Copy editing

Copy editing (also copyediting, sometimes abbreviated ce) is the process of reviewing and correcting written material to improve accuracy, readability, and fitness for its purpose, and to ensure that it is free of error, omission, inconsistency, and repetition.[1][2] In the context of publication in print, copy editing is done before typesetting and again before proofreading, the final step in the editorial cycle.[3]:1–5[1]

In the United States and Canada, an editor who does this work is called a copy editor. An organization's highest-ranking copy editor, or the supervising editor of a group of copy editors, may be known as the copy chief, copy desk chief, or news editor. In book publishing in the United Kingdom and other parts of the world that follow British nomenclature, the term copy editor is used, but in newspaper and magazine publishing, the term is subeditor (or sub-editor), commonly shortened to sub. The senior subeditor of a publication is frequently called the chief subeditor. As the prefix sub suggests, copy editors typically have less authority than regular editors.[4]

In the context of the Internet, online copy refers to the text content of web pages. Similar to print, online copy editing is the process of revising the raw or draft text of web pages and reworking it to make it ready for publication.[5]

Copy editing has three levels: light, medium, and heavy. Depending on the budget and scheduling of the publication, the publisher will let the copy editor know what level of editing to employ. The type of editing one chooses (light, medium, or heavy) will help the copy editor prioritize their efforts.[3]:12

Within copy editing, there is mechanical editing and substantive editing: mechanical editing is the process of making a text or manuscript follow editorial or house style, keeping the preferred style and grammar rules of publication consistent across all content. It refers to editing in terms of spelling, punctuation, and correct usage of grammatical symbols, along with reviewing special elements like tables, charts, formatting footnotes, and endnotes. Content editing, also known as substantive editing, is the editing of material, including its structure and organization, to correct internal inconsistencies and discrepancies. Content editing may require heavy editing or rewriting as compared to mechanical editing.[3]:5–10

In addition, copy editing may change punctuation, spelling and usage for a different country. For a Commonwealth readership, the American spelling of "organize" may be changed to "organise", and "color" changed to "colour".


Mechanical editing

Mechanical editing is the process of proofreading a piece of writing for consistency, either internally or in accordance with the publisher's house style. According to Einsohn, mechanical editors work with such things as the following:[6]

  • Abbreviations and acronyms
  • Additional elements, such as charts, tables, and graphs
  • Capitalization
  • Footnotes and endnotes
  • Hyphenation
  • Italicization and boldfaced type
  • Numbers and numerals
  • Punctuation
  • Quotations
  • Spelling

Gilad also mentions the following:[7]

  • Charts, graphs, maps, and their keys
  • Initialisms
  • Page numbers, headers, and footers
  • Tables of contents and page numbers
  • Underscoring

Proper spelling and punctuation are subjective in some cases, where they must be left to the discretion of the copyeditor or the publisher. Most publishing firms use a widely recognized style manual such as The Chicago Manual of Style or The Associated Press Stylebook. Companies that produce documents and reports but do not consider themselves publishers in the usual sense, tend to rely on in-house style guides or on the judgment of the copyeditor.[3]:5

Grammar and usage

The goal of the copyeditor is to enforce inviolable rules while respecting personal stylistic preferences. This can be difficult, as some writers view grammatical corrections of the copyedited manuscript as a challenge to their intellectual ability or professional identity. For this reason, copy editors are encouraged to side with the author. If the author's preference is acceptable, it should be respected. This practice is complicated further by constantly evolving language conventions as recorded by books on grammar and usage. Additionally, the authors of such books often disagree.[3]:333–337

Content editing

Content editing consists of reorganizing or restructuring the content of a document. This involves any inconsistent parts of the content as well as any variances. Copyeditors can either fix the content by rewriting it or heavily editing it. However, the copyeditor will often point out any difficult passages for the author to resolve on his or her own time.[3]:9

Although copyeditors are not responsible for factual correctness of the document, they can provide comments for the author on any information they know to be incorrect,[3]:9 such as year discrepancies or misleading ideas. This type of fact checking is acceptable for copyeditors that know the document's subject matter.[3]:7–10

The copyeditor must also point out any biased language without infringing on the author's meaning. This includes material "that might form the basis for a lawsuit alleging libel, invasion of privacy, or obscenity". Some see censoring biased language as political correctness, so it is important the copyeditor distinguishes between the two.[3]:7–10 To do this, the copyeditor will permit intentional "politically incorrect" views and censor only marginalized, offensive, or exclusive language.[3]:405

Correlating parts, typecoding, and permissions

Most manuscripts will require the copyeditor to correlate the parts within it. Copyeditors must carry out the following tasks in this process:[3]:7

  • Verify any cross-references that appear in the text
  • Check the numbering of footnotes, endnotes, tables, and illustrations
  • Specify the placement of tables and illustrations
  • Check the content of the illustrations against the captions and the text
  • Read the list of illustrations against the illustrations and captions
  • Read the table of contents against the manuscript
  • Read the footnotes/endnotes and in-text citations against the bibliography
  • Check the alphabetization of the bibliography or reference list

