Be able to use automated software tools (spell check, grammar check) and make appropriate changes to ensure all work produced contains as few errors as possible

Topic 15 – Proofing

Learning Objective

Use automated software tools (spell‑check, grammar‑check, data‑validation, error‑checking, etc.) and appropriate manual techniques to ensure that all work produced contains as few errors as possible.

1. What is Proofing?

• Proofing is the final quality‑control stage in the ICT workflow. It follows document creation, data entry and presentation design and precedes submission or publishing.
• Key areas to check:

  • Spelling, punctuation, grammar and capitalisation
  • Formatting, layout and visual consistency (styles, slide master, table design)
  • Data accuracy – numbers, dates, units, labels, hyperlinks and bookmarks
  • File‑naming conventions and version control required by the exam

2. Validation vs. Verification

3. Proofing in Different ICT Applications

3.1 Word‑Processing Documents

• Automated tools: Spell Check, Grammar Check, Auto‑Correct, Thesaurus, Custom Dictionary.
• Manual techniques: read‑aloud, printed copy, style‑template check, checklist.
• Special focus:

  • Ensure the language is set to English (UK) (UK spelling is required for IGCSE).
  • Verify that the document’s style (Heading 1, Body Text, etc.) is applied consistently.
  • Proof tables and charts – check axis labels, units, number formatting, and that legends match the data.

3.2 Spreadsheets

Proofing in spreadsheets combines automated validation with visual verification.

• Data Validation (Data ► Data Validation) – set rules for range, whole number, date, list, custom formula, etc.
• Error‑Checking / Formula Auditing – flags inconsistent formulas, numbers stored as text, circular references, and other common mistakes.
• Trace Precedents / Dependents – helps verify that formulas reference the correct cells.
• Double‑Data‑Entry – create a second column for manual re‑entry and use =IF(A2=B2,"OK","ERROR") to verify critical data.
• Manual verification: review numbers, units and dates against source data; use “Show Formulas” to scan for accidental text entries.

3.3 Presentation Software (PowerPoint, LibreOffice Impress)

• Check that the Slide Master is applied consistently (fonts, colours, footer).
• Run the built‑in spell‑check (Review ► Spelling).
• Verify that all objects are visible – no hidden shapes or stray text boxes.
• Confirm each slide has a title and, where required, speaker notes.
• Use “Slide Sorter” view to spot hidden slides or duplicate layouts.

3.4 Websites (HTML/CSS authoring)

• Run a link‑checker to ensure all hyperlinks open correctly.
• Test bookmarks/anchors – clicking a table of contents link should jump to the correct section.
• Validate HTML/CSS with an online validator (e.g., W3C) to catch unclosed tags or syntax errors.

4. Automated Proofing Tools – Functions and Limits

4.1 Spell Check

• Highlights words not found in the active dictionary and offers replacement suggestions.
• Can ignore proper nouns, acronyms, words with numbers, or user‑defined terms.
• Limit: cannot detect correctly‑spelled but context‑inappropriate words (e.g., “form” vs. “from”).
• Exam tip: always set the language to English (UK) before running the check.

4.2 Grammar Check

• Flags common issues such as subject‑verb agreement, tense consistency, missing articles and basic punctuation errors.
• Provides brief explanations for each suggestion.
• Limit: complex grammatical structures, technical terminology and informal style may be missed or incorrectly flagged.

4.3 Auto‑Correct

• Replaces frequent typing mistakes instantly (e.g., “teh” → “the”).
• Customisable – add shortcuts for technical terms (e.g., “htm5” → “HTML5”).

4.4 Spreadsheet Validation & Error‑Checking

• Data Validation enforces range, type, length, format, presence, and check‑digit rules.
• Error‑Checking / Formula Auditing scans for:

  • Inconsistent formulas
  • Numbers stored as text
  • Circular references
  • Missing or broken links to external workbooks

5. Using Proofing Tools Effectively – Step‑by‑Step

1. Open the file in the appropriate application (Writer, Word, Excel, PowerPoint, HTML editor, etc.).
2. Set the correct language/dialect – English (UK) for Cambridge IGCSE.
3. Run Spell Check (F7 in most editors):

   • Review each highlighted word.
   • Choose Change, Ignore or Add to Dictionary.

