Louise Harnby | Crime Fiction and Thriller Editor
  • Home
  • Resource library
  • Services
  • Courses
  • Books
  • Podcast
  • Blog
  • Training login
  • Contact
The Editing Blog: for Editors, Proofreaders and Writers

FOR EDITORS, PROOFREADERS AND WRITERS

Not all proofreading is the same: Part II – Working directly in Word

27/1/2014

5 Comments

 
If you’re thinking about becoming a proofreader, it’s important to understand that this term can mean different things in different contexts and with different client groups. This article focuses on working with raw text.
​
​What type of proofreading you want to do and which group of clients you want to be work-ready for will determine the choices you make with regard to training.
Picture
Picture
Some proofreaders work directly with the creators of the written materials – independent authors, students and business professionals, for example.

These clients send Word files and the proofreader amends the files directly (often with Track Changes switched on so that the client can see what’s been changed).

Others work for intermediaries such as publishers and project-management agencies. Here the author supplies the text files; then the in-house project manager (PM) organizes the various elements of the production process – including copyediting, proofreading, typesetting and printing.

After copyediting and typesetting, the PM supplies page proofs to the proofreader, who makes annotations that identify where there are problems to be attended to. The proofreader does not amend the text directly.

In Part I, I gave the new entrant to the field an overview of what it’s like to be a proofreader working with page proofs. Here in Part II, I consider proofreading that involves working directly with the raw-text Word files.
Picture
Which types of client want to work in Word?
Most of the proofreading done in Word stems from having been commissioned directly by the content creator – a business executive, a self-publishing author or a student.

Academic writers, particularly those submitting articles to journals and for whom your first language is their second, are also likely to send Word files. Only one of my publisher clients asks me to proofread in Word.

What is the proofreader looking for?
It depends on the client's expectations (see below: Disadvantages) and your terms and conditions. Certainly, when it comes to proofreading for non-publisher clients, the definition of proofreading starts to look unclear and the boundaries between this and copyediting become blurred.

Unlike with page proofs, we can't check the final designed layout of the file but we still need to read every word.

Some of the issues dealt with in the list below would be acceptable to the proofreader working for an academic author but not when working with a Master's student. (Some clients might even want/expect a level of restructuring, rewriting and checking that a proofreader wouldn't consider to be within their remit.) 
​
  • Grammar, spelling and punctuation errors
  • ​Some formatting issues (section breaks, paragraph indentation, heading styles)
  • Consistency of hyphenation, spelling, punctuation style, and capitalization
  • In-text citations are presented according to preferred style and can be located in the book’s references or bibliography
  • Footnote/endnote markers are present and correct in the text and correspond to relevant footnotes/endnotes
Picture
What are the advantages?
  • You're directly amending the text, so use of any software that complements your eye will be far more efficient than if you're working on page proofs (where the unformatted text has to be stripped from PDF to Word document).
  • If the client is a proficient Word user and is familiar with how Track Changes works (particularly the Accept/Reject function), there is less danger that they will accidentally miss the error you've located because you're directly amending the text – you're not relying on them to actually implement the change themselves; the author would have to actively reject its inclusion. Compare this to working on page proofs: suggested amendments could be missed at the proof collation or final typesetting stage.
  • One of the handiest things about working in Word is the comment-box function. Being able to record queries, leave comments about why you’ve done X or Y, and draw attention to a problem that needs the client’s consideration but that is beyond your remit are often much appreciated by clients.

What are the disadvantages?
  • If the final product will be published in print, there's no post-typesetting check. Just like copyeditors and proofreaders, typesetters are human. Even the most experienced professionals may make a mistake and incorrectly format a paragraph or implement the wrong header style. 
  • The line between editing and proofreading becomes blurred. It's important to establish the level of intervention expected. If you're not a copyeditor you won't want to provide the deeper level of checking that one of your editing colleagues would. Not all clients understand the differences between proofreading and copyediting, so early communication and clarification about the client's requirements are essential.
  • Not all clients are familiar with Word, and don't know how to 'read' the Track Changes version of a file. This can mean spending unbillable hours educating the client as to what you've done and how they can see it. Worse still, some clients may not understand how to properly accept or reject a tracked change, and accept or delete it in error. That's why it's important to establish the client's level of fluency with Word before you agree to take on the project, not after you've completed it. 
  • Some clients won't even consider Track Changes, and want additions to be marked in a separate colour and deletions marked as strike-throughs. When working like this, the efficiencies that you've gained by working directly within Word diminish. Others may ask you to send both a Track-Changed version and a 'clean' version because they're unsure of how to navigate the viewing panes that distinguish between 'Final: Show Markup', 'Final', 'Original: Show Markup' and 'Original'.

​There are still legal issues to consider … 
Even if you are working directly with the primary authors of the content, you still need to get their permission to upload their text to third-party sites if you want to utilize software that's not on your computer.

