Every word-processor software program seems to have its own spell-checker and it is very tempting to rely on it to make sure that every word you’ve written is correctly spelt. However, there are several different reasons why you should never depend entirely on your computer’s spell-checker, as I will now explain.
To start with, spell-checkers are not very good when it comes to the use of English. Although a spell-checker can tell you whether a specific word has been misspelt, it can’t tell you whether you have used it correctly. For example, a spell-checker doesn’t understand the difference between ‘wed’ and ‘web’, ‘where’ and ‘were’ or ‘can’ and ‘ban’. And it doesn’t know if you’ve missed a word out entirely. Missing out the words ‘no’ or ‘not’ can totally change the meaning of a sentence. The same is true of punctuation. A few months ago, in Canada, a misplaced comma in a contract cost a communication company over two million dollars.
A spell-checker can’t tell you if a comma or a semi-colon is more appropriate in a sentence; and it doesn’t know where to use a colon. How often have you typed a comma when you meant to use a full stop? And how often have you used a spaced hyphen to introduce an explanation when a dash would have been more appropriate. Unfortunately, a spell-checker would not have helped you.
In English, some words can be correctly spelt in a number of different ways. For example, the word ‘co-operate’ can also be spelt ‘cooperate’. Whether you are writing a report or a brochure, whichever way you choose to spell this word, it is important that you spell it consistently that way throughout your document. The same applies to punctuation. For example, do you consistently separate items in a list with a comma or a semi-colon; do you always use either single quotation marks or double quotation marks? And what do you do about quotations within quotations? You can’t use your spell-checker to ensure consistency in these sort of things.
Are you sure that what you have written is unambiguous? You know what you mean to say but when you write it down it might not necessarily be all that clear to the reader; and your spell-checker certainly won’t know what you meant!
Finally, there are occasions when you might use a word that is frequently confused with a similar word that has a different meaning. A spell-checker can’t tell you which word you should have used, and this is another reason why you should never rely on it to find all the mistakes that might have crept into your written work.
So, if you can’t depend on your word-processor’s spell-checker, what can you do to make sure that your document is as perfect as possible?
Employ a professional proofreader
It is notoriously difficult to proofread or edit your own work. You have probably been drafting it for some time and in your own mind you know it better than anyone. The thought of another person altering so much as a comma may seem unbearable to you.
However, because you are so familiar with your work you could be blind to its flaws. It can be very difficult to put yourself in the place of the reader of your document. So it is best to use a second pair of eyes to review it before the final version is printed or published on the Web.
And be sure to use a professional proofreader or editor. That person will know from their training and experience how words are spelt and used, and when and where punctuation should be correctly placed. By delegating this task to such a specialist you can concentrate on what you do best!
