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    Chapter 15

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    khantsoehtet
    ICT Lecture

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    © All Rights Reserved
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    Chapter 15

    Uploaded by

    khantsoehtet
    8 views14 pages
    ICT Lecture

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    © © All Rights Reserved

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    PPTX, PDF, TXT or read online from Scribd

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    ICT Lecture

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    8 views14 pages

    Chapter 15

    Uploaded by

    khantsoehtet
    ICT Lecture

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    of 14

    Chapter 15

    Proofing
    15.1.1 Spell Check
    • Spell check is a test carried out by the software, often a word processor
    on the text.
    • As you work, it checks each word and compares it to those held in its
    dictionary.
    • If the words match, then the software moves on and checks the next
    word.
    • If the word does not match one in the dictionary, then it uses a red wavy
    underline to highlight the word to suggest it may be an error.
    • Not all the red wavy underlines are errors, some are person’s names and
    other names. Some spelling may different according to region (eg.
    Center and Centre)
    Fix spelling error
    • Right mouse click on the word and suggested word list will appear.
    • Choose the correct word from the list.
    • Some duplicated words will also show error, for this case just remove
    the extra word (eg. I’m not not a human)
    15.1.2 Grammar check
    • A grammar error is shown with a blue wavy underline like this.

    • Change the comma to full stop to correct this error


    15.2 Proofing techniques
    The term ‘proofing’ in printing means to make sure that the work is accurate. It should include
    checking not only spelling, punctuation and grammar, but also page layout, including:

    » the correct application of styles

    » the correct margin settings

    » images placed as specified

    » text wraps as specified

    » images not distorted

    » objects fitting within the boundaries of a page/column/slide

    » objects not overlapping (unless specified in a question)

    » no lists (bulleted or numbered) split over two columns/pages/slides

    » no tables (bulleted or numbered) split over two columns/pages/slides

    » no blank columns, pages or slides

    » no widows or orphans.
    No widow, No orphan
    • Part of the proofreading and error correction will be to check for
    widows and

    orphans.
    • A widow is the last line of a paragraph that appears alone at the top
    of a new page or column.
    • An orphan is the first line of a paragraph (or heading) that appears
    alone at the bottom of a page or column.
    15.2.1 Accuracy of data entry
    • Check that your documents have consistency in all areas, not only
    fonts and styles, but also in line spacing and paragraph spacing.
    • Example is if a bank took $10 000 from a bank account, rather than
    $10, then this would have serious consequences financially. Errors in
    numeric data will cause problems if any calculations are performed.
    • Imagine the costs of a data entry error if a rocket was being sent into
    outer space and one of its navigation systems was given some data
    with an error in it, or the consequences of a data entry error in the
    control of a nuclear reactor.
    Common data entry errors
    • » spelling errors
    • » errors in the use of capital letters (such as Capital letters Placed in
    the middle of A sentence, or not used where instructed)
    • » transposed numbers (such as 21 instead of 12).
    15.2.2 Verification
    • Verification is a way of preventing errors when data is copied from one
    medium to another (for example, from paper to disk/CD).
    • There are two common ways that verification checks are carried out.
    These are called ‘visual verification’ and ‘double data entry’.
    Visual verification
    • visual check
    • checking for data entry errors by comparing the original paper
    documents

    with the data entered into the computer


    Double data entry
    • Data is entered into a system twice (often by two different people).
    • The two sets of data are then compared by the computer
    • if there is a difference in the data it is flagged as an error
    • A simple example of this is when you are asked on a website to create
    a new password, you must enter the password twice. The computer
    checks the two passwords are the same before allowing you to
    continue.
    Why are validation and
    verification needed?
    • Validation and verification, when used together, will help to reduce
    the number of errors in data entry.
    • Even together they do not stop all data errors occurring.
    • For example, imagine a school has a telephone number of 842211,
    but this is recorded in the original documents as 841122. This error
    would not be found or corrected through visual verification or double
    data entry.
    • If the most appropriate validation is applied (to either a database or
    spreadsheet), for example to make sure that all telephone numbers
    are six digits long and start with a 5, 8 or 9, then again 841122 would
    pass the validation tests but if someone then tried to telephone the
    school it would not work.
    Validation or Verification?
    • A company supplying electricity sends bills to its customers that are
    between $100 and $500 would need both validation and verification
    • » data might be sensible but has not been transcribed/transferred
    accurately – for example, an electricity bill for $329 may have been
    copied as $320 – it is still sensible but has not been copied accurately
    • » data might have been transcribed/transferred accurately but may
    not be sensible – for example, an electricity bill of $3000.
    • Using validation in addition to verification would trap both errors,
    verification for the first example and validation for the second.
    15.2.3 Proofreading
    • Proofreading is part of the proofing process.
    • Proofreading is not a form of verification
    • It is the careful reading and re-reading of a document (before it is
    finally printed) to detect any errors in spelling, grammar, punctuation
    or layout, whether or not they were in the original document.
    • Proofreading needs common sense to check the errors rather than
    checking the two sources and finding errors.

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