Preparing to Copy Edit

• In "The Editorial Eye," Jane T. Harrigan and Karen Brown Dunlap suggest to read, re-read and read the text again. Keep content, organization and language in mind during each individual read. Make sure that you have a firm understanding of the author's message. If you intend to restructure the layout of information, make sure you are doing so in a way that does not depreciate the work's content or the writer's intended focus.
  
  Choose which style book is appropriate for the text you are editing and keep it close at hand.
  
  

Editing for Spelling and Language

• Spell check will catch most spelling errors, but keep an eye out for misspellings that create different words ("an" instead of "and," "the" instead of "then," etc.). A dictionary and thesaurus are invaluable tools during this process. Use the dictionary to verify spelling and definitions. The thesaurus will help you eliminate repetitive words.
  
  Make sure no names are misspelled. If a source is quoted, and his name is misspelled, it could pose questions of liability and credibility.
  
  

Editing for Grammar

• The key grammar issues to watch for are consistent verb tenses, sentence structure and punctuation. For most academic writing, refer to the MLA Handbook, The Associated Press Stylebook or Chicago Manual of Style.
  
  Grammar can be tricky to edit in creative pieces. In creative writing, some grammar rules may be ignored as long as the sentences fit the style and message of the piece. For instance, an incomplete sentence may work in fiction but is generally unacceptable in nonfiction.
  
  

Editing Factual Information

• Fact check all information, especially if it seems inaccurate. Also check that information is consistent throughout the work so that the reader will not be confused. Make sure that information is properly cited. Paraphrasing without citation is often considered plagiarism. Check for any instances that may create legal or ethical issues. When editing factual information and rewording is necessary, rewrite only to clarify the material.
  
  

Editing Content

• Your job is to make a piece of writing the best it can be. Recognize good writing when you see it, and isolate the bad. Editing content too harshly can alter the meaning of a work, so be cautious with your red pen. Enhance the writing without changing it completely. Use your discretion, and communicate with the writer on issues of content alterations or eliminations.
  
  

Editing for Organization or Structure

• Writers often tend to write in chronological format. While this is the most logical way, it usually is not the best way to keep a reader intrigued. Prioritize the importance of content, and arrange the piece in a way that conveys the information in a fluid, logical manner. Reducing a piece to an outline can help editors see how information is organized and edit the structure in an effective way.
  
  

Editing for Style

• Anything can be edited and rewritten until the end of time. Edit until the piece is grammatically clean, structurally sound and clearly written. If the edited result is better than the original, give the edit time to sit a few hours or days before you return to re-edit. Refer to style books (especially "The Elements of Style" by William Strunk Jr. and E.B. White) as additional tools.
  
  

Keeping the Writer in Mind

• Remember when editing another person's work, it is exactly that -- another person's work. Some editors embrace a "rewriting" style in which they try to write the piece how they would have. This does not help the writer. Open communication with a writer helps the copy editor find out exactly where the writer needs help. Ask questions. Be open for discussion. Find a balance between what the writer needs to communicate and what you think is the best presentation.
  
  "The Editorial Eye" authors explain this balance by saying: "You must be confident enough of your ability to suggest changes, but open-minded enough to know when someone has a better idea. ... It's up to you to guard their interests, to make sure that what reaches them is as clear and compelling as it can be."