The files you've been sent from Indie authors, students and businesses are their property and they send them to you in good faith, so you must get permission for their content to leave your computer.
Picture
What does this mean for training?
Knowing the software ... If you want to proofread in Word, you'll need to be proficient in using it. Word is one of the most powerful pieces of word-processing software available, and there's a huge amount you can do with it if you want to proofread (or edit) efficiently.

You might therefore need to supplement your proofreading training with learning that focuses on using macros, making the best of Find/Replace and wildcards, using Track Changes, and Microsoft Word usage in general.

There's still the issue of how much to interfere ... If you do end up proofreading for a publisher client who wants you to work in Word, it will be necessary to consider the issue of when to leave well enough alone, as discussed in Part I.

However, independent authors looking for a proofreader may actually be expecting a deeper edit and will be disappointed if you're not prepared to rewrite sentences for them.

If you've not had experience of, or training in, editing, you may find that a 'proofreading' project ends up being a bigger bite than you can chew.

One of my colleagues feels that specific training in editing isn't always critical when working with business clients, whereas for self-publishing novelists it would be very important. I'm inclined to agree. One person might be relatively comfortable suggesting improved sentence construction to a business client but very wary of doing so with an author of fiction.

What this shows is how blurry the edges can become and how important it is to have a detailed conversation before you begin a project.

I often encourage independent fiction authors looking for a proofreader to consider commissioning editing first. Editors with both editing and proofreading skills are better placed to take on jobs for non-publisher clients that fall in the editing camp, or somewhere between editing and proofing (proofediting).

If you think you'll end up straying beyond the realm of proofreading, you might consider adding copyediting courses into your training mix. Think about what type of client you're going to be working for to help you decide what's appropriate.

Summing up …
Proofreading isn't some catch-all phrase that means the same thing to every client group. What you actually do, on which medium, how much you interfere, the extent to which you can use complementary tools, and the expectations of the client will differ greatly.

This means a range of competencies will need to be acquired depending on whom you’re working for. Your training will need to match the requirements of various client groups – a publisher’s expectations in terms of industry-recognized standards will be different from a business executive’s or student’s, so take care to research any proofreading training syllabus carefully to make sure it’s providing you with the skill set relevant to your target client group.

​Your training should suit your needs, your business plan, your objectives – and what will be right for one person may not be right for another.

Read this article's sister post: Not all proofreading is the same: Part I – Working with page proofs.
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with crime, mystery, suspense and thriller writers.

She is an Advanced Professional Member of the Chartered Institute of Editing and Proofreading (CIEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast.

Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, connect via Facebook and LinkedIn, and check out her books and courses.
5 Comments
Phil Owens link
7/2/2018 04:30:21 pm

Hi Louise,
I can't believe there have been no comments on this :o
I just thought I'd drop a line to say how much I appreciate your articles; there is rarely anything I disagree with, and I learn loads.
I must admit, the one thing I struggle with is drawing that line between proofreading and editing. I generally only do proofreading, but if I spot something, then I just can't help but leave a comment for the author.

Reply
Louise Harnby
7/2/2018 04:39:08 pm

Hi, Phil! Thank you for your lovely comment! I find that a lot of the commenting goes on in Facebook.

Your approach seems bang on. The line between the two is stupidly blurry outside the mainstream publishing industry. Rather, there is what the project needs, and whether we are pricing it correctly. If the client calls it proofreading but we'd call it copyediting, it matters little. What matters is that our price reflects the time we put in, which is a whole other minefield, especially for the new starter!

Cheers!

Reply
Ashwini Arun Rao
28/7/2020 07:41:32 am

Hi Louise!

Your blog has helped me refine my editing and proofreading skills. Having the know-how isn't enough nowadays, so I am very thankful to blogs like this that help me separate the wheat from the chaff. As an Indian living in India, I would like to work with global clients one day. I am only 22 so maybe I should set more realistic goals.

Anyway, thank you!

Reply
James Norton link
12/12/2020 08:19:53 am

I really like your post. Thank you for sharing an amazing information with us.

Reply
Darin Cook link
20/5/2021 09:19:02 pm

I liked how you mentioned that text software can help you become efficient at proofreading. My brother is wanting to write a new post for his blog. I'll tell him to use text software to help him proofread his work.

Reply



Leave a Reply.

    BLOG ALERTS
    If you'd like me to email you when a new blog post is available, sign up for blog alerts!
    Proofreading stamps
    ALERT ME!
    WHAT DO YOU NEED?
    • Training courses
    • ​Books and guides
    • Editor resources
    • Author resources
    • ​Monthly newsletter
    Picture
    SIGN ME UP
    PDF MARKUP
    Proofreading stamps
    AUTHOR RESOURCES
    Proofreading stamps
    EDITOR RESOURCES
    Proofreading stamps
    BOOKS FOR EDITORS AND WRITERS
    Picture
    Picture
    Picture
    Picture
    MORE BOOKS
    TRAINING COURSES FOR EDITORS
    Picture
    Picture
    Picture
    Blogging for Business Growth course
    MORE COURSES
    TESTIMONIALS

    Dare Rogers

    'Louise uses her expertise to hone a story until it's razor sharp, while still allowing the author’s voice to remain dominant.'