Some manuscripts may require special cross-checking. For example, in a how-to text, a copyeditor might need to verify that the list of equipment or parts matches the instructions given within the text.[3]:7

Typecoding is the process of identifying which sections of the manuscript are not regular running text. These portions of text, known as elements, include the following:[3]:10

  • Part and chapter numbers
  • Titles and subtitles
  • Headings and subheadings
  • Lists
  • Extracts
  • Displayed equations
  • Table numbers
  • Source lines
  • Footnotes
  • Figure numbers and captions

It is the copyeditor's job to typecode (or make note of) all manuscript elements for the publication designer.[8] Hard copy copyeditors are usually asked to pencil in the typecodes in the left margin of the manuscript. On-screen copyeditors may be asked to insert typecodes at the beginning and end of each element.[3]:10

Finally, if the manuscript contains long quotations from a published work that is still under copyright, the copyeditor should remind the author to acquire permission to reprint said quotations. The same goes for the reprinting of tables, charts, graphs, and illustrations that have appeared in print. Rules vary for the reproduction of unpublished materials (letters, diaries, etc.)[3]:10


There are several basic procedures that every copyeditor must follow: copyeditors need a system for marking changes to the author's text (marking), a process for querying the author and the editorial coordinator (querying), a method for keeping track of editorial decisions (recordkeeping), and procedures for incorporating the author's review of the copyediting into a final manuscript or electronic files (cleanup). These systems were originally developed in an era before that of the computer, but over time these procedures were adapted to exist in a digital on-screen space.[3]:7–10

Each medium (in print and on screen) has its own affordances, and although a copyeditor may prefer one editing process over the other, copyeditors are practically required to use both techniques.

Hard-copy editing

Traditional markup copy editing, or hard-copy editing, is still important because screening tests for employment may be administered in hard copy. Also, the author whose text the copy editor is editing may prefer hard-copy markup, and copy editors need to know traditional markup in case documents and materials cannot be exchanged electronically. When editing in hard-copy, all participating parties (the editor, author, typesetter, and proofreader) must understand the marks the copy editor makes, and therefore a universal marking system that signifies these changes exists. This is also why the copy editor should write legibly and neatly. Copy editors working hard-copy write their corrections in the text directly, leaving the margins for querying. Usually the copy editor is asked to write in a bright color, so the author and other parties can easily recognize the editor's changes.[3]:7–10

On-screen editing

Every year, more editing projects are being done on computer and fewer in print. Also, if there is a digital version of a text the copyeditor is editing, they can more easily search words, run spellcheckers, and generate clean copies of messy pages. The first thing copyeditors must do when editing on-screen is to copy the author's files, as the original document must be preserved.[3]:7–10 Each word processing program provides various options for how an editor's markups are shown on screen and on the printout. On-screen editing mainly differs from hard-copy editing in the fact that the copyeditor should edit more cleanly on-screen, refraining from saving parts of words, and be careful in maintaining proper line spacing.[3]:7–10


Copyeditors often need to query their authors in order to address questions, comments, or explanations: most of these can be done in the margins of the text, or the comment section when on-screen.[3]:7–10 The copyeditor must consider when to query and the length and tone of their queries, as querying too frequently or infrequently, cryptically, or sarcastically can result in a negative relationship between the copyeditor and the author.[3]:7–10


Depending on which publication a copyeditor is employed with, his or her goals may change, however there are a few constituencies that must always be served – the author (the person who wrote or compiled the manuscript), the publisher (the person or company that is paying to produce the material), and the readers (the audience for whom the material is being produced). These parties (in conjunction with the copyeditor) work to achieve the same goal, which is to produce an error free publication. The copyeditor strives to improve clarity, coherency, consistency, and correctness – otherwise known as the "4 C's". Each of these components serve the copyeditor's "Cardinal C", which is communication.[3]:3


The advent of the printing press in the middle of the 15th century opened the doors to the first printing houses in Europe. Even after the invention of the printing press and on to today, the editor's job is to correct perceived mistakes. Within these printing houses, there were a variety of employees, one being correctors, or as it is referred to today, editors.

The biggest difference between monastic copyists and copyeditors is that copyeditors leave editions as suggestions that the original author can choose to reject. These printing houses established procedures for editing, preparing the text, and proofreading. Specialist correctors made sure texts were in accordance with the standards of the time.[9]

Before the printing press, monastic copyists altered words or phrases they thought were odd, under the assumption that the copyist before them had made a mistake. This is what led to so much variety in standard texts like the Bible.[10]

After the globalization of the book from 1800 to 1970, the rise of American authors and editors came to fruition. One editor in particular, Maxwell Perkins, was sought out by writers such as Fitzgerald, Hemingway, and Wolfe because he greatly improved the work on these prominent authors with his editorial eye. Perkins was known editing, guiding, and befriending his writers – but the times were changing.[11]

In the late 19th century, the role of an editor was to decide if a manuscript was good enough to be published. As time passed, the role of an editor and publisher became more distant. Although there was a newfound relationship between editors and authors, thoughtful editing did not end.[11]

