What Software Do Proofreaders Use?

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As part of my training to become a proofreader, I learned about the basic software proofreaders use. I also explored additional tools that improve proofreaders’ accuracy, efficiency, and consistency.

Most proofreaders work primarily in Microsoft Word using Track Changes. Some proofreaders also use the Suggesting feature in Google Docs or PDF markup tools in Adobe Acrobat. A proofreader may also choose to employ Grammarly, PerfectIt, or both.

Let’s explore these proofreading tools to see what they do and how they can help proofreaders work more efficiently. I’ll also discuss the pros and cons of these products.

What Software Do Proofreaders Use? (An Overview)

Let’s see the most helpful and widely used software and tools.

Basic Software for Proofreaders

To make proofreading possible, you’ll have to use at least one of the following:

• Microsoft Word (word processing software)
• Google Docs (word processing software)
• Adobe Acrobat or iAnnotate (PDF markup software)

Soon we’ll see how these programs function.

Additional Editing Tools for Proofreaders

Two other software programs are worth mentioning:

• Grammarly (grammar-checking tool)
• PerfectIt (consistency-checking tool)

Although not mandatory, many proofreaders use one or both of these tools. I run both on every text I proofread or copyedit for a client.

Now let’s delve into the details of the software I’ve mentioned!

Microsoft Word Is Wonderful

Microsoft Word is the software of choice for most proofreaders. It has been around for over 40 years!

As a freelance proofreader, most of the documents clients have sent me have been Word documents.

Proofreaders use a feature in Word called Track Changes.

Track Changes allows proofreaders to do the following:

• add or delete elements in a text
• change the formatting
• make comments in the margins of the document

Clients can easily view these suggested changes, including insertions, deletions, formatting changes, and comments.

Red is the default color to display these proposed changes (edits).

How to Tweak Track Changes to Help Your Clients

Since I do almost all my work in Microsoft Word, I want to share the colors I use for suggested changes to make the edited copy more visually appealing and easier for my clients to follow.

• red: for deletions
• green: for insertions
• blue: for formatting changes
• black: for comments

I also put comments in a yellow rectangle and use yellow to show which word, phrase, or sentence I’m referring to.

Note: If you’d like to learn how to change the default colors in Track Changes, please see the video below, and start it at minute 3:36.

I’ve only encountered one downside to using Word. Occasionally, clients aren’t aware of how to accept or reject changes and delete comments.

However, this problem can be solved by sending the client a YouTube video (like the one below) that demonstrates how to use Track Changes on their end.

A free version of Microsoft Word is accessible online but has limited functionality. You’ll need the paid version of Word if you work as a proofreader.

Going with Google Docs

Although most clients send a Word document, a client occasionally wants me to work with a Google Doc.

A Google Doc is simply a document created in Google Docs, another word processor.

The main difference between Google Docs and Microsoft Word is that Google Docs are stored online in Google Drive. You can work on a Google Doc as long as you have access to the internet.

A Word document, however, is typically stored on your computer.

The Google Docs proofreading feature is called the Suggesting feature.

The Suggesting feature functions much like Track Changes in Microsoft Word; you can make insertions, deletions, formatting changes, and comments.

It’s also easy to learn and use.

One advantage of Google Docs is that clients can easily accept or reject changes and delete comments by clicking a check mark or an X.

Another advantage is that Google Docs is free.

The only downside of Google Docs is that it isn’t compatible with PerfectIt.

You don’t have to use PerfectIt as a proofreader, but I’ve found it saves me time and makes my job a lot easier.

When I get a Google Doc, I copy and paste it into a Word document and run PerfectIt. I then return to the Google Doc and manually enter the edits I’ve accepted from PerfectIt.

It takes some time, but it’s not too much of a hassle if you’re working with a relatively short document.

If you’d like to learn how to use the Suggesting feature in Google Docs, please watch the brief video below.

Here’s an example of a text I proofread in Google Docs using the Suggesting feature.

Pros of Google Docs

• easy for clients to use
• no need to send file back to client (file stored online in Google Drive)
• free!

Cons of Google Docs

• not compatible with PerfectIt (but an add-on is available)

Check out Google Docs.

Adjusting to Adobe Acrobat

The last of the basic software for proofreaders is Adobe Acrobat, which comes in two versions:

1. Adobe Acrobat Standard DC
2. Adobe Acrobat Pro DC

Adobe Acrobat allows proofreaders to work on PDFs. It’s primarily used by proofreaders at publishing companies.

If you plan to work at a publishing house, it’s a good idea to inquire about the software they use.

The PDF markup tools in both versions of Acrobat are similar to those used in Word and Google Docs. However, the learning curve is steeper.

As a freelancer, I seldom receive PDFs from clients. If I do, I kindly refer them to a trusted colleague since I don’t proofread PDFs.

Note: If you’re not sure whether Acrobat is for you, a seven-day free trial is available for Adobe Acrobat Pro DC. If you decide you’re not a fan, make sure to cancel the free trial before it ends to avoid being charged for the month.

Another way to proofread PDFs is with an Apple app called iAnnotate.

It’s not intuitive, but it’s a much cheaper alternative to Acrobat. The latest version, iAnnotate 4, was a one-time purchase of $9.99 the last time I checked.

