Navigating an Excel File

Proofreading Excel files isn't any more difficult than editing Excel files. You'll likely use the same tools when proofreading in Excel that you use when editing in Excel.

Excel uses a ribbon divided into tabs, just like other Microsoft Office products. At the bottom of each new Excel file are three tabs called worksheets. Each of these worksheets can have its own dataset. Worksheets can either be added or deleted. At the top of each Excel file is a long white bar called the formula bar where formulas, functions, and general text can be inserted into the cells in the file.

Here are a few shortcuts for moving around an Excel worksheet.

• CTRL + Home takes you to A1.

• The Home key will take you to column A of whatever row your cursor is in.

• CTRL + End takes you to the last occupied cell in the worksheet.

Understanding Formulas and Functions

The primary function of Excel is to organize data. While the average user only uses Excel for simple calculations, for example, family budgeting or tracking business expenses, Excel is capable of doing very complex mathematical calculations as well. Luckily, as a proofreader, you typically won't have to do much with formulas in Excel. Proofreading formulas and functions can be tricky, and proofreaders are not usually responsible for ensuring that formulas are correct. However, when proofing Excel files, it is important for the proofreader to be able to clearly define what is part of the equation and what is a keystroke error. If major corrections need to be made to formulas, the document will need to be sent back to the editor and will probably end up being returned to the person who created the file. It's best that the editor or creator be provided with a detailed list of the errors in the file.

Inserting and Editing Comments

It's unlikely you will need to make very many comments when proofreading any type of file, but the occasional system might warrant a short note. If you need to insert a comment into an Excel file, follow these instructions:

• Right-click the cell in which you would like to place a comment.

• Select Insert Comment.

• Type your comment in the comment box that appears.

To edit the comment that appears in the box, click the red arrow that appears in the cell in which there is a comment. You can also format the text in the comment box as you would any other text. Simply highlight the text you would like to format, right-click that text, and select Format Comment.

Tracking Changes in an Excel File

Excel has a Track Changes feature similar to Word, but it doesn't track all changes that are made to a document. However, you can view changes according to different parameters. For example, you can show all changes Excel tracks, recent changes that have been made, changes made on a specific date, changes that haven't been reviewed, changes made by a specific user, and changes made in specific cells. To track changes made to the document, do the following:

• Click the Review tab.

• Click the Track Changes button.

• Select Highlight Changes from the menu that drops down.

In Excel 365, this feature has to be added by customizing the ribbon under Options → Customize Ribbon and adding "Track Changes (Legacy)."

Navigating a PowerPoint File

PowerPoint is a presentation program frequently used in business and educational settings. In addition to text, PowerPoint makes use of pictures, music, and video. Let's quickly review how to navigate a PowerPoint file.

Like other Microsoft Office programs, PowerPoint uses a ribbon divided into tabs, and each tab is further divided into groups. When a PowerPoint file (files with a .ppt or .pptx extension) is opened, all the slides in the file will appear in a panel on the left-hand side of the screen. In this panel, slides can be added, duplicated, edited, and rearranged. For each slide, fields can be added that contain text, pictures, music, and videos. The text, pictures, music, and videos can be manipulated simply by clicking in the appropriate field and making changes.

Making Changes in PowerPoint

Proofreading PowerPoint files is similar to making changes in any of the programs included in Microsoft Office. Unfortunately, PowerPoint doesn't have a Track Changes function. Typically, clients are aware that PowerPoint lacks this feature and allow for changes to be made directly to the slides. If a client either is not aware of this fact or requests that changes be approved first, you can use the comment tool to highlight problems and suggest changes. However, this generates extra work for clients.

To insert a comment:

1. Select the text you want to comment on.

2. Go to the Review tab and click Insert Comment.

If the client doesn't require you to submit changes for approval, it's best to keep track of the general types of changes you make to the document and write up a brief report at the end of your proofread. It's a small extra step that your client will, no doubt, appreciate.

Summary

When proofreading in Excel, remember that you shouldn't make direct changes to content. If a formula isn't functioning properly or if the content contains errors, you may need to flag the problem for the client or editor to deal with. When an Excel file arrives at the proofreading stage, it should ideally be error free. Also remember that, while Excel and Word both have Track Changes functions, PowerPoint does not have this feature. The Comment tool can be used to highlight changes or to highlight things that need to be changed.

Last Updated: 09/09/2022