Once you decide on what you want your copy editors and proofreaders to do, post the information on the Web where it can be referenced by any freelance copy editors and proofreaders you use, as well as by your staff editors. 

Part 1: Editing Text Before Posting
Part 2: Proofing Web Pages
Part 3: Final Check Before Live Posting

Part 1: Editing Text Before Posting

• Please consult the company style guide and any recommended stylebooks and dictionaries as you edit.

• Keep a style sheet as you edit. Include an alphabetical list of spelling, hyphenation, capitalization, and/or preferred terminology preferences, as well as Web-specific style issues. When you're finished, turn it in to the editor, so these notations can be added to the company style guide.

• Point out and if possible, edit to eliminate, or write around these problems: run-on sentences; wordiness; sexist language; non-parallel structure or wording in text, lists, heads, captions; awkward, unclear, or confusing language; passive voice.

• Query editor on: misused words; inappropriate content or tone; redundant/missing copy; major organizational problems; awkward or confusing passages; uncredited material that may require permission.
• Check for clear distinction between upper and lowercase letters that look similar, i.e., K, M, O, P, C, J, S, U, V, W, X, Y, Z. Also check for clear distinction between the upper-case letter O and the numeral 0, and between the numeral 1 and the lower-case letter L.
• Go to the URL of each link to make sure all links are live; if not, make a note on style sheet and/or query to editor. Make sure the descriptive copy for each link is correct. Also make sure links are clearly marked as such, especially hypertext references within the text.
• Check copy against the site outline or content inventory to make sure that each piece is accounted for.
• If the writer or editor has not specified a page title, mark it for query. If a title is specified, make sure that it is informative; these titles appear in the user's bookmark list once a page is bookmarked.

Part 2: Proofing Web Pages

• Reviewing pages that are on the developmental server is analogous to checking page proofs of print material, except in cases where the content has only been lightly edited before being posted. In these cases the copy editor will be called upon to do something more like an "editorial proofread," which is essentially copyediting and proofreading a finished Web page at once. In all cases the copy editor should consult with the editor or project manager to be sure of the scope of edit that's required for the specific site being reviewed.
• The best way to mark changes to Web pages that have been posted for review is to make a hard-copy printout of the pages, then mark changes on them and give them to the editor for approval. Make sure the printout shows only what's on the screen; print screen shots, if necessary.
• When proofreading Web pages, refer to the copy editor's style sheet, as well as the approved reference and style books and company or publication style guide. If there is no style sheet and the copy editor is performing an editorial proofread on already created Web pages, the copy editor should make a style sheet for the Web site according to the guidelines posted. Whether or not a style sheet exists, the editor should be queried on all substantive errors or inconsistencies.
• Check pages against the Web site outline or content inventory to make sure all elements have been included.
• Check for errors in alphabetical or numerical sequence.
• Check for repeated copy.
• Correct blatant errors or inconsistencies in grammar, capitalization, punctuation, treatment of numbers, abbreviations, and compound words.
• Set your browser to its default settings for font type and size (Times New Roman, 12 pt) as you view each page. If the text on some pages shows up in the browser default, and on other pages text is in a specified font, query the editor. 
• View each page at different browser font-size settings (usually "larger," "medium," and "smaller" will suffice). This will allow you to check for potential problems with presentation and line breaks (especially in tables) that might occur for those using the most common deviations from standard settings. If changing the font size preferences causes the layout to break down, query the editor.
• Check to see that the page meets site's technical standards for page size, monitor settings, load time and size, if this information is available. If not, pages should be no larger than 80 KB unless interactivity or other special functionality is present that might justify a larger size. Query the editor on any particularly slow-loading pages (pages that take longer than 30 seconds to load, at 28.8 kbps).
• Check manually to see that all links are working and go where they say they do. This manual check only needs to be performed the first time a page is posted for review. Subsequent link checks will be made automatically. Links to external pages (pages outside the current domain) should open in a new browser window. Make note of any redirected links; the URLs for these should be changed to the redirected page.
• Test all functions. Note any nonfunctional elements, such as JavaScript or other applications. Be sure to go through such functions as registrations, in order to check and proof those pages plus the page that shows up thanking the user for joining. Such pages should have clear paths to return to the site.
• Roll your mouse over the page to check for rollover copy. Query the editor if any rollover copy is unclear, incorrect, or inconsistent with site style.
• If the site contains any Flash movies, view the movie and make a note of any copy that is unclear, incorrect, or inconsistent with site style.
• Check the page for consistent alignment. Heads should set flush left over text that is flush left; links in a navigational bar should have consistent horizontal alignment, etc. Anything that appears jarring to your eye should be noted.
• Spatial relations on the page should indicate appropriate content connections; ie., items that are related (such as a headline and the text that follows) should be closer to each other than to images or to other sections of copy. Mark any extra space, or graphics or blocks of copy that are too close together.
• Be sure to proof graphics as well as body copy. Don't assume that just because a word is misspelled in a graphic element, it's intentional. Often the copy to be used in graphic elements was not sent through the copyediting process and the possibility for error is high.
• Check that images have alternate (alt) labels and that the copy is correct and informative, especially if the image forms a link.
• Check that each page contains metadata information in at least some basic form. If not, query the editor. The metadata information can be seen in the HTML source code header after either or both of these tags: and META NAME="keywords" CONTENT="…"> (To view the page's HTML source code, click on View in the top bar, then select Source [in Internet Explorer] or Pag Source [in Netscape]. The HTML source code for the page in the browser window will appear in a separate window.)
• Check for "orphan" pages that link nowhere else. All pages should link back to the referring page, at least. Query the editor if any orphans are discovered.

Part 3: Final Check Before Live Posting

• Using the copy editor's style sheet and marked-up hard copies of previous edits as a reference, check that all corrections have been made and that no new errors have been introduced in the process.
• Make final verification of links and navigation elements.