Please keep in mind that iAnnotate is only available for iPads and iPhones and must be purchased through the Apple App Store.

Pros of Acrobat

• enables you to proofread PDFs

Cons of Acrobat

• expensive
• more difficult to learn than Microsoft Word and Google Docs

See the most up-to-date prices for Acrobat.

Grammarly Is a Game Changer

Grammarly is considered one of the strongest grammar-checking tools for proofreaders and generally performs better at detecting errors than tools like Ginger, ProWritingAid, and Hemingway Editor.

When proofreading, I first run spell-check and PerfectIt. Then, I proofread the document as I’ve been trained to do. Finally, I run Grammarly Pro as a final check.

Although Grammarly is far from perfect, it occasionally catches an error I’ve overlooked.

It’s an invaluable tool for proofreaders (and editors) who strive to make documents as error-free as possible.

You can enable Grammarly to work in emails, documents, and social media sites (e.g., LinkedIn, Facebook, X), allowing you to use it not only for proofreading but also for client communication and marketing your services.

Furthermore, you can optimize Grammarly by customizing it for the particular document you’re working on.

Grammarly is available in both a free and a paid version.

Grammarly Free vs. Grammarly Pro

Grammarly Free includes features like:

• basic grammar and spelling checks (corrects spelling errors in different styles of English, such as US and UK English)
• tone detector (identifies tone as formal, confident, friendly, etc.)

Grammarly Pro includes features such as:

• everything offered in the free version
• concision
• punctuation checks and consistency in punctuation and spelling
• fluency and readability
• polished delivery (assures you sound courteous and alerts you if an outdated term is used)
• enhanced vocabulary and engaging sentences
• plagiarism detector (checks originality of work by comparing it against billions of web pages)
• AI-generated text detection

I find Grammarly Pro especially helpful when I’m doing copyediting in addition to proofreading. I also use it to check all my blog articles.

If you’d like a more comprehensive comparison of both versions, including subscription fees, check out my article “Grammarly Free vs. Pro (Put to the Test!).”

Pros of Grammarly

• free version available
• saves you time (run it at the beginning of the proofreading process to quickly identify errors, giving you more time to hunt down remaining mistakes)
• improves your job performance (use it after you’ve finished proofreading to catch overlooked errors)

Cons of Grammarly

• struggles to understand context
• sometimes makes erroneous suggestions
• problematic if you don’t have a decent grasp of grammar and punctuation (not a problem for proofreaders!)

You can give the free version of Grammarly a whirl if you’d like to.

PerfectIt Pumps Up Your Productivity

PerfectIt is a consistency-checking tool used by proofreaders to ensure uniform spelling, punctuation, and formatting throughout a document.

Checking for consistency throughout a text can be time-consuming, especially with lengthy texts.

PerfectIt increases your productivity by doing this job for you. And greater productivity can lead to increased profitability since time is money.

Like Grammarly, PerfectIt lets you examine each error on a case-by-case basis to decide whether to implement the recommended change. If you do, it’s an easy one-click fix.

So what exactly does PerfectIt point out?

What Does PerfectIt Do?

PerfectIt alerts you to inconsistencies with the following:

• abbreviations (11:30 a.m. vs. 11:30 am)
• capitalization (Norway vs. norway)
• hyphens and dashes (1984–2004 vs. 1984-2004)
• spelling (focused vs. focussed; both are correct, but only one should be used throughout the text for consistency)
• numbers (seven vs. 7)
• punctuation in tables, lists, and with bullets (checks for consistent punctuation in every cell of a table and at the end of every line in numbered and bulleted lists)

PerfectIt also ensures the following:

• each abbreviation is defined the first time it’s used
• either headline-style or sentence-style capitalization is used consistently in headings
• a document follows a house style when necessary (you’re able to make style sheets that are unique to specific clients)
• outdated or unsuitable language is changed to up-to-date and appropriate terms
• tables and figures are numbered correctly and aren’t missing headings
• quotes and brackets in a text aren’t left open
• correct spelling depending on the dialect of English being used: US, UK, Canadian, or Australian

For a deep dive on PerfectIt, please see my article “PerfectIt Review (Pros, Cons, Cost, Uses, and FAQ).”

I also penned a post comparing Grammarly and PerfectIt if you’re interested.

A Related Question

Is AI replacing proofreaders?

No, AI is not completely replacing proofreaders, but it is changing how they work.

Many people now use AI tools to proofread low-stakes content such as blog posts, emails, and newsletters. But human proofreaders are still needed for high-stakes and long-form content like books, legal texts, and academic papers, where precision, context, and consistency are critical.

AI can overlook subtle errors, apply publication guidelines inconsistently, and make incorrect edits that alter meaning. Professional proofreaders also provide human judgment, preserve an author’s tone and style, and catch issues that automated tools often miss.

I hope this article has helped you better understand the software proofreaders use.

If you’re interested in becoming a proofreader and want to find a well-respected training program, please check out Om Proofreading’s article that discusses online proofreading courses.

Best wishes to you!

“Too often we underestimate the power of a touch, a smile, a kind word, a listening ear, an honest compliment, or the smallest act of caring, all of which have the potential to turn a life around.”

– Leo Buscaglia