Editing+Quantitative+Material


 * 11. Editing Quantitative Material **


 * Contents **

11.1 Introduction 11.2 Types of Tables and Illustrations 11.3 Copyediting Tables and Illustrations  11.4 Table Parts and Nomenclature 11.5 Label 11.6 Caption 11.7 Capitalization 11.8 Rules 11.9 Heads 11.10 Stub 11.11 Body 11.12 Notes 11.13 How to Proofread a Table 11.14 How to Manually Construct a Table Using Microsoft Word

** 11.1 INTRODUCTION **

Mathematical, statistical, and technical materials often use tables constructed of both words and numbers. Tables present the measurements used to make conclusions on a measured subject, or to organize information for clarity. The following sections provide guidance on using and editing tables in documents.


 * 11.2 TYPES OF TABLES AND ILLUSTRATIONS **

There are a number of table types, each serving a specific distinct purpose. The type of table, its content, and the methods used to construct it should be appropriate to both the subject and audience. The following is an overview of guidance for managing tables, and includes references for further information.

Note that requirements for tables may vary. The requirements of __MLA Handbook for Writers of Research Papers__ (MLA) may not match those in __The Chicago Manual of Style__ (Chicago) or __The Publication Manual of the American Psychological Association__ (APA). Likewise, table format may vary according to the tools used to create them. While many writers use Microsoft Excel or Microsoft Word to create tables, academic journals, research papers, and typeset material may require manually constructed tables. Authors should confirm the appropriate style references and authoring tools with their client, professor, or publisher before creating tables.

Back to Top  The following list identifies goals and tasks when copyediting tables and illustrations:
 * 11.3 COPYEDITING TABLES AND ILLUSTRATIONS **

Correct and Consistent
 * Check spelling, punctuation, capitalization.
 * Check that the title matches the content.
 * Compare the references within the text with the illustration.
 * Establish patterns for placement of callouts and titles. Align callouts, if possible.

Accurate
 * Add columns of numbers to check the totals.
 * Visually measure graph segments to verify that they are proportional to corresponding numeric values.
 * Compare line drawings to the actual product if you suspect problems in scale.

Complete
 * Check that all tables and illustrations mentioned in the text are resident; a gap in numbers may signify a missing illustration.
 * Make sure identifying information such as illustration parts, base measures on tables and graphs, meanings of shading, color, sources of information and labels, numbers, etc. are present.
 * Online document links should work and alternate text equivalents should be included for those with low vision.

Readable
 * Eliminate excess ink and lines that are not needed.to separate rows and columns.
 * Use space to distinguish rows and columns.
 * Align columns of numbers on decimals or imagined decimals.

Source __Rude__ 113-114

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 * 11.4 TABLE PARTS AND NOMENCLATURE **

The parts of a table are descibed in the following sections. The subsequent sections provide information regarding the form and function of each of the parts identified in the figure.

The guidance documents that specify the treatment of tables refer to the specific parts of tables; therefore, it is important to know the definitions for the various table components. Figure 11-1 defines the basics elements of table construction ([|F11-1E.pdf]).

Sources: __Chicago__ 13.10 to 13.53; __APA__ 150.

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**11.5 LABEL**

Principles:
 * All tables are to be referenced in the text of the document
 * The table is to be labeled //Table//, followed by the number of the table
 * The table number is determined by the order of appearance in the text of the document.

For example, see Figure 11-1 ([|F11-1E.pdf]). Note that APA refers the label as the //table number//.

Sources: For text references, __Chicago__ 13.10. For label requirements, MLA 4.7, __Chicago__ 13.10. For table number, __Chicago__ 13.10-12. See also __APA__ 155.

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**11.6 CAPTION**

Principles:
 * The table title is known as the //caption.//
 * The caption should be a noun form, using participles rather than relative clauses.
 * Caption position:
 * MLA calls for the caption to be positioned below the label, both left justified.
 * The label and the caption on the same line is preferred by Chicago, and shown in all examples given by APA.

Note: In Microsoft Word, captions can be automatically added. After a table has been inserted into a Word document, position the cursor over the table, then right click the small cross hairs/box symbol, and then click //Caption//. A dialogue box that controls caption insertion appears.

For examples, see Table 11-1 and 11-2 ([|T11-1_11-2.pdf]).

Sources: For captions, __MLA__ 4.7, __Chicago__ 13.14 to 13.18, and __APA__ 157-175.

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**11.7 CAPITALIZATION**

Principle: Sentence style capitalization is appropriate for the label, caption, stub head, and column heads.

