=1 width=80 height=80brfont size=-2NJ.com/font/a/font/tdtd valign=top class=jfont style=font-size:85%;font-family:arial,sans-serifbrdiv style=padding-top:0.8em;img alt= height=1 width=1/divdiv class=lha href=http://news.google.com/news/url?sa=tamp;fd=Ramp;ct2=usamp;usg=AFQjCNHHlqX1AuRbtSG_HrNQiQ3i69kXgAamp;clid=c3a7d30bb8a4878e06b80cf16b898331amp;cid=52778805932652amp;ei=H_wzVcD_FMuv3AG9moDwDAamp;url=http://www.nj.com/politics/index.ssf/2015/04/nj_politics_roundup_christie_talks_2016_weight_loss_pensions_states_credit_rating_downgraded_again.htmlbN.J. Politics Roundup: Christie talks 2016, bweight loss/b, pensions; state#39;s b.../b/b/abrfont size=-1bfont color=#6f6f6fNJ.com/font/b/fontbrfont size=-1N.J. POLITICS ROUNDUP. A collection of political news from the Statehouse and around New Jersey. TRENTON — Gov. Chris Christie appeared on the quot;Todayquot; show Thursday morning, discussing his possible 2016 presidential bid and his bweight-loss/bnbsp;.../fontbrfont size=-1a href=http://news.google.com/news/url?sa=tamp;fd=Ramp;ct2=usamp;usg=AFQjCNFaABnwK-ouVV8n23Nx-VM9kIgZMAamp;clid=c3a7d30bb8a4878e06b80cf16b898331amp;cid=52778805932652amp;ei=H_wzVcD_FMuv3AG9moDwDAamp;url=http://www.heraldonline.com/living/health-fitness/article18662805.htmlChristie wishes he had bweight-loss/b surgery sooner/afont size=-1 color=#6f6f6fnobrThe Herald/nobr/font/fontbrfont size=-1a href=http://news.google.com/news/url?sa=tamp;fd=Ramp;ct2=usamp;usg=AFQjCNEU87UffIbNaXeScTKqwOUVISf2UQamp;clid=c3a7d30bb8a4878e06b80cf16b898331amp;cid=52778805932652amp;ei=H_wzVcD_FMuv3AG9moDwDAamp;url=http://www.examiner.com/article/chris-christie-wishes-he-got-weight-loss-surgery-sooner-talks-presidential-runChris Christie wishes he got bweight loss/b surgery sooner: Lost over 100 pounds/afont size=-1 color=#6f6f6fnobrExaminer.com/nobr/font/fontbrfont size=-1 class=p/fontbrfont class=p size=-1a class=p href=http://news.google.com/news/more?ncl=dCMY5ZXf1waaHcMkyMkMJcKekxa1Mamp;authuser=0amp;ned=usnobrball 606 news articlesnbsp;raquo;/b/nobr/a/font/div/font/td/tr/table

table border=0 cellpadding=2 cellspacing=7 style=vertical-align:top;trtd width=80 align=center valign=topfont style=font-size:85%;font-family:arial,sans-serif/font/tdtd valign=top class=jfont style=font-size:85%;font-family:arial,sans-serifbrdiv style=padding-top:0.8em;img alt= height=1 width=1/divdiv class=lha href=http://news.google.com/news/url?sa=tamp;fd=Ramp;ct2=usamp;usg=AFQjCNH7P7e7ooktR4KhJQnxQrVX4Utk_Qamp;clid=c3a7d30bb8a4878e06b80cf16b898331amp;cid=52778807596998amp;ei=H_wzVcD_FMuv3AG9moDwDAamp;url=http://www.pharmacytimes.com/news/Do-Popular-Weight-Loss-Programs-WorkbDo Popular bWeight-Loss/b Programs Work?/b/abrfont size=-1bfont color=#6f6f6fPharmacy Times (registration)/font/b/fontbrfont size=-1“When pharmacists discuss bweight loss/b with their patients, I think that it is important for them to consider all the available options,” Dr. Gudzune said. “Some important aspects that they may want to consider would be whether the program has b.../b/fontbrfont size=-1 class=p/fontbrfont class=p size=-1a class=p href=http://news.google.com/news/more?ncl=dnMaS97brMu6KtMamp;authuser=0amp;ned=usnobrband morenbsp;raquo;/b/nobr/a/font/div/font/td/tr/table

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