How to Proof for Formatting Errors

As you get close to finishing your paper, work in a view that shows what your paper will look like when printed. In Microsoft Word, my favorite views are Print Layout and Full Screen Reading View. If you have been working with Track Changes turned on and are not ready to accept all changes, review the document in Final view, without markups showing. (Click the Review Tab/go to the Tracking box/keep Track Changes enabled/select Final (not Final Show Markup)). Editing in these views is similar to editing on hard copy—only better because you can make the actual corrections as you go.

The Print Preview view is particularly useful for catching formatting errors. (To get to Print Preview view, click on File and select Print or use CTRL+F2. The Print Preview view will show on the right of your screen.) Scroll through your paper quickly, using the page up and page down keys, to review for formatting and style. For example, scroll through to check that all Roman-numeral or primary-level headings are written in parallel construction, such as sentences or phrases. Now go back to the beginning and review each heading quickly for consistency in capitalization, such as the use of initial caps. Now scroll through even more quickly to be sure that those headings are sequentially numbered. Finally, page through at warp speed to check indents and line-spacing. Next, look for any tables to be sure that they are all aligned correctly. Now check page numbers. Next, drop down to your subheadings or secondary headings and run those headings through the same levels of review. If you page through at lightening speed, your eye will easily pick up on any problems with margins, indents or spacing. Indeed, as you proof some of these design elements, your eye can stay in the same place on the screen—making it easier to pick up things like a shift in indents or margins.

Yes, this is a multi-step process, but each step goes quickly. And the errors show up in neon lights if you are focusing a laser eye on looking only for that type of error.

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