Copyeditors were employed at various publishing houses, magazines, journals, and by private authors seeking revisions on their work. Some copyeditors were even employed by public relations and advertising firms who valued strong editing practices in their business.[12]

The symbols used by copyeditors today are based on those that have been used by proofreaders since the beginnings of publishing, though they have undergone some changes over time. However, the exact beginnings of the copyediting language used today are unclear. Despite its long history, copyediting as a practice has not experienced any extreme upheaval other than the desktop publishing revolution of the 1980s. This phenomenon began as the result of a series of inventions that were released during the middle of this decade, and refers to the growth of technology usage in the field of copyediting.[13][14] Namely, the development of the Macintosh computer, the desktop laser printer by Hewlett-Packard, and a software for desktop publishing called PageMaker created by Aldus (a company now under the control of Adobe) allowed the revolution to begin.[13][15] By allowing both individuals and publishing agencies alike to cheaply and effectively begin to edit compositions entirely on-screen rather than by hand, desktop publishing revolution morphed copyediting into the practice it is today. Most copyeditors today rely on more modern WYSIWYG ('what you see is what you get') text processors such as Microsoft Word that are based on the original PageMaker to do their work.

There were a few events that led to changes within copyediting as a career. One of these, the successful strike of the editorial department of the Newark Ledger from November 17, 1934 to March 28, 1935, was "the first major action of its kind by any local guild...[it] both confirmed the irreversibility of the guilds' movement away from the professional association idea and greatly accelerated that process".[16] Paired with another string of strikes led by The New York Newspaper Guild against a number of smaller newspapers in the summer of 1934, these actions served to shift the image of the editorial worker as a 'professional' to one as an average citizen.[16] Another strike from the year 1934 was the strike at the Macaulay Company, reportedly the first ever strike to occur at a publishing firm. At the conclusion of the second Macaulay strike,which occurred three months after the first, the nationwide drive towards unionization had entered the publishing industry and was "sweeping through all the major publishing houses".[17] As these events seemed to have the secondary result of lowering the status of editors across the various publishing fields, it could be said that they sparked the decline of copyeditors that can be seen across the publishing fields today.

Owing to the rise of the Digital Age, the roles and responsibilities of a copyeditor have changed. For instance, beginning in 1990, copyeditors learned pagination electronically.[18] They could now look at different pages of a text on multiple screens and easily edit on there, as opposed to pasting them by hand on a board. This technological advance also required that copyeditors learn new software such as Pagemaker, Quark Xpress, and now Adobe InDesign.

Modern copyeditors are often required to edit for digital as well as print versions of text. Digital copyediting requires copyeditors to understand RSS feeds, social media such as Twitter and Facebook, and Hyper Text Markup Language.[18] What should be accounted for is that in this digital age, information is constantly being released which then leads to the decline in editing of the online versions. Editors of the website Buzzfeed commented that sometimes they "simply can't get every post before it's published".[19] While copyeditors still do traditional tasks such as checking for facts, grammar, style, and writing headlines, some of their duties have been pushed aside to make way for technology. Some copyeditors now have to design page layouts and some even edit video content. Copyeditors are now sometimes referred to as "copy/layout editors" or "producers/designers".[20]

Changes in the field

Example of copyedited manuscript
Example of non-professional copy editing in progress: the document finally published as [21]

Traditionally, the copy editor would read a printed or written manuscript, manually marking it with editor's correction marks. At sizable newspapers, the main copy desk was often U-shaped; the copy desk chief sat in the "slot" (the center space of the U) and was known as the "slot man", while copy editors were arrayed around him or her on the outside of the U, known as the "rim".[22] In the past, copy editors were sometimes known humorously as "rim rats". Chief copy editors are still sometimes called "the slot".[23] But nowadays, the manuscript is more often read on a computer display and text corrections are entered directly.

The nearly universal adoption of computerized systems for editing and layout in newspapers and magazines has also led copy editors to become more involved in design and the technicalities of production. Technical knowledge is therefore sometimes considered as important as writing ability, though this is truer in journalism than it is in book publishing. Hank Glamann, co-founder of the American Copy Editors Society, made the following observation about ads for copy editor positions at American newspapers:

We want them to be skilled grammarians and wordsmiths and write bright and engaging headlines and must know Quark. But, often, when push comes to shove, we will let every single one of those requirements slide except the last one, because you have to know that in order to push the button at the appointed time.[24]

Traits, skills, and training

Besides an excellent command of language, copy-editors need broad general knowledge for spotting factual errors; good critical thinking skills in order to recognize inconsistencies or vagueness; interpersonal skills for dealing with writers, other editors and designers; attention to detail; and a sense of style. Also, they must establish priorities and balance a desire for perfection with the necessity to follow deadlines.

Many copy editors have a college degree, often in journalism, the language the text is written in, or communications. In the United States, copy editing is often taught as a college journalism course, though its name varies. The courses often include news design and pagination.

In the United States, The Dow Jones Newspaper Fund sponsors internships that include two weeks of training. Also, the American Press Institute, the Poynter Institute, the University of North Carolina at Chapel Hill, UC San Diego Extension and conferences of the American Copy Editors Society offer mid-career training for newspaper copy editors and news editors (news copy desk supervisors).

