Computer tools for proofreaders

Computer tools for proofreaders

Computer tools for proofreadersThanks to continuing developments in computer technology, there are more and more tools available for editors, but is there any help for proofreaders? The short answer is yes. To start with, there are tools for on-screen mark-up of PDFs, but they only give you a more efficient ‘pen’ to put your mark-up on the ‘paper’. To see how computers can help more fundamentally, we need to think about what you, as a proofreader, actually do.

Obviously, you have to read every word of the text, to check that it conveys the author’s meaning properly. But you also have to watch out for all sorts of other things: spelling, punctuation, hyphenation, layout glitches, numbering, etc. And that’s just the words – there are also figures, pictures, tables, etc. to check.

You have a lot to think about as you read, and you can easily be distracted from the meaning of the text by the smaller, mechanical changes needed, or you can miss some of the mechanical changes while concentrating on the meaning. This is where using computer tools can help, because they are good at dealing with the routine changes so that you can concentrate on the communication of the author’s ideas. You can rely on the computer, knowing that it will work consistently, without being distracted by the phone or by the cat walking across your keyboard.

By ‘computer tools’ I’m talking about powerful programs that you can buy, such as PerfectIt, as well as the sort of pre-programmed macros that I use. Now, to many people a ‘macro’ is just ‘a shortcut to a task you do repeatedly’, to quote one website, but pre-programmed macros are far more powerful and versatile than that.

There are plenty of pre-programmed macros available, and you even can tailor them to your own way of working with very little programming knowledge – Jack Lyon’s Macro Cookbook is a very useful resource.

So, the main way that computer tools help me in proofreading is by analysing the text as a whole and alerting me to issues of (in)consistency, and they do so before I start to read. Am I the only person to have made a hyphenation decision (say, changing ‘non-linear’ to ‘nonlinear’) based on Chapters 1 and 2, only to find that Chapters 3 to 12 are consistently the other way round? What a waste of time! Do I undo my changes in Chapters 1 and 2, or persist in deleting all the hyphens from ‘non-linear’?

Now, I can’t tell you the ‘best’ way to use computer tools, because every job is different; proofreaders are all different too, in the way they like to work. And I certainly can’t give you unbiased advice, because the only tools I use are my own home-grown macros, but I hope I can give you an idea of what’s possible. Here are some areas where macros can provide aids to consistency – the macro names in italic will allow you to find details of them in my free book, Macros for Writers, Editors and Proofreaders:

• Hyphenation – HyphenAlyse provides a list of all the hyphenated words (or potentially hyphenated words, e.g. nonlinear) in a document, showing how often they appear as a hyphenated word, two words, or one word (e.g. sea-bed, sea bed or seabed).

• Proper nouns – ProperNounAlyse creates a list of proper noun pairs that could possibly be variant spellings of one another, and how often each occurs, e.g. Brinkman (3), Brinkmann (1).

• Spelling – With SpellingToolkit, you can create a copy of the document (in Word) with all the likely misspellings highlighted, and IStoIZ or IZtoIS will indicate all the -is/-iz inconsistencies, e.g. organise/organize.

• Other inconsistencies – DocAlyse creates a list of the frequency of other issues, such as inconsistencies in capitalisation, alternative spellings, and serial (or not) commas.

Other tools that can be used for proofreading include MatchBrackets, MatchSingleQuotes, MatchDoubleQuotes and AuthorDateFormatter.

Using these tools does take time and effort – both in learning how to do it, and also in implementing them on a given job – so only you can decide if it’s worthwhile. Certainly, the longer the job, the bigger the pay-back from the time spent in preparation.

But, regardless of the time saved, if these tools enable you to produce a better standard of work, it seems to me to be a good investment.

Members and associates of the Society for Editors and Proofreaders (SfEP) can find out more about macros on the SfEP discussion forums.

Which computer tools do you find most useful when proofreading?

Paul Beverley

Paul Beverley

At 65, Paul Beverley doesn’t want to retire – he finds freelance proofreading and editing far too enjoyable. He loves polishing text for optimum communication, and finds it very satisfying to use his programming skills to write macros that increase his own and other people’s efficiency and effectiveness. As an OAP with government support he can also cherry-pick his jobs – a great privilege.


Proofread by Jane Hammett, an advanced member of the SfEP.

The views expressed here do not necessarily reflect those of the SfEP.

5 thoughts on “Computer tools for proofreaders

  1. Kerry Davies

    Thanks for your blog about macros and add-ins. The Society of Editors (Queensland) will be running a workshop on this topic in August, presented by Hilary Cadman, who is an associate of SfEP, and I have been told it’s not suitable for Mac users because ‘Mac doesn’t have macros’ and the add-ins, such as PerfectIt, aren’t built for Mac.
    I note in the page about your free book that Word 2008, which is what I have, does not have any macro support but under Macros there are hundreds of macros listed, all of which I have no idea how to use, mainly because I can’t find anyone to teach me. Is there any way I can learn to use these macros?

    1. Paul Beverley

      You are right that Word 2008 does not support the kind of macros I advocate, but all other versions of Word do.

      In my free book, I try to explain what macros are, and how you can use them, and how to put them into your computer. Have a read – you’ve nothing to lose except the time it takes – and if it isn’t explained clearly enough, please tell me and I’ll try to improve it.

  2. Stanislav Okhvat

    Hello, Paul,

    Thanks for your article and for developing your proofreading macros.

    I have recently developed a useful tool for Microsoft Word called Quotation Magic. This tool searches a document for all quotation marks, apostrophes and apostrophe-like symbols (like prime and double prime) and notifies you whether any of these symbols are incorrect (based on the document language and quotation mark styles you specify). You can then quickly make the appropriate changes, such as when some quotation marks are unpaired or have no spacing or punctuation on either side, and push a button to perform the necessary corrections. This tool is part of TransTools, a suite of add-ins for translators that I develop. You can read more about this tool here:

    I hope you will give this tool a try.

    Best regards,
    Stanislav Okhvat
    Translator Tools – Useful tools for every translator

  3. Paul Beverley

    I do have the quotation tools ‘MatchSingleQuotes’ and ‘MatchDoubleQuotes’ that I mention in the blog, but your software looks amazing. You’re clearly a ‘real’ programmer.

    Perhaps we should compare notes some time?


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