A copy-edit concentrates on the detail of your text to make sure that it meets its intended purpose and is suitable for your audience. Copy-editing is concerned with the finer points of your writing, reviewing it for sense, clarity and flow. Oxford Dictionaries define copy-editing as:
‘[To] edit (text to be printed or published) by checking its consistency and accuracy’.
Copy-editing takes place once you have finished writing your text but before it goes through design and layout.
What a copy editor does
A copy-edit is a detailed review of your text before any elements of design and layout are applied. The copy editor looks for errors in spelling, punctuation and grammar, applies house style (or applies consistency of style) and marks the text ready for typesetting, where layout and design elements are also applied. Copy-editing may also include some rewriting of sentences or restructuring to help make the text easier to read.
When they are working on your text, a copy editor will:
address any spelling, punctuation, grammar and typographical issues
check the text for consistency of formatting and correct use of house style (where applicable)
confirm that all elements of a document are in place and referenced consistently
raise queries where the text is unclear, inconsistent or where language choices may be problematic
offer suggestions for rewording or reformatting where the text may be confusing or misleading
prepare the document ready for the design and layout stage of production including marking up the structural elements of the text
provide a documented style sheet describing all editorial decisions made during the editing process to support later stages of the production process (such as design and layout, proofreading).
How copy-editing works
Copy-editing is usually done electronically, in PDF using comment tools or in applications like Word using Track Changes. A copy editor will mark your text with any corrections as well as suggesting revisions to improve clarity or flow.
While they are working, a copy editor documents any style decisions they make in a style sheet (style is the way that variable aspects of writing – spelling, hyphenation, date and numerical formatting, etc. – are handled within a text). This helps the proofreader at the next stage of the editing process and is a tool that you can use in future to help ensure consistency across all your writing.
If there are any areas of your text that are unclear or inconsistent and that may mislead or confuse your readers, a copy editor will highlight and query these so they can be resolved.
Copy-editing also prepares your text for the next steps of the production and publication process, coding the text ready for design, layout and typesetting.
When the copy-edit is complete, you’ll receive a marked-up file so you can review all the changes and suggestions made by the copy editor. This is called the copy. You will also receive the style sheet and a list of queries. Once you’ve reviewed and accepted or rejected the copy editor’s changes and suggestions, and addressed any queries, your text is ready to be dressed up in its final design and layout.
What copy-editing isn’t
While copy-editing is an extensive review of your text, there are some things that a copy-edit won’t do. Tasks such as indexing, fact-checking and producing bibliographies require different and specialist skills and, while many copy editors will be able to do some or all of them, they are not part of a copy-edit.
Copy-editing is not the final step of the editing process, so your text isn’t ready to be published at this stage. When your text is set and the final design and layout is applied, errors can be accidentally introduced. One final editing step follows – the proofread – before your text is finally ready for publication.
A good editor is your partner and ally, here to make sure your words work. To find out how editorial support can help you, why not get in touch?