Improving Each Sentence

When editing for structure, style, and mechanics, looking at each sentence is important . You’ll want to know whether a sentence if fine or if it can be improved. Improvements might include correcting errors, using stronger verbs, cutting redundant words, or combining sentences for more variety. Changing one sentence may create a ripple effect that leads to edits in the surrounding sentences. Editing requires close attention and judgment, but small changes can make big improvements. Several methods can help you pay attention to structure, style, and mechanics in your writing.

Spacing—Time

Very often, writers in a rush make the mistake of rereading their work immediately after finishing the last word. By rereading too soon, writers neither see nor hear mistakes. If they step away from the draft for some time--an hour, a day-- they would catch more errors. Create time, the space in your schedule, to set your work aside and look at it later with fresh eyes.

Spacing—Text

Another method to help you edit is to space the text of your draft differently. Even if you wait a day or two, it can be hard to find errors when you read a piece from beginning to end. By using your word processor, you can make the draft look unfamiliar, which will help you read like an editor.

For example, focus on individual sentences by separating them with a paragraph break. This allows you to think about each sentence on its own, without distraction from other nearby sentences. Eliminating surrounding words and sentences can help you see any errors more clearly.

In Microsoft Word or other word processing programs, you can automate this spacing method by following these steps:

  1. Save a copy of your draft using File > Save As.
  2. In the Replace tool, replace a period with a period and two paragraph returns by doing the following:
    1. In the find box, type a period: .
    2. In the replace box, type a period followed by two paragraph returns:.^p^p
  3. Now, your essay appears as a list of sentences.
  4. Edit your sentences using some of the strategies below.
  5. When you are finished editing, reverse the process. In the Replace tool, find a period followed by two paragraph returns and replace it with a period by doing the fooling:
    1. In the find box, type a period followed by two paragraph returns:.^p^p
    2. In the replace box, type a period: .
  6. Scroll through your draft to be sure the spacing is back to normal.

Quizzing Yourself

When you edit a draft, think of it as a quiz. Zoom in on each sentence individually, checking for any errors.

If you have been completing quizzes in other units, you’ve been practicing proofreading skills. The quizzes are designed to help you identify and correct common errors. If you’ve completed LearningCurve activities, your quiz practice has been customized to your individual needs; you’ve answered the most questions on the areas where you need the most work. Apply your improved skills when editing your writing.

Make sure each sentence has the following:

As you work through each part of the sentence, try to explain the rule that makes your writing correct. If you are unsure about the reason for your choices, check the instructional material in LaunchPad Solo for Readers and Writers or in your textbook.

Reading Backward

Many professional proofreaders read sentences in reverse order, which is another technique that makes errors more obvious. By reading the last sentence first, then the sentence before that, and the sentence before that, and so on, you are forced to read slowly. You are more likely to catch errors you may have otherwise overlooked.

To demonstrate, reading the previous paragraph backward means reading sentence 3, then sentence 2, then sentence 1:

1Many professional proofreaders read sentences in reverse order, which is another technique that makes errors appear more obvious. 2By reading the last sentence first, then the sentence before that, and the sentence before that, and so on, you are forced to read slowly. 3You are more likely to catch errors you may have otherwise overlooked.

Using Grammar and Spell Checkers

Your word processor’s grammar and spell checkers are useful tools for catching some editing errors. These tools should be used with caution, however. They are not foolproof: these programs miss plenty of errors. In addition, grammar checkers in particular suggest edits that would make a correct sentence incorrect. You need to develop the skills and confidence to understand when the grammar checker is right or wrong. You also need to be able to find errors that these programs may have missed.