4. Run Grammar Check (usually part of the same dialog):

   • Read the explanation for each suggestion.
   • Accept changes that improve clarity; reject those that conflict with technical language.

5. Apply Spreadsheet Validation (if relevant):

   • Select the cells → Data ► Data Validation.
   • Choose the appropriate rule (e.g., Whole number ≥ 0 and ≤ 100).
   • Enter an input message and error alert to guide the user.

6. Run Error‑Checking / Formula Auditing:

   • Use “Error Checking” (Excel) or “Formula Auditing” to locate circular references and inconsistent formulas.

7. Manual Verification:

   • Read the text aloud or on a printed copy.
   • Check numbers, dates, units and chart labels separately.
   • Use the checklist in Section 8.

8. Proof Tables, Charts and Graphics:

   • Confirm axis labels, units, number formatting and legend consistency.
   • Check image resolution (minimum 300 dpi for print) and caption accuracy.

9. Check Hyperlinks and Bookmarks (website tasks):

   • Click every link to ensure it opens the intended page.
   • Test internal anchors (e.g., table of contents).

10. Save with the exam‑specified file name (e.g., 123456JDoeProjectReport_v1.docx) and increment the version number after each proofing round.

6. Customising Proofing Settings for IGCSE

7. Manual Proofreading Techniques

1. Read Aloud – hearing the sentence helps spot missing words or awkward phrasing.
2. Print a Hard Copy – the change in contrast often reveals errors missed on screen.
3. Check Numbers Separately – verify figures, dates, units and decimal places against the source data.
4. Reverse Reading – read the document from the last line to the first to focus on individual words.
5. Use a Checklist – follow the same sequence each time (see Section 8).
6. Double‑Data‑Entry – for critical spreadsheet data, re‑type into a second column and compare.

8. Proofreading Checklist (All ICT Document Types)

• Spelling – all words correctly spelled; proper nouns consistent.
• Punctuation – commas, full stops, apostrophes, quotation marks used correctly.
• Grammar – subject‑verb agreement, tense consistency, parallel structure.
• Capitalisation – headings, proper nouns, acronyms.
• Formatting & Styles – uniform font, size, line spacing, heading hierarchy, applied style template.
• Numbers & Units – correct symbols, spacing, thousand separators, decimal places.
• Tables & Charts – headings, axis labels, legends, data alignment, consistent number formatting.
• Graphics & Images – captions present, resolution adequate, placed correctly.
• Presentation Slides – slide‑master applied, titles on every slide, speaker notes where required, no hidden objects.
• Hyperlinks & Bookmarks – all links open the intended page; internal anchors work.
• References & Bibliography – follow the exam‑specified style (Harvard, APA, etc.).
• File Naming – centre‑number‑candidate‑name‑task‑vX (e.g., 123456JDoeProjectReport_v2.docx).
• Version Control – saved with incremental version numbers and date stamps.

9. Common Errors in ICT Exams & How to Avoid Them

10. Exam Tips for Proofing

1. Allocate the final 5–10 minutes of the exam exclusively for proofing.
2. Run the computer’s spell‑check first, then the grammar check; treat suggestions as prompts, not commands.
3. For spreadsheets, apply Data ► Data Validation before data entry, then run Error‑Checking / Formula Auditing after calculations are complete.
4. Verify that all tables, charts and graphics have correct titles, labels and consistent formatting.
5. Check the exam instructions for any required file‑naming convention and apply it before saving.
6. Confirm that code snippets, command lines or markup are typed exactly as required – a single character error can cost marks.
7. When using a presentation, open the “Slide Sorter” view to ensure no hidden slides or stray objects remain.
8. After proofing, save the document with the next version number (e.g., _v3) and close the file to avoid accidental changes.