Most US newspapers and publishers give copy-editing job candidates an editing test or a tryout. These vary widely and can include general items such as acronyms, current events, math, punctuation, and skills such as the use of Associated Press style, headline writing, info graphics editing, and journalism ethics.

In both the US and the UK, there are no official bodies offering a single recognized qualification.

In the UK, several companies provide a range of courses unofficially recognized within the industry. Training may be on the job or through publishing courses, privately run seminars, or correspondence courses of the Society for Editors[25] and Proofreaders. The National Council for the Training of Journalists also has a qualification for subeditors.


Before the digital era, copy-editors used to take a red pen to a piece of paper to point out errors and inconsistencies using a markup language made up of symbols universally known by copy-editors. The traditional copy editor was once defined as editing for grammar, spelling, punctuation and other mechanics of style.[26]

Copy editing symbols can no longer be used when editing digitally because they are not supported on digital platforms such as track changes. With more posting online and less printing on paper, this means current publishing processes are faster. Hard copy is no longer able to keep up with digital publishing.[27] For a publisher to hire copy editors to print hard copy, make edits, and then make changes is no longer the most efficient process. The position of copy editors is at risk because time demands quicker results that can be done by automatic correction software that catches grammatical errors.[28] Transferring the responsibility from human copy editors to digital software has been adopted by some publishing companies because it is available free of cost.

Professionals feared that the introduction of digital editing software would put an end to copyediting careers. Copy editors are still employed and needed for heavy editing, such as fact-checking and content organization, which software is not yet able to do. With grammar software and journalists that can edit, copy editors are seen as a luxury in publishing.[28] The potential for a company to use editing software may also require the copy editor to only perform heavy editing and querying. Though the steps for copyediting are the same, the execution is what has been changed due to the introduction of digital environments.

The technological development of Cloud storage allows contemporary copy editors and writers to upload and share files across multiple devices.[29] Online word processors such as Google Docs, Dropbox, Zoho, OpenGoo and Buzzword allow users to perform a number of tasks. Each processor has its advantages and disadvantages based on the users' preferences, but primarily allow users to share, edit and collaborate on documents.[30] On Google Docs users can invite others via e-mail to view, comment and edit any file of their choosing.[31] Those invited can view and edit the document together in real time.[32] Unlike Google Docs whose files can only be shared through the web app, Dropbox shares from a desktop app.[27][32] Dropbox users can share documents as links or as shared folders.[30] Users can create shared folders and add others to the folder.[30] Files in a shared folder will appear in the other user's Dropbox and all involved users receive notifications when edits are made to a file in the folder.[30] Adobe's Buzzword allows users to share files, with the user's choice from varying levels of editing access, and includes a Version History feature which tracks changes made to documents and lets users revert to earlier versions.[32] Useful in many word processors, a Track Changes feature allows users to make changes to a document and view them separately from the original document. In Microsoft Word users can choose whether to show or hide changes by clicking Track Changes under the Review ribbon.[33] Those editing documents can leave comments by clicking wherever the user desires to leave a comment and clicking New Comment under the review ribbon or by highlighting text and clicking New Comment.[33] Users can select the revision of specific users whom they have allowed to revise their work and choose which level of mark ups to view under the Show Markup dropdown menu in the Review ribbon.[33] Users can also choose to accept or reject changes by clicking either Accept or Reject in the Review Ribbon.[33]

Contemporary copy-editor

The field of copy-editing is not obsolete. Teresa Schmedding, president of the American Copy Editors Society (ACES) and a deputy managing editor at the Daily Herald in Chicago, thinks that copyeditors are "a natural fit" for digital journalism and social media because though publishing has been made available to almost anyone, quality and credibility is brought to content only by copy editors.[33]

When editing a piece, copy editors now have to consider multimedia aspects of the story. The inclusion of video, images, SEO, and audio are just some of the components that are now created and included to digital publications by copy editors.[33] Digital journalism has created many new roles for a copy editor, such as editing on the Web. Digital editing now requires copy editors to become familiar with search engine optimization, understanding HyperText Markup Language, Cascading Style Sheets, and RSS feeds.[33] In addition to Web-based skills, contemporary copy editors must also obtain a larger skill set, having knowledge of and the ability to operate software such as Adobe Illustrator for generating graphics or Adobe Dreamweaver for designing web pages.


One of the problems with copy-editing is that it may slow the publication of text. With the digital publishing era came an increased demand for a fast turnover of information. Additional details such as color printing, page size, and layout are determined by the allotted budget.[34] Web-based publications, such as BuzzFeed and Slate, do not have enough room in their budgets to keep a sufficient number of staff to edit their massive, daily rushes of content. Because of this, copy chief Emmy Favila says lower-priority posts are published without copy edits at Buzzfeed.[35] Slate does not edit its blog posts before publication, but all of its news articles are copy edited before publication, say Slate copy chief Lowen Liu and deputy editor Julia Turner.[35]

In response to such high demands for fast-produced content, some online publications have started publishing articles first and then editing later, a process known as back-editing. Editors prioritize stories to edit based on traffic and whether the content was originally reported for needing edits.

