Whenever any written work is finished, it undergoes the process of editing. This is to eliminate any technical errors, identify inconsistencies, and improve the overall clarity and readability.
What most people don’t know is that there are many types of editing done during the editing phase such as critiques, proofreads, line edits, and copy edits. In this post, we’ll be taking a deep dive into copy editing.
What is Copy Editing?
Copy editing is where a piece of text, or the “copy”, is reviewed and edited to improve its readability. It specifically looks to correct spelling, grammar, jargon, formatting, punctuation, semantics, continuity, and terminology. They also uphold their publication’s rules in matters of tone, style, and formatting.
In addition, they also act as fact checkers, seeing that any information used in the text is accurate and fair. This is specially necessary for nonfiction works to avoid legal issues.
People who do copy edits are called copy editors, and are usually found in most publications, news organizations, and even freelance. Think of them as gatekeepers who take out most of the errors and inconsistencies before sending them further into the editing process.
Duties of a Copy Editor
Here is a list of things typically done by a copy editor:
- Checking facts (names, locations, dates, events, etc)
- Checking that spelling, grammar, and punctuation is correct.
- Checks the consistency of information within the text.
- Ensuring that any visuals (maps, charts, tables) are correct.
- Making sure the text conforms to a certain style (AP, APA, Chicago, etc.) and format.
- Eliminating unnecessary words to make the text clearer.
- Taking out jargon and paraphrasing confusing passages to make the writing more understandable.
- Streamlining prose to make the text flow smoother.
- Ensuring the text conforms to the ethical and legal standards of the publication and other relevant entities.
- Cutting prose to fit in a designated print space while ensuring the important points remain.
- Checking both print and online versions of the text.
7 Steps in Copy Editing a Manuscript
If you’re interested in being a copy editor or have a manuscript you want to copy edit yourself, here are few steps on how to do so.
1. Determine the level of copy editing you want to do.
Copy editing isn’t glorified spell checking. It often becomes complicated as you work on how to improve the technical and non-technical aspects of a text while still preserving the writer’s voice.
If you’re a beginner, it’s best to stick with the simpler duties of a copy editor. Check the grammar, spelling, and punctuation of the document. Make sure information is consistent and correct.
You can always move to more substantive editing as you become more familiar with the process.
2. Do a casual read-through.
When you have a manuscript to copy edit, don’t immediately get into its guts. Read the entire thing without trying to find errors and inconsistencies.
A casual read-through helps you form a big picture of what the text is all about. This kind of context will make the editing process much easier, as you’re already familiar with the text and what the writer wants to say.
3. Make a plan.
Think of how you’ll go about the copy editing process. Having a plan minimizes the chance of overlooking any errors.
You can separate your process into tiers. Start with the simpler stuff. Once you’re done, move on to more complicated edits. Finally, do an overview while considering every edit you’ve done, must do, and might have to do.
4. Go line by line.
The best way to do the actual editing is often line by line. Work through every sentence and do any edit or suggestion you think fits.
Don’t forget to consider how each sentence connects to the next. Soon, you’ll be looking at how multiple sentences flow to create paragraphs, paragraphs into chapters, and so on.
5. Consistency is key.
Pay attention to the consistency of the text. From the information being given to capitalization, italics, and even hyphens. If a manuscript introduces a character as Ruby-ann, it should remain so throughout the text. And if a house is described as brown, it shouldn’t be called white a few chapters further.
Also make sure that the entire text follows one particular guideline or style. If you work for an organization, this will be provided for you. If you’re copy editing for personal reasons, choose a formatting guide and stick with it.
6. Do a final read.
Once you’re done editing, always do a final read. Check to see whether your editing has actually improved the text instead of complicating it.
Try to make it as error-free as possible before sending it to the next process in line. It’ll come back to you anyway if you didn’t do a good job of the initial copy edit.
7. Take Rests
Copy editing is a tedious and time-consuming process. There comes a point where you’ll be too mentally fatigued to work efficiently.
It’s important to step away from your work once in a while in order to keep yourself fresh and ready to edit.
Copy Editing Vs. Proofreading
Proofreading is the stage of editing where a text is analyzed for mechanical errors such as grammar, spelling, capitalization, formatting, punctuation, and layout. With such an overlap of duties, it’s no wonder people often confuse copy editing for proofreading.
However, proofreading happens after a work has been copy edited. A copy of the manuscript, or “proof”, is printed and examined by a professional proofreader.
It’s not just about different stages of editing though. Copy editing is concerned about the flow and cohesiveness of a work while still correcting any mechanical issues they find. Proofreading is more about ensuring that no mechanical issues remain in the manuscript before it is sent for printing. While proofreaders do some light editing, if there’s too much, they may return it to the copy editor for another quality check.
So if copy editors are the gatekeepers that take out most of a manuscript’s errors, proofreaders are those who clean up the errors that do get through.
Have you ever tried copy editing a written work? Share your insights in the comments below!
If you enjoyed this post, then you might also like:
- 11 Online Copyediting Courses and Whether Certification Is Right for You
- Developmental Editing: What to Look For and How to Find the Right Editor
- Line Editing: What It Is and Why You Need It
Cole is a blog writer and aspiring novelist. He has a degree in Communications and is an advocate of media and information literacy and responsible media practices. Aside from his interest in technology, crafts, and food, he’s also your typical science fiction and fantasy junkie, spending most of his free time reading through an ever-growing to-be-read list. It’s either that or procrastinating over actually writing his book. Wish him luck!
