Copyediting and proofreading are important parts of the writing process that every writer needs to understand. Generally, everything which appears in print has been edited and proofread. A book manuscript will go through both procedures several times. Magazine and journal articles will have been processed by editorial staff before printing.
Text produced for the Internet also requires editing and proofreading. This should be done by the writer before submitting an article to a directory or posting on a blog.
The Process of Copyediting:
Text can be edited on a screen, or by the old fashioned method of using a red pencil. It is good practice to read through the entire piece before copyediting. The initial reading can be a quick skim, just to get the meaning and tone of the piece. The second reading, when text is being edited, takes time and requires focus.
The meaning of the text should be given prime consideration. Some rewriting and rephrasing may make the sense of a story, article or poem, easier to follow and comprehend.
Format is also important. A magazine or journal subeditor will edit copy to fit the style and format of the publication. A book publisher will also require a manuscript to show correct and consistent formatting.
Copyediting text for web pages involves chopping up long pieces of text, inserting subheadings, bullet points, and other formatting. Long sentences can be cut down to form two or three shorter sentences, by removing conjunctive words and connective phrases.
Solid blocks of text on a webpage do not get read, or are read with difficulty. Long paragraphs should be avoided. Text should be broken into smaller blocks with "white space" between points and paragraphs. This also makes the text more compatible with advertising links or banners embedded within it.
The Purpose and Practice of Proofreading:
A first rough draft will probably contain some typing errors, incorrect grammar, poor punctuation, bad spelling and other errors. Finding and correcting these is the purpose of proofreading.
When writers proofread their own work, the recommended method is to leave it for twenty-four hours after completion. It is surprising how easily errors can be overlooked initially, because the writer sees what they think they have written, rather than what they have actually put onto paper or what is showing on the screen.
Spelling can be corrected using a spellcheck. Proofreading can only be done by someone checking the text closely, for missing words, inconsistencies, over-repetition, or misuse of words.
Proofreading should be done again after the final edit; some new errors could have appeared during editing.
The Importance of Editing and Proofreading:
Any text that has not been through the correct editorial processes will present a bad impression. Even when the content has been carefully compiled, and the information it contains is valuable, without copyediting and proofreading it can appear to be unprofessional and of poor quality.