How do I proof a document?
1. Open Microsoft Word.
Note: We recommend
using Microsoft Word, but you can use any other word processor of your choice,
such as Notepad or Wordpad.
2. Open the document you need to proof in Word. From
the toolbar at the top of the Word screen, click File, select Open. You can also
use the open folder icon in the toolbar (see Figure 1).
Figure 1: Open folder icon
The Open file dialog box displays. At the top of this box is a
Look in drop down menu. From this menu, select the L drive, the Digitization
folder, the proper project folder, the proper volume folder, and text files.
For example, if you or someone else has already scanned and
OCR'd the third article on page 821 of Volume VI of Kappler, and you wanted to
proof it, use the Look in drop down menu to make the following selections:
(see Figure 2)
Figure 2: Open file dialog box, with
Look in drop down menu highlighted
3. Look at the original hard copy of the document that
was scanned. Examples would be the actual volumes, journals, encyclopedias, and
4. The exact specifics for setting up a document may vary from
project to project, but the general idea is to make the text file resemble the
original document as closely as possible.
Setting up the text file may include lining up the headings of
each page, adding page numbers, inserting and deleting line breaks, and so on.
5. The most important step in proofing a document is
carefully reading over the entire text file.
6. Read the text file and compare it with the hard copy
of the document.
7. Check all figures, numbers, misspelled words and so
on with those in the hard copy. If the OCR'ing software changes any words,
numbers, symbols and so on, make the necessary edits. However, if a word is
spelled incorrectly in the original hard copy of the document, you must leave
this word spelled incorrectly in the text file.
Figure 3 shows a person using the original document to
compare with the text file.
Figure 3: Proofing the text file by
comparing it with the original document
Note: Saving the
document as a Text Only w/ Linebreaks file will make the document automatically
open in a 10 point Courier New font.
If you need to change the type or size of the font to read
the text more easily, you can do so in the word processor. However, when you
save and close the document, it will revert to the default size and type font
the next time the file is opened.