Then I automatically spell and grammar check through a computer program. After completing the computer program, I reread the piece one more time. While creating this document, I do not sit continuously at the computer. I get up every once in awhile to stretch, take a bathroom break, or get a drink. This helps me refocus upon my task.
This is a good time to check margins and tabs. Formatting a word document depends on the computer program being used. Spacing, paragraphs, and margins are important for several reasons. The most primary reason is so your document can be printer ready. Without the correct formatting, printing can cause the document to run together, lose page numbers, or have incorrect headers or footers. Formatting is also vital for email and faxing documents. No matter how good an item is proofread, if the formatting is wrong, the document will not arrive to the intended target in a professional manner.
When checking a document’s formatting, searching for one type of mistake at a time can help catch more mistakes. For example, first look for spelling errors only. Then grammar errors can be searched for in your document. Page numbers, headings, footnotes, font size and type, or any other error can be looked for one type of error at a time. This helps focus your attention on one type of mistake, instead of trying to take the whole document in at once. If I try to look for all the mistakes at once, I generally miss one type, due to my focus being divided.
Then I practice another familiar technique. I walk away from my project for the day. After a good night’s sleep, I come back to my computer. Sometimes, I only take a nap. The point is to rest before continuing work. Then I reread what is written. Many times I can see where in the heat of the moment, I did not logically write what I meant.