Proofreading – The Process

Posted by Sharon Koss Jul 26, 2006

Proofreading your documents is easier if you know the process. Most people try to proof all of the possible errors at the same time and become overwhelmed and miss many typos. Even professional editors find this way difficult.

An easier way would be to break down typing mistakes into categories, and sub-categories. Start by looking at the document for balance of blank space (called white space) and the typing. There should be one blank line between paragraphs. Paragraphs are usually left justified, but centered between the margins. For example, left and right margins should both be one inch.

Learn to use the Spellchecker. Most of the larger programs have Spellcheckers built in and are just a click away. They can help you when you are writing your document if you don't know how to spell something and don't have a dictionary handy. Remember that Spellchecker does not find all of the typing errors. Words that may be confused like his/her, to/too/two, there/their and so on cannot be distinguished by Spellcheckers.

Also, learn to use the Thesaurus. If you need to use several of the same words over and over, the thesaurus will give you alternative words to use.

Go to my website at

Computer Software Suite101, click on

Common Document Errors, print out the list of "Common Document Errors."

Follow the list doing one or two items at a time. This will take you longer to do, but may save you from an embarrassing moment.