How to Master Proofreading Marks in Microsoft Word

Proofreading—it’s like detective work for writers. Whenever we return your submission materials to you after formatting and proofreading has been completed, you’ll usually find that someone—we suspect our arch nemesis, the Grammar Bandit—has littered your beautiful and formerly-pristine work with proofreading marks all throughout your documents!

Mastering these proofreading marks in Microsoft Word can save you time, sanity, and a few raised eyebrows. So, the Word sleuths at The WriteLight Group have grabbed their magnifying glasses (or, you know, our wireless mice) and have set about decoding the Mystery of the Marks. Let’s dive into the world of digital ink!

1. The Basics: Turning On Proofing

Before we decipher the secret code of proofreading marks, let’s make sure our trusty Word is set up correctly. To turn on proofing tools in Word:

Figure 1: Turning on proofing features in Microsoft Word (on PC).

For PC:

1. Click the File menu.
2. Navigate to Options.
3. Select Proofing from the left panel.
4. Scroll down and uncheck “Hide spelling errors” and “Hide grammar errors.”
5. Click OK to save your changes.

Figure 2: Turning on proofing tools in Microsoft Word (on MAC)

For MAC:

1. Click Word in the top menu.
2. Choose Preferences.
3. Go to Spelling & Grammar under Authoring and Proofing Tools.
4. Uncheck “Ignore words in UPPERCASE” and “Ignore words with numbers”

Figure 3: Turning on “Show Comments” and “Track Changes” in the Review tab will ensure you see all the changes we suggest you make to your work!

1-1. Track Changes (The Sherlock Holmes of Word)

• What It Does: Track Changes shows all the proofreading marks you make in a document.
• Why It’s Handy: Use it to compare drafts, collaborate, or impress your academic supervisor.
• Shortcut: Go to the Review tab and select Track Changes.
• Bonus Tip! Make sure the Show Comments box in the Comments tab is highlighted to ensure this feature is on—our proofreaders may have left you tips or may have questions for you to answer that may otherwise not display!

2. The Proofreader’s Clues

Once you’ve enabled Word to display the proofreading marks made by the Grammar Bandit, the marks will appear, usually all throughout your document. Let’s take a look at some of the more common marks the Bandit likes to leave among your written words:

a. The Vertical Line (|)

• What It Means: This line points to the exact spot where a change occurs.
• Detective Tip: Follow the line to the crime scene—the altered word or phrase.

b. The Strikethrough or Deletion Line

• What It Means: The Grammar Bandit has struck hard! The text marked with a strikethrough is deleted.
• Your Mission: Investigate why. Was it a typo? A plot twist gone awry? Sometimes these marks are accompanied by a comment from the Bandit, so be sure your comments are visible!

c. The Underline (__)

• What It Means: The Bandit added something new. A fresh clue!
• Examine Closely: Is it a missing comma? A forgotten Oxford comma? The plot thickens.
• An Extra Tip: Look carefully for underlined punctuation changes—these are often the hardest proofing marks to miss!

d. The Squiggly Line (~~~~)

• What It Means: The Bandit suspects an error but isn’t sure. A wily move.
• Your Task: Decide if it’s a clue or a red herring.

2-1. The Legend of Colors

a. Red Text (The Bloodstains)

• What It Means: Recent changes—the Bandit’s latest caper.
• Your Duty: Inspect closely. Did they fix a typo or sabotage your masterpiece?

b. Blue Text (The Alibi)

• What It Means: We’ve got comments! The Bandit left notes. Perhaps a motive?
• Read Carefully: They might praise, question, or mock your prose.

Remember, proofreading isn’t just about catching typos; it’s about making your writing shine. So, embrace your inner word detective, decode those marks, and let your writing flourish!