thumb|Example of non-professional copy editing in progress

Copy editing (also known as copyediting and manuscript editing) is the process of revising written material ("copy") to improve quality and readability, ensuring that a text is free of errors in grammar and style and that it is accurate. The Chicago Manual of Style states<!--wouldn't count on it if users keep changing citations--> that manuscript editing encompasses "simple mechanical corrections (mechanical editing) through sentence-level interventions (linear editing) to substantial remedial work on literary style and clarity, disorganized passages, baggy prose, muddled tables and figures, and the like (substantive editing)". In the context of print publication, copy editing is done before typesetting and again before proofreading. In the context of the Internet, online copy refers to the textual content of web pages. Similar to print, online copy editing is the process of revising and preparing the raw or draft text of web pages for publication.

Copy editing has three levels: light, medium, and heavy. Depending on the budget and scheduling of the publication, the publisher will let the copy editor know what level of editing to employ. The chosen type of editing will help the copy editor prioritize their efforts.

Practices

Mechanical editing

Mechanical editing is the process of closely reading a piece of writing for consistency, either internally or in accordance with the publisher's house style. According to Einsohn, mechanical editors work with such things as the following:

  • Abbreviations and acronyms
  • Additional elements, such as charts, tables, and graphs
  • Capitalization
  • Footnotes and endnotes
  • Hyphenation
  • Italicization (appropriate use of emphasis (italic or bold); appropriate choice of broad typeface category (italic, roman, other), especially in mathematical or scientific texts)
  • Numbers and numerals
  • Punctuation
  • Quotations
  • Spelling

Gilad also mentions the following:

  • Initialisms
  • Page numbers, headers, and footers
  • Underscoring

Proper spelling and punctuation are subjective in some cases, where they must be left to the discretion of the copy editor or the publisher. Most publishing firms use a widely recognized style guide such as the New Oxford Style Manual, The Chicago Manual of Style and The Canadian Style. Companies that produce documents and reports but do not consider themselves publishers in the usual sense tend to rely on in-house style guides or on the judgment of the copy editor.

  • Verify any cross-references that appear in the text
  • Check the numbering of footnotes, endnotes, tables and illustrations
  • Specify the placement of tables and illustrations
  • Check the content of the illustrations against the captions and the text
  • Read the list of illustrations against the illustrations and captions
  • Read the table of contents against the manuscript
  • Read the footnotes/endnotes and in-text citations against the bibliography
  • Check the alphabetization of the bibliography or reference list

Some manuscripts may require special cross-checking. For example, in a how-to text, a copy editor might need to verify that the list of equipment or parts matches the instructions given within the text. Hard-copy copy editors are usually asked to pencil in the type codes in the left margin of the manuscript. On-screen copy editors may be asked to insert type codes at the beginning and end of each element. The copy editor strives to improve clarity, coherence, consistency and correctness otherwise known as the "4 Cs", each of which serves the copy editor's "cardinal C", which is communication.

After the globalization of the book from 1800 to 1970 came the rise of American writers and editors. One editor in particular, Maxwell Perkins, was sought out by writers such as Fitzgerald, Hemingway and Wolfe, because he greatly improved the work of these prominent authors with his editorial eye. Perkins was known for editing, guiding and befriending his writers but the times were changing.

In the late 19th century, the role of an editor was to decide if a manuscript was good enough to be published. As time passed, the role of an editor and publisher became more distant. Although there was a newfound relationship between editors and authors, thoughtful editing did not end.

The symbols used by copy editors today are based on those that have been used by proofreaders since the beginnings of publishing, though they have undergone some changes over time. However, the exact beginnings of the copy editing language used today are unclear. Despite its long history, copy editing as a practice has not experienced any extreme upheaval other than the desktop publishing revolution of the 1980s. This phenomenon began as the result of a series of inventions that were released during the middle of this decade, and refers to the growth of technology usage in the field of copy editing. Namely, the development of the Xerox Star computer, with its Viewpoint desktop environment and the Xerox multilingual character code (the precursor of Unicode); as well as others, such as the Macintosh computer, the desktop laser printer by Hewlett-Packard, and software for desktop publishing called PageMaker allowed the revolution to begin. By allowing both individuals and publishing agencies alike to cheaply and effectively begin to edit compositions entirely on-screen rather than by hand, desktop publishing revolution morphed copy editing into the practice it is today. Most copy editors today rely on more modern WYSIWYG (what you see is what you get) text processors such as Microsoft Word that are based on the original PageMaker to do their work.

There were a few events that led to changes within copy editing as a career. One of these, the successful strike of the editorial department of the Newark Ledger from November 17, 1934, to March 28, 1935, was "the first major action of its kind by any local guild ... [it] both confirmed the irreversibility of the guilds' movement away from the professional association idea and greatly accelerated that process". Paired with another string of strikes led by The New York Newspaper Guild against several smaller newspapers in the summer of 1934, these actions served to shift the image of the editorial worker as a "professional" to one as an average citizen.

Owing to the rise of the Digital Age, the roles and responsibilities of a copy editor have changed. For instance, beginning in 1990, copy editors learned pagination electronically. They could now look at multiple pages of a text on multiple screens and easily make their edits in that environment, as opposed to pasting physical paper cut-outs onto a board by hand. This technological advance also required that copy editors learn new software such as Adobe InDesign, QuarkXPress, Affinity Publisher, or Scribus.

Modern copy editors are often required to edit for digital as well as print versions of the text. Digital copy editing requires copy editors to understand RSS feeds, social media and HTML.