Reading material has become increasingly accessible to users with a wide range of disabilities. Carolyn Rude exemplifies such cases in alternatively replacing illustrations with text and audio translations for the visually impaired.[34] Rude also suggests that web developers attempt to stick to print guidelines, such as "clear and simple language and consistent terms and navigation devices", especially when readers are looking at text in a second language.[34]

Effects of the Internet

As online resources rise in popularity, copy editors endeavor to meet the increase of digital consumerism to the best of their abilities, and such high competition has resulted in a gradually "declining of quality in editing", such as proofreading grammatical errors or fact checking.[18] However, this doesn't mean the Internet has limited the scope of a copy editor's responsibilities or job opportunities. One of the most important advancements of the digital age is the advent of pagination, which gives copy editors more control over the construction and revisions of their content. Pagination is a convenient feature in programs such as "Pagemaker, the Quark Xpress, and AdobeIndesign".[18] Despite the increasing number of programs, however, some copy editors believe their basic functions and duties haven't changed much. Other copy editors think the Internet has simplified the process of fact checking and online programs such as Facebook or Twitter have also expedited the process of information-gathering. Other digital skills, such as image selection and search-engine optimization, increase the visibility of search results, especially when searching for keywords in headlines.

In all likelihood, the Internet will continue to evolve, but this shouldn't hamper the overall importance of copy editing. Although it may be tempting to neglect proper revisions in favor of convenience, the credibility and quality of an editor's work should still be maintained, as there will always be updates in software and technology.[18] As formats evolve, so too will the opportunities for journalists and other writers.

See also


  1. ^ a b "What Is Copy Editing?". Retrieved March 25, 2016.
  2. ^ Stainton, Elsie Myers (2002). The Fine Art of Copyediting. Columbia University Press. ISBN 9780231124782. Retrieved 21 February 2017.
  3. ^ a b c d e f g h i j k l m n o p q r s t u v Einsohn, Amy (2011). The Copyeditor's Handbook: A Guide for Book Publishing and Corporate Communications, with Exercises and Answer Keys. Berkeley, California: University of California. ISBN 978-0-520-27156-2.
  4. ^ Lozano, George A. Ethics of Using Language Editing Services in an Era of Digital Communication and Heavily Multi-Authored Papers. Retrieved 24 July 2014.
  5. ^ "Copy Editing Services in Chennai". Archived from the original on 2016-05-28. Retrieved 2016-05-04.
  6. ^ Einsohn, Amy (2011). The Copyeditor's Handbook: A Guide for Book Publishing and Corporate Communications, with Exercises and Answer Keys. Berkeley, California: University of California. ISBN 978-0-520-27156-2. The heart of copyediting consists of making a manuscript conform to an editorial style (also called house style). Editorial style includes:
    treatment of numbers and numerals
    treatment of quotations
    use of abbreviations and acronyms
    use of italics and bold type
    treatment of special elements (headings, lists, tables, charts, and graphs)
    format of footnotes or endnotes and other documentation.
  7. ^ Gilad, Suzanne (2007). Copyediting & Proofreading for Dummies. Hoboken, New Jersey: Wiley. p. 50. ISBN 978-0-470-12171-9.
  8. ^
  9. ^ Hellinga, Lotte (2009). The Gutenberg Revolutions A Companion to the History of the Book, p. 211.Wiley-Blackwell, Oxford. ISBN 9781405192781.
  10. ^ "Copy Editing". MMMporium. 16 October 2016. Retrieved 5 April 2016.
  11. ^ a b Luey, Beth (2009). Modernity and Print III: The United States 1890-1970 A Companion to the History of the Book, p. 369.Wiley-Blackwell, Oxford. ISBN 9781405192781.
  12. ^ Harrigan, Jane R.; Dunlap, Karen Brown (2003). The Editorial Eye (Second ed.). Bedford/St. Martin's. p. 387. ISBN 9780312152703.
  13. ^ a b "History of Desktop Publishing". DesignTalk. Retrieved March 19, 2016.
  14. ^ "Book Editing Looks at Developments in the History of Book Printing and Publishing". The Authors Guild. Retrieved March 19, 2016.
  15. ^ Allen Renear (2002). "Desktop Publishing". The Gale Group Inc. Retrieved March 19, 2016.
  16. ^ a b Daniel J. Leab. "Toward Unionization: The American Newspaper Guild and the Newark Ledger Strike of 1934-35". Tamiment Institute. Retrieved March 19, 2016.
  17. ^ Cynthia J. Davis, Kathryn West (2006). "Women Writers in the United States: A Timeline of Literary, Cultural, and Social History". Oxford UP. Retrieved March 19, 2016.
  18. ^ a b c d e Avery-Ahlijian, Angela Anne. (2011). Copy Editing in the Digital Age: How Technology Has Changed Copy Editing (Thesis). Eastern Michigan University.
  19. ^ Dan Appenfeller (May 13, 2014). "Copy Editors Carve Niche in Digital Media Landscape".
  20. ^ Fred Vultee (June 1, 2013). "A look at the numbers: Editing job losses in the newsroom". Archived from the original on August 9, 2016. Retrieved April 19, 2016.
  21. ^ Phoebe Ayers (November 11, 2014). ""Wikipedia, User-Generated Content, and the Future of Reference Sources" in David A. Tyckoson, John G. Dove (eds). Reimagining Reference in the 21st Century. Purdue UP". Retrieved January 7, 2019.
  22. ^ Bill Walsh. "What's a slot man?". The Slot. Retrieved July 28, 2014.
  23. ^ Deborah Howell (October 28, 2007). "The Power and Perils of Headlines". Washington Post. Retrieved July 28, 2014.
  24. ^ "Workshop: Keeping your copy editors happy". The American Society of Newspaper Editors. 7 August 2002. Archived from the original on 7 February 2006. Retrieved 2 January 2009.
  25. ^ "society for editors and proofreaders". Society for Editors and Proofreaders. Retrieved January 17, 2018.
  26. ^ "Definitions of editorial skills". Editors' Association of Canada. Retrieved 5 April 2016.
  27. ^ a b "Copy Editing in the Digital Age: How Technology Has Changed Copy Editing". Eastern Michigan University. 2011. Retrieved 5 April 2016.
  28. ^ a b "Will Automated Copy Editors Replace Human Ones?". American Journalism Review. 14 April 2014. Retrieved 5 April 2016.
  29. ^ "Four Differences Between Google Drive and Dropbox". Coolhead Tech. 23 October 2013. Retrieved 5 April 2016.
  30. ^ a b c d "5 Great Alternatives to Google Docs You Should Consider". Make Use Of. 26 October 2009. Retrieved 5 April 2016.
  31. ^ "Overview of Google Docs, Sheets, and Slides". Google. Retrieved 5 April 2016.
  32. ^ a b c "Overview of Google Docs, Sheets, and Slides". Google. Retrieved 5 April 2016.
  33. ^ a b c d e f g "Track changes while you edit". Google. Retrieved 5 April 2016.
  34. ^ a b c D., Rude, Carolyn (2006). Technical editing. Dayton, David., Maylath, Bruce. (4th ed.). New York: Longman. ISBN 032133082X. OCLC 60188071.
  35. ^ a b "Copy Editors Carve Niche in Digital Media Landscape". American Journalism Review. 13 May 2014. Retrieved 5 April 2016.


