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 much they cost. 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. This word processing software 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.
Here’s an example of a text I proofread in Microsoft Word using Track Changes.
Pros of Microsoft Word
- commonly used tried-and-true software
- Track Changes is easy to learn and use
- one-month free trial available
Cons of Microsoft Word
- some clients won’t know how to use it
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:
- Adobe Acrobat Standard DC
- 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.
These are the reasons I don’t work with PDFs:
- If you use a free or cheap version of a PDF editor, you may encounter formatting problems.
- You can also run into formatting problems if you attempt to convert a PDF to a Word document.
- The paid versions of Acrobat are reliable but expensive.
- PDF markup tools are more difficult to use than Track Changes and the Suggesting feature.
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.
Compared to tools like Ginger, ProWritingAid, and Hemingway Editor, Grammarly tends to perform better at detecting errors.
When proofreading, I first run spell-check and PerfectIt to eliminate spelling errors and inconsistencies. Then, I proofread the document as I’ve been trained to do. Last, I run Grammarly (the premium version) 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 communicating with clients and marketing your services.
Grammarly can also be used with Microsoft Word on a Mac.
It can be customized to catch spelling errors in different styles of English: US, UK, Canadian, Australian, or Indian.
A free version and a premium version are available.
Grammarly Free vs. Grammarly Premium
The free version of Grammarly includes features like:
- critical grammar and spelling checks
- concision (eliminates wordiness)
- tone detector (notes how your writing comes across—formal, confident, friendly, etc.)
Grammarly Premium includes features such as:
- everything offered in the free version
- punctuation checks and consistency in punctuation and spelling
- fluency (beneficial for non-native English speakers as it ensures writing sounds natural; it’s especially helpful for identifying proper preposition use)
- readability (makes sentences easier to understand so that the writer’s message comes across effectively)
- enhanced vocabulary (alerts you to overused words and offers more exciting word choices when dull words are used)
- engaging sentences (ensures a variety of sentence structures)
- polished delivery (assures you sound courteous and confident and use an appropriate level of formality; also alerts you if an outdated or disrespectful term is used)
- plagiarism detector (checks originality of work by comparing it against billions of web pages)
I find Grammarly Premium 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, check out my article “Grammarly Free vs. Premium (Put to the Test!).”
Getting the Most Out of Grammarly
You can optimize Grammarly by customizing it for the particular document you’re working on.
Another key to using Grammarly effectively is recognizing that it’s far from perfect.
If you’ve been trained as a proofreader, you’ll have the discernment to accept the accurate suggestions and thank Grammarly for catching any errors you’ve missed.
You’ll also have the knowledge to reject Grammarly’s erroneous suggestions since artificial intelligence is a long way from correctly interpreting context and understanding the nuances of writing.
I published an in-depth piece on why Grammarly can’t replace a proofreader or copy editor if you’re curious.
Grammarly isn’t a substitute for an editor either.
How Much Does Grammarly Cost?
Here’s the pricing information for Grammarly Premium.
| Annually | Quarterly | Monthly |
|---|---|---|
$12.00 / month (save 60%) – billed as a single payment of $144.00 per year | $20.00 / month (save 33%) -billed as a single payment of $60.00 every 3 months | $30.00 / month |
Pros of Grammarly
- 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)
- free version available
Cons of Grammarly
- sometimes makes erroneous suggestions
- problematic if you don’t have a decent grasp of grammar and punctuation (not a problem for proofreaders!)
- struggles to understand context
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
Getting the Most Out of PerfectIt
To maximize PerfectIt’s benefits, select the style that best suits your document. Proofreaders will want to select The Chicago Manual of Style whenever it’s relevant.
If the document you’re working on doesn’t adhere to one of the styles on PerfectIt’s menu, you can choose the relevant English dialect (i.e., US, UK, Canadian, or Australian).
You’ll also want to ensure that you have ticked the boxes for the checks you want the software to run. (More checks will appear when you click the tiny caret to the left of each main check.)
You can also deselect unnecessary checks so you don’t have to wait for PerfectIt to run those.
How Much Does PerfectIt Cost?
PerfectIt offers four pricing plans: Professional, Elite, Team, and Enterprise.
I use the professional plan.
Below, you can see each plan’s features. If the print in the screenshot is too small, the link below will take you to a bigger version of this chart. (The prices are per user.)
Each annual license includes support and all updates.
Pros of PerfectIt
- saves you a lot of time when working on long documents
- very accurate
- free 14-day trial available
Cons of PerfectIt
- only picks up on errors with consistency (not a grammar and punctuation checker)
- doesn’t work directly with Google Docs
If you’re on the fence about making a purchase, PerfectIt offers a free 14-day trial with no strings attached.
For more information, please see my article “PerfectIt Review (Pros, Cons, Cost, Uses, and FAQ).”
Finally, I penned a post comparing Grammarly and PerfectIt if you’re unsure which tool would make the most sense for you.
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
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