While copy editors still do traditional tasks such as checking facts, grammar, style and writing headlines, some of their duties have been pushed aside to make way for technology. Some copy editors now have to design page layouts and some even edit video content. Copy editors are now sometimes referred to as "copy/layout editors" or "producers/designers".

Changes in the field

Traditionally, the copy editor would read a printed or written manuscript, manually marking it with the editor's "correction marks". At sizable newspapers, the main copy desk was often U-shaped; the copy desk chief sat in the "slot" (the center space of the U) and was known as the "slot man", while copy editors were arrayed around him or her on the outside of the U, known as the "rim". In the past, copy editors were sometimes known humorously as "rim rats". Chief copy editors are still sometimes called "the slot". But nowadays, the manuscript is more often read on a computer display and text corrections are entered directly.

The nearly universal adoption of computerized systems for editing and layout in newspapers and magazines has also led copy editors to become more involved in the design and the technicalities of production. Technical knowledge is therefore sometimes considered as important as writing ability, though this is truer in journalism than it is in book publishing. Hank Glamann, the co-founder of the American Copy Editors Society, made the following observation about ads for copy editor positions at American newspapers:

<blockquote>We want them to be skilled grammarians and wordsmiths and write bright and engaging headlines, and they must know Quark. But, often, when push comes to shove, we will let every single one of those requirements slide except the last one, because you have to know that to push the button at the appointed time.</blockquote>

Traits, skills and training

Many copy editors have a college degree, often in journalism, communications, or the language of the writing that they edit. Additionally, some copy editors take it upon themselves to gain a background in topics that would further help their careers. For instance, some copy editors may seek knowledge and background in statistics to help catch mistakes related to data within an article, to help authors have a better chance of getting published.

In the United States, copy editing is often taught as a college journalism course, though its name varies. The courses often include news design and pagination.

In the United States, the Dow Jones Newspaper Fund used to sponsor internships that include two weeks of training. Currently, they place college students in paid summer internships (10-12 weeks) with news organizations across the U.S. Also, the American Press Institute, the Poynter Institute, the University of North Carolina at Chapel Hill, UC San Diego Extension and conferences of the American Copy Editors Society offer mid-career training for newspaper copy editors and news editors (news copy desk supervisors).

Most U.S. newspapers and publishers give copy editing job candidates an editing test or a tryout. These vary widely and can include general items such as acronyms, current events, math, punctuation, as well as skills such as the use of Associated Press style, headline writing, infographics editing and journalism ethics.

Copy editors can also be trained in other software programs to ensure accuracy within a writer's work. Whether using programs like Illustrator, Publisher, or Photoshop, copy editors can obtain skills in using different types of software to help catch further errors that may be present in a writer's work. Due to new developments in technology and its various uses, the training and skills that would help a copy editor are expected to change in the future.

Differentiating from other forms of editing

Copy editing is an important step in the editing process. It is useful to differentiate it from other forms of editing to understand its unique role and significance.

Vs. substantive editing

  • Copy editing: This process focuses on the clarity, accuracy, consistency and overall readability of the text. It involves checking for grammatical errors, punctuation mistakes, inconsistencies in style and formatting (and compliance with house style), and ensuring that the text flows smoothly. The primary goal is to polish the content without altering its core message.
  • Substantive editing: Also known as structural or developmental editing, substantive editing delves deeper into the content's structure and organization. It addresses issues like pacing, plot development in fiction, argument strength in non-fiction and overall content organization. This form of editing may involve reordering sections, suggesting additional content, or recommending deletions.

Vs. proofreading

  • Copy editing: As mentioned, copy editing focuses on improving the content's clarity, coherence and consistency. It ensures that the text adheres to a particular style guide and is free from factual errors
  • Proofreading: This is the final step in the editing process. Proofreading involves checking the text for typographical errors, grammatical mistakes, and formatting inconsistencies. It is the last line of defense before the content is published and attempts to ensure that no minor errors slip through.

Vs. line editing

  • Copy editing: This form of editing looks at the text from a broader perspective, ensuring consistency in style, tone and voice. It also checks for factual accuracy and potential legal issues.
  • Line editing: Line editing is a more in-depth review of each line in the manuscript. It focuses on the creative content, writing style and language use at the sentence and paragraph level. The goal is to enhance the prose, making it clear and engaging.

Understanding these distinctions is useful for authors, publishers and editors, to ensure that each piece of content undergoes the appropriate level of scrutiny and refinement before reaching its audience.

Contemporary

Before the digital era, copy editors would mark errors and inconsistencies with a red pen, using a markup language of symbols that were universally known. The traditional copy editor was once defined as editing for grammar, spelling, punctuation and other mechanics of style.

Copy editing symbols cannot be used in digital editing because they are not supported by tools such as track changes. With more posting online and less printing on paper, hard copies can no longer keep pace with digital publishing. and cheaply.

Professionals feared that the introduction of digital editing software would end copy editing careers. Copy editors are still employed and needed for heavy edits, such as fact-checking and content organization, which are beyond the abilities of the software. With grammar software and journalists who can edit, copy editors are seen as a luxury in publishing.

Copy editors must now consider multimedia aspects of the story, such as video, images, audio and search engine optimization, which may be included in digital publications. Slate does not edit its blog posts before publication, but all of its news articles are copy edited before publication, say Slate copy chief Lowen Liu and deputy editor Julia Turner. Rude also suggests that web developers attempt to stick to print guidelines, such as "clear and simple language and consistent terms and navigation devices", especially when readers are looking at text in a second language.