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  • Baskette, Floyd K. & Sissors, Jack Z. & Brooks, Brian S. The Art of Editing. 8th edn. Allyn & Bacon, 2004.
    • Rewritten and updated: Brian S. Brooks and James L. Pinson. The Art of Editing in the Age of Convergence, 11th edn. Routledge, 2017.
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  • Ginna, Peter (2017). What Editors Do: The Art, Craft and Business of Book Editing. Chicago: The University of Chicago Press. ISBN 978-0-226-29983-9.
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  • Saller, Carol Fisher. The Subversive Copy Editor: Advice from Chicago (or, How to Negotiate Good Relationships with Your Writers, Your Colleagues, and Yourself). Chicago: University of Chicago Press, 2009.
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  • Stroughton, Mary. The Copyeditor's Guide to Substance and Style. 3rd edn. Alexandria, VA: EEI Press, 2006.

External links

Article (publishing)

An article is a written work published in a print or electronic medium. It may be for the purpose of propagating news, research results, academic analysis, or debate.

Blue pencil (editing)

A blue pencil is a pencil traditionally used by a copy editor or sub-editor to show corrections to a written copy.

The colour is used specifically because it will not show in some lithographic or photographic reproduction processes; these are known as non-photo blue pencils. For similar reasons, sometimes red pencils are used since their pigment will not reproduce by xerography.

With the introduction of electronic editing using word processors or desktop publishing, literal blue pencils are seen more rarely.

The "blue pencil test" is used by courts of law as a method for deciding whether contractual obligations can be partially enforced.

Cadit quaestio

Cadit quaestio is a Latin expression that is used as a legal term and in some other contexts. The expression literally translates as "the question (quaestio) falls (cadit)". In legal contexts, cadit quaestio is used to indicate that an issue is no longer in question, often because a dispute (question) between two parties has either been settled, or dropped.


Concision (alternatively brevity, laconicism, terseness, or conciseness) is the cutting out of unnecessary words while conveying an idea. It aims to enhance communication by eliminating redundancy without omitting important information. Concision has been described as one of the elementary principles of writing. The related concept of succinctness is the opposite of verbosity.

Copy (written)

Copy refers to written material, in contrast to photographs or other elements of layout, in a large number of contexts, including magazines, advertising, and books.

In advertising, web marketing and similar fields, copy refers to the output of copywriters, who are employed to write material which encourages consumers to buy goods or services.