    Jeff Carson

    'I wholeheartedly recommend her services ... Just don’t hire her when I need her.'

    J B Turner

    'Sincere thanks for a beautiful and elegant piece of work. First class.'

    Ayshe Gemedzhy

    'What makes her stand out and shine is her ability to immerse herself in your story.'

    Salt Publishing

    'A million thanks – your mark-up is perfect, as always.'
    TESTIMONIALS

    CATEGORIES

    All
    AI
    Around The World
    Audio Books
    Author Chat
    Author Interviews
    Author Platform
    Author Resources
    Blogging
    Book Marketing
    Books
    Branding
    Business Tips
    Choosing An Editor
    Client Talk
    Conscious Language
    Core Editorial Skills
    Crime Writing
    Design And Layout
    Dialogue
    Editing
    Editorial Tips
    Editorial Tools
    Editors On The Blog
    Erotica
    Fiction
    Fiction Editing
    Freelancing
    Free Stuff
    Getting Noticed
    Getting Work
    Grammar Links
    Guest Writers
    Indexing
    Indie Authors
    Lean Writing
    Line Craft
    Link Of The Week
    Macro Chat
    Marketing Tips
    Money Talk
    Mood And Rhythm
    More Macros And Add Ins
    Networking
    Online Courses
    PDF Markup
    Podcasting
    POV
    Proofreading
    Proofreading Marks
    Publishing
    Punctuation
    Q&A With Louise
    Resources
    Roundups
    Self Editing
    Self Publishing Authors
    Sentence Editing
    Showing And Telling
    Software
    Stamps
    Starting Out
    Story Craft
    The Editing Podcast
    Training
    Types Of Editing
    Using Word
    Website Tips
    Work Choices
    Working Onscreen
    Working Smart
    Writer Resources
    Writing
    Writing Tips
    Writing Tools

    ARCHIVES

    June 2025
    May 2025
    April 2025
    March 2025
    February 2025
    January 2025
    November 2024
    October 2024
    September 2024
    August 2024
    July 2024
    June 2024
    May 2024
    April 2024
    March 2024
    October 2023
    August 2023
    July 2023
    June 2023
    May 2023
    April 2023
    March 2023
    January 2023
    December 2022
    November 2022
    October 2022
    September 2022
    August 2022
    July 2022
    June 2022
    May 2022
    April 2022
    March 2022
    February 2022
    January 2022
    December 2021
    November 2021
    October 2021
    September 2021
    August 2021
    July 2021
    June 2021
    May 2021
    April 2021
    March 2021
    February 2021
    January 2021
    December 2020
    November 2020
    October 2020
    September 2020
    August 2020
    July 2020
    June 2020
    May 2020
    April 2020
    March 2020
    February 2020
    January 2020
    December 2019
    November 2019
    October 2019
    September 2019
    August 2019
    July 2019
    June 2019
    May 2019
    April 2019
    March 2019
    February 2019
    January 2019
    December 2018
    November 2018
    October 2018
    September 2018
    August 2018
    July 2018
    June 2018
    May 2018
    April 2018
    March 2018
    February 2018
    January 2018
    December 2017
    November 2017
    October 2017
    September 2017
    August 2017
    July 2017
    June 2017
    May 2017
    April 2017
    March 2017
    February 2017
    January 2017
    December 2016
    November 2016
    October 2016
    September 2016
    June 2016
    May 2016
    April 2016
    March 2016
    February 2016
    January 2016
    December 2015
    November 2015
    October 2015
    September 2015
    July 2015
    June 2015
    May 2015
    March 2015
    February 2015
    January 2015
    November 2014
    October 2014
    September 2014
    August 2014
    July 2014
    June 2014
    March 2014
    January 2014
    November 2013
    October 2013
    September 2013
    August 2013
    June 2013
    February 2013
    January 2013
    November 2012
    October 2012
    September 2012
    August 2012
    July 2012
    June 2012
    May 2012
    April 2012
    March 2012
    February 2012
    January 2012
    December 2011

    RSS Feed

Alliance of Independent Authors
Picture
Picture
CIEP Advanced Professional Member
The Publishing Training Centre
INFO ABOUT ME
About Louise
Bio page and business profile
Contact form
Louise's fiction
​Portfolio 
Privacy policy
Professional Practice Code
Qualifications
Terms and conditions
INFO FOR INDIE AUTHORS
​Why choose Louise?
Editorial services
Books and guides
Contact form
​Free resources
​Order form for books
Self-editing book
Testimonials
Transform Your Fiction series

Want to sign up to my monthly newsletter, The Editorial Letter? 
INFO FOR EDITORS
​1:1 business consultations
Books and guides
​​Business Skills for Editors series
Free resources
Order books and courses
​The Editing Podcast
​The Editing Blog
Training courses
Transform Your Fiction series
Gift vouchers for editors and proofreaders
© 2011–2025 Louise Harnby
  • Home
  • Resource library
  • Services
  • Courses
  • Books
  • Podcast
  • Blog
  • Training login
  • Contact