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

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.

What is Proofing?

Proofing is the process of checking written work for spelling, punctuation, grammar, and formatting errors before it is finalised or submitted. In ICT, proofing also includes checking data entry, labels, and headings for accuracy.

Why Proofing Matters

• Improves readability and professionalism.
• Reduces the risk of miscommunication.
• Helps achieve higher marks in examinations where accuracy is assessed.
• Prevents costly mistakes in real‑world business documents.

Automated Proofing Tools

Most word‑processing and spreadsheet applications provide built‑in tools that can automatically detect many common errors.

1. Spell Check

• Highlights words not found in the program’s dictionary.
• Offers suggested replacements.
• Can be set to ignore proper nouns, acronyms, or technical terms.

2. Grammar Check

• Detects subject‑verb agreement, tense consistency, and punctuation misuse.
• Provides explanations for suggested changes.
• May be turned on or off depending on the document type.

3. Auto‑Correct

• Automatically replaces common typing errors as you type (e.g., “teh” → “the”).
• Can be customised with your own shortcuts.

Using Spell and Grammar Check Effectively

1. Open the document in a word processor (e.g., Microsoft Word, LibreOffice Writer).
2. Ensure the correct language is selected (e.g., English – UK or English – US).
3. Run Spell Check:

   • Click the “Spelling & Grammar” button or press F7.
   • Review each highlighted word.
   • Choose Change, Ignore, or Add to Dictionary as appropriate.

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

   • Read the explanation for each suggestion.
   • Accept changes that improve clarity and correctness.
   • Reject suggestions that are not applicable (e.g., technical terminology).

5. Save the document with a new version name (e.g., “Report_v2.docx”).

Customising Proofing Settings

Adjusting the proofing options can reduce false positives and improve efficiency.

Manual Proofreading Techniques

1. Read Aloud: Hearing the words helps spot missing words or awkward phrasing.
2. Print a Hard Copy: Errors are often more visible on paper.
3. Check Numbers Separately: Verify figures, dates, and calculations.
4. Use a Checklist: Follow a consistent sequence each time.

Proofreading Checklist for ICT Documents

• Spelling – all words correctly spelled, proper nouns consistent.
• Punctuation – commas, full stops, apostrophes, and quotation marks used correctly.
• Grammar – subject‑verb agreement, correct tense, parallel structure.
• Capitalisation – headings, proper nouns, acronyms.
• Formatting – consistent font, size, line spacing, and headings.
• Numbers & Units – correct symbols, spacing, and decimal places.
• References – citations and bibliography follow the required style.
• File Naming – clear, descriptive, and follows exam guidelines (e.g., “ICTProjectReport.docx”).

Common Errors in ICT Exams and How to Avoid Them

Exam Tips for Proofing

1. Allocate the last 5–10 minutes of the exam for a final proofread.
2. Use the computer’s spell‑check, but do not rely on it completely.
3. Check the exam instructions for any required file naming conventions.
4. Verify that all tables, figures, and captions are correctly labelled.
5. Ensure that any code snippets or commands are typed exactly as required.