In publishing more generally, the term copy refers to the text in books, magazines, and newspapers. In books, it means the text as written by the author, which the copy editor then prepares for typesetting and printing. This is also referred to as "editorial copy", which is said to have two subdivisions, the body copy and the adjuncts to the body copy. The term's usage can be demonstrated in the way an editor decides to embed an advertising material directly into the editorial copy, which means that the ad would use the same font, layout presentation, feel of the editorial copy it is being integrated into. This concept underscores how the copy can also refer to the identity of the newspaper or the magazine since the method of composition and layout can define its brand and positioning.In newspapers and magazines, "body copy" is the main article or text that writers are responsible for, is contrasted with "display copy", accompanying material such as headlines and captions, which are usually written by copy editors or sub-editors.


A dele or deleatur (, ) is an obelism (a proofreading symbol) used to mark something for deletion.


Editing is the process of selecting and preparing written, visual, audible, and film media used to convey information. The editing process can involve correction, condensation, organization, and many other modifications performed with an intention of producing a correct, consistent, accurate and complete work.The editing process often begins with the author's idea for the work itself, continuing as a collaboration between the author and the editor as the work is created. Editing can involve creative skills, human relations and a precise set of methods.

There are various editorial positions in publishing. Typically, one finds editorial assistants reporting to the senior-level editorial staff and directors who report to senior executive editors. Senior executive editors are responsible for developing a product for its final release. The smaller the publication, the more these roles overlap.

The top editor at many publications may be known as the chief editor, executive editor, or simply the editor. A frequent and highly regarded contributor to a magazine may acquire the title of editor-at-large or contributing editor. Mid-level newspaper editors often manage or help to manage sections, such as business, sports and features. In U.S. newspapers, the level below the top editor is usually the managing editor.

In the book publishing industry, editors may organize anthologies and other compilations, produce definitive editions of a classic author's works (scholarly editor), and organize and manage contributions to a multi-author book (symposium editor or volume editor). Obtaining manuscripts or recruiting authors is the role of an acquisitions editor or a commissioning editor in a publishing house. Finding marketable ideas and presenting them to appropriate authors are the responsibilities of a sponsoring editor.

Copy editors correct spelling, grammar and align writings to house style. Changes to the publishing industry since the 1980s have resulted in nearly all copy editing of book manuscripts being outsourced to freelance copy editors.At newspapers and wire services, copy editors write headlines and work on more substantive issues, such as ensuring accuracy, fairness, and taste. In some positions, they design pages and select news stories for inclusion. At U.K. and Australian newspapers, the term is sub-editor. They may choose the layout of the publication and communicate with the printer. These editors may have the title of layout or design editor or (more so in the past) makeup editor.


Headlinese is an abbreviated form of news writing style used in newspaper headlines.

Because space is limited, headlines are written in a compressed telegraphic style, using special syntactic conventions, including:

Forms of the verb "to be" and articles (a, an, the) are usually omitted.

Most verbs are in the simple present tense, e.g. "Governor signs bill", while the future is expressed by an infinitive, with to followed by a verb, as in "Governor to sign bill".

In the United States, conjunctions are often replaced by a comma, as in "Bush, Blair laugh off microphone mishap".

Individuals are usually specified by surname only, with no honorifics.

Organizations and institutions are often indicated by metonymy: "Wall Street" for "the financial industry", "Whitehall" for the UK government administration, "Madrid" for "the government of Spain", "Davos" for "World Economic Forum", and so on.

Many abbreviations, including contractions and acronyms, are used: in the US, some examples are Dems (for "Democrats") and GOP (for the Republican Party from the nickname "Grand Old Party"); in the UK, Lib Dems (for the Liberal Democrats), Tories (for the Conservative Party). The period (full point) is usually omitted from these abbreviations, though U.S. may retain them, especially in all-caps headlines to avoid confusion with the word us.

Lack of a terminating full stop (period) even if the headline forms a complete sentence.Some periodicals have their own distinctive headline styles, such as Variety and its entertainment-jargon headlines, most famously "Sticks Nix Hick Pix".


Journalese is the artificial or hyperbolic, and sometimes over-abbreviated, language regarded as characteristic of the news style used in popular media. Joe Grimm, formerly of the Detroit Free Press, likened journalese to a "stage voice": "We write journalese out of habit, sometimes from misguided training, and to sound urgent, authoritative and, well, journalistic. But it doesn't do any of that."

Lead paragraph

A lead paragraph (sometimes shortened to lead; also spelled lede) is the opening paragraph of an article, essay, book chapter, or other written work that summarizes its main ideas.

List of proofreader's marks

This article is a list of standard proofreader's marks used to indicate and correct problems in a text. Marks come in two varieties, abbreviations and abstract symbols. These are usually handwritten on the paper containing the text. Symbols are interleaved in the text, while abbreviations may be placed in a margin with an arrow pointing to the problematic text. Note that different languages use different proofreading marks and sometimes publishers have their own in-house proofreading marks.

Literary editor

A literary editor is an editor in a newspaper, magazine or similar publication who deals with aspects concerning literature and books, especially reviews. A literary editor may also help with editing books themselves, by providing services such as proof reading, copy-editing, and literary criticism.

Muphry's law

Muphry's law is an adage that states: "If you write anything criticizing editing or proofreading, there will be a fault of some kind in what you have written." The name is a deliberate misspelling of "Murphy's law".