For examples, see Tables 11-3 and 11-4 ([|T11-3_11-4.pdf]).

Sources: For capitalization of the label, __Chicago__ 13.16. For capitalization of column heads, __Chicago__ 13.19. For capitalization of stub entries, __Chicago__ 13.24. For sentence style capitalization, __Chicago__ 8.166.

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**11.8 RULES**

Principle: Rules are the horizontal and vertical lines used in table formatting. Most tables require horizontal rules, few require vertical rules. Unnecessary rules should be omitted.

For examples, see Table 11-3 and Table 11-4 ([|T11-3_11-4.pdf]).

Source: __Chicago__ 13:51-53; see also __APA__ 170.

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** 11.9 HEADS **

There are two types of heads in tables: the //stub head// and the //column head//. The stub head is positioned at the top of the left-hand column, the s//tub//. It may or may not be necessary to label the top cell in the stub, but column heads do require information to define the nature of the information in the columns of cells comprising the body of the table. Both stub and column heads require sentence case capitalization. C onsistent head format should be maintained throughout the document.

Some notes regarding heads:
 * // Tags // may be used to attach additional information to the heads. Tags are often used to define units.
 * // Cut-in heads // span all columns except the first.
 * // Spanner heads // provide column heading of two or more levels.

For examples, see Table 11-5 and Table 11-6 ([|T11-5_11-6.pdf]).

Source: __Chicago__ 13.19 - 13.23; also __APA__ 156-159.

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**11.10 STUB**

Principle: Stub entries fill the left column of the table. Entries may be organized alphabetically, or entries may be grouped according to categories. The first word of entries is capitalized. Sub-entries, if used, are indented one space. See Table 11-7 ([|T11-7.pdf]).

Source: Stub entries and other matters regarding stubs are discussed in __Chicago__ 13.24 - 13.30; see also __APA__ 157-158.

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**11.11 BODY**

**11.11.1 Empty Cells**

Principle: Empty cells may be blank, or may be filled with:
 * An em dash
 * “n.a.” for not applicable
 * “n.d.” for no data
 * See note below for zero values

Example: See example tables in Section 11.11 ([|T11-14.pdf]).

Source: __Chicago__ 13.33

Note: Zero values require care. If the table is listing data as the result of a physical or scientific measurement, one cannot list a value lower then the minimum limit of detection for the equipment or process that was used to provide the data. In such cases, the cell should contain an entry indicating that the result is lower that than the sensitivity of the equipment [i.e., “**11.11.2 Values Less Than One**

Principle: Zeros are not necessary left of the decimal for values less than one unless prescribed by the peson or organization for which the document is being prepared.

Example: See Table 11.7 ([|T11-7.pdf]).

Source: __Chicago__ 13.39

<span style="font-family: Arial; font-size: 14pt; msoansilanguage: EN-US; msobidifontfamily: 'Times New Roman'; msobidilanguage: AR-SA; msofareastfontfamily: 'Times New Roman'; msofareastlanguage: EN-US;">**11.11.3. Significant Digits**

Principle: D ata is listed using the appropriate number of significant digits.

Significant digits - The // significant digits // (also called // significant figures //) of a number are those digits that carry meaning contributing to its accuracy, and include all digits except :
 * Leading and trailing zeros where they serve merely as placeholders to indicate the scale of the number. T he following contain three significant digits:
 * //0.352//
 * //9.87//
 * //1,950//
 * Extraneous digits introduced, for example, by calculations carried out to greater accuracy than that of the original data, or measurements taken to a greater precision than the measuring equipment supports (Wikipedia, [|http://en.wikipedia.org/w/index.php?title=Significant_figures&> oldid=196202669] ).

Example: A circumference needs to be computed for a circular object. It is measured with device accurate to the nearest millimeter. The radius of the disc, in this case, a bicycle wheel, is measured at 311 mm. Circumference is calculated by the following equation: // Circumference = 2πr // // Circumference = 2(3.14)(311mm) // // Circumference = 1,953.08mm // There are six digits in the raw answer, but multiplied results should have the same number of significant digits as the factor with the least amount of significant digits, in this case, three. Therefore the result that can be reported with confidence is 1,950mm. Had a measuring device with greater accuracy been used, a more precise result could be reported.

