Editing

The editing process is an important part of getting text ready for print or online publication. Text will almost always benefit from a second pair of eyes, not only to spot mistakes but also to suggest better ways of structuring or conveying the information.

There are two main stages to the editing process – subediting and proofing.

Subediting

It is often helpful to edit a text in different stages. First, read the text for logical structure, which may include moving paragraphs around, improving the links between different themes, and rewriting the opening sentences to better introduce what follows. Second, check the text for accuracy and internal consistency (for example, cross-references within the document).

When you make changes, especially major ones, explain to the writer why you are suggesting them. Often, discussing your changes with the writer will reveal the best way forward.

Proofreading

Proofreading should happen at several stages and be done by several people. Writers should check their own text for mistakes and inconsistencies; editors should also read a text they have worked on.

A publication or website always benefits from a final proofread, preferably by someone who has not previously seen it.

Proofreading tips

Here are 10 tips that people editing or proofreading University publications may find useful:

1. Print out your document for proofing. It's easier to spot mistakes on a page than on screen.
2. Check for spelling errors and inconsistencies. Running a spell check through the document is not sufficient. Spell checks don't pick up the incorrect use of words (for example, affect/effect, their/they're), and may also revert to US spelling (organise/organize).
3. Check cross-references within the document. For example, do page references or URLs point to the right place? Does the contents page match the pagination in the document?
4. Check the formatting. Is the formatting of tables, lists and headings consistent throughout?
5. Don't proof for all types of mistakes at once. Proof different aspects during each read-through, such as the issues mentioned above, as well as for line and page breaks and other spacing issues.
6. Wait. Allow some time – ideally a few days – between completing the final copy and proofreading. This way you'll come back to the text with fresh eyes.
7. Take your time. Allow time to read through the document several times.
8. Read backwards! Try proofreading your document backwards, in segments, so that aspects other than meaning – like typos and spacing – stand out more.
9. Style guide. Check the document follows the University's Editorial Style Guide.
10. Common errors. Note your most common errors so you can pick them up quickly next time.