Names for variations on the principle have also been coined, usually in the context of online communication, including:

Umhoefer's or Umhöfer's rule: "Articles on writing are themselves badly written." Named after editor Joseph A. Umhoefer.

Skitt's law: "Any post correcting an error in another post will contain at least one error itself." Named after Skitt, a contributor to alt.usage.english on Usenet.

Hartman's law of prescriptivist retaliation: "Any article or statement about correct grammar, punctuation, or spelling is bound to contain at least one eror [sic]." Named after journalist Jed Hartman.

The iron law of nitpicking: "You are never more likely to make a grammatical error than when correcting someone else's grammar." Coined by blogger Zeno.

McKean's law: "Any correction of the speech or writing of others will contain at least one grammatical, spelling, or typographical error."

Bell's first law of Usenet: "Flames of spelling and/or grammar will have spelling and/or grammatical errors." Named after Andrew Bell, a contributor to on Usenet.Further variations state that flaws in a printed ("Clark's document law") or published work ("Barker's proof") will only be discovered after it is printed and not during proofreading, and flaws such as spelling errors in a sent email will be discovered by the sender only during rereading from the "Sent" box.

Nature Reviews Genetics

Nature Reviews Genetics is a monthly review journal in genetics and covers the full breadth of modern genetics. The journal publishes review and perspective articles written by experts in the field subject to peer review and copy editing to provide authoritative coverage of topics. Each issue also contains Research Highlight articles – short summaries written by the editors that describe recent research papers.

Coverage includes:

Genomics (genome projects, genome sequencing, bioinformatics)

Functional genomics (transcript profiling, mutant screens, bioinformatics)

Evolutionary genetics (evo-devo, comparative genomics, population genetics, phylogenetics)

Multifactorial genetics (complex disease, disease susceptibility/resistance, association studies, technology)

Disease (disease gene identification, relationship between genotype and phenotype, molecular pathology of genetic disease)

Chromosome biology (telomeres, centromere, transposons, artificial chromosomes, chromosome stability)

Epigenetics (DNA methylation, histone modification, chromatin structure, imprinting, chromatin remodeling)

Developmental biology (reproductive technology, patterning, differentiation, evo-devo)

Gene expression (DNA elements, LCRs, insulators, enhancers, silencers, broad perspectives on gene regulation)

Technology (new techniques, experimental strategies, therapy, applied genetics and genomics, computational biology)

News design

News design is the process of arranging material on a newspaper page, according to editorial and graphical guidelines and goals. Main editorial goals include the ordering of news stories by order of importance, while graphical considerations include readability and balanced, unobtrusive incorporation of advertising.

News design incorporates principles of graphic design and is taught as part of journalism training in schools and colleges. Overlapping and related terms include layout, makeup (formerly paste up) and pagination.

The era of modern newspapers begins in the mid-nineteenth century, with the Industrial Revolution, and increased capacities for printing and distribution. Over time, improvements in printing technology, graphical design, and editorial standards have led to changes and improvements in the look and readability of newspapers. Nineteenth-century newspapers were often densely packed with type, often arranged vertically, with multiple headlines for each article. A number of the same technological limitations persisted until the advent of digital typesetting and pagination in late 20th century.

Photo caption

Photo captions, also known as cutlines, are a few lines of text used to explain or elaborate on published photographs. In some cases captions and cutlines are distinguished, where the caption is a short (usually one-line) title/explanation for the photo, while the cutline is a longer, prose block under the caption, generally describing the photograph, giving context, or relating it to the article.Captions more than a few sentences long are often referred to as a "copy block". They are a type of display copy. Display copy also includes headlines and contrasts with "body copy", such as newspaper articles and magazines.


Proofreading is the reading of a galley proof or an electronic copy of a publication to detect and correct production errors of text or art.


Stet is an obelism, used by proofreaders and editors to instruct the typesetter or writer to disregard a change the editor or proofreader had previously marked. It is a form of the Latin verb sto, stare, steti, statum,. This usage of the verb, known as the "jussive subjunctive", derives from the active-voiced third-person subjunctive singular present and is typically translated as "Let it stand" or "As you were".Conventionally, the content that included the edit to be disregarded was underlined using dashes or dots and stet written and circled above or beside it. Alternatively, a circled tick or checkmark could be placed beside the content in a margin.Stet is sometimes also used imperatively, as in, for example, "Stet that colon", or, if left on a board that might otherwise be cleaned, "Do not erase".

The Council of Editors of Learned Journals

The Council of Editors of Learned Journals (CELJ) emerged from a series of informal gatherings of editors at the Modern Language Association of America (MLA). The gatherings were concerned with the same issues that are the subject matter of the organisation to date. They are the funding of journals and issues associated with the peer review of articles, plagiarism, ownership rights, and the more mundane issues of copy editing. The CELJ seeks to offer mentoring services in these areas for new editors. Originally known as Conference of Editors of Learned Journals, it changed its name in 1989 to the current one. The CELJ sponsors sessions at the MLA Convention on presenting its annual journal awards recognizing distinguished achievement for scholarly journals and for creative-writing journals.

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