Table 11-8 ([|T11-8_11-9.pdf]) is shown without treatment for significant digits—data is held to two digits to the right of the decimal. T able 11-9 ([|T11-8_11-9.pdf]) lists the same data with treatment for three significant digits with right justification. These data could also be vertically aligned on the decimal. The advantage is that the difference in the values would be visually reinforced; the disadvantage is the resultant uneven columns of data. Authors should confirm with the client, professor, or publisher served to determine the appropriate treatment of <span style="color: black; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%; mso-ansi-language: EN-US; mso-bidi-language: AR-SA; mso-fareast-font-family: 'Times New Roman'; mso-fareast-language: EN-US;">significant digits before commencing the development of tables.

Note: Numeric formatting requirements vary by application and audience. In accounting applications, significant digits may be disregarded in order to carry two decimal places beyond the decimal. In scientific writing, a certain number of significant digits may be required to accommodate accuracy appropriate to the subject matter or the equipment used to generate data. In all cases, writers and editors should check with the professor, employer, client, or the organization served to determine appropriate numeric treatment.

Source: One of the most straightforward references regarding significant digits— [|http://en.wikipedia.org/w/index.php?title=Significant_figures&oldid=196202669]

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**11.12 NOTES**

There are four types of notes for tables: These types of notes are discussed in the next two subsections.
 * General notes which apply to the entire table
 * Notes specific to features on the table
 * Notes on significance levels (also known as probability notes//)//
 * Source notes.

<span style="font-family: Arial; font-size: 14pt; msoansilanguage: EN-US; msobidifontfamily: 'Times New Roman'; msobidilanguage: AR-SA; msofareastfontfamily: 'Times New Roman'; msofareastlanguage: EN-US;">**11.12.1 General and Specific Notes**

Principles:
 * General notes apply to the whole table and follow any source notes. General notes are unnumbered and are introduced by //Note://
 * Superior (superscript) letters are used to note specific parts of the table. These get alpha designators starting with a//. (Using numerals could lead to confusion with numeric notes in the text of the document, such as footnotes.).//

<span style="font-family: Arial; font-size: 10pt; msoansilanguage: EN-US; msobidifontfamily: 'Times New Roman'; msobidilanguage: AR-SA; msofareastfontfamily: 'Times New Roman'; msofareastlanguage: EN-US;">Examples include Tables 11-10 and 11-11 ([|T11-10_11-11.pdf]).

Source: __Chicago__ 13.43-13.47; also __APA__ 170.


 * <span style="font-family: Arial; font-size: 12pt; mso-ansi-language: EN-US; mso-bidi-font-family: 'Times New Roman'; mso-bidi-language: AR-SA; mso-fareast-font-family: 'Times New Roman'; mso-fareast-language: EN-US; msoansilanguage: EN-US; msobidifontfamily: 'Times New Roman'; msobidilanguage: AR-SA; msofareastfontfamily: 'Times New Roman'; msofareastlanguage: EN-US;">11.12.2 Notes on Significance Levels and Sources **

Principles:
 * Asterisks indicate statistical significance levels in tables. Single asterisks indicate the lowest level of significance (.05); double asterisks indicate higher levels of significance (.01).
 * A table reproduced from another source without change shall be footnoted below the table. The form of the footnote shall be according to the form of bibliographic references used elsewhere in the document. Source notes shall indicate the origin of the information if the data within the table is not the author’s own.

Examples: See the tables in Section 11.11.

Sources: __Chicago__ 13.44; __Chicago__ 13.45; __Chicago__ 13.49; Rude (207).

<span style="font-family: Arial; font-size: 10pt; msoansilanguage: EN-US; msobidifontfamily: 'Times New Roman'; msobidilanguage: AR-SA; msofareastfontfamily: 'Times New Roman'; msofareastlanguage: EN-US;">Back to Top

<span style="font-family: Arial; font-size: 14pt; mso-ansi-language: EN-US; mso-bidi-font-family: 'Times New Roman'; mso-bidi-language: AR-SA; mso-fareast-font-family: 'Times New Roman'; mso-fareast-language: EN-US; msoansilanguage: EN-US; msobidifontfamily: 'Times New Roman'; msobidilanguage: AR-SA; msofareastfontfamily: 'Times New Roman'; msofareastlanguage: EN-US;">**11.13 HOW TO PROOFREAD A TABLE**

Editors can effectively edit tables even if they do not possess subject matter expertise regarding the data. Editors can review tables for content, consistency, accuracy, completeness, and visual design:


 * Content//://Tables should be checked for
 * relevance
 * unnecessary duplication
 * mathematical accuracy, such as in the case of totals
 * logical construction--for example, a correlation table, where values expressed across columns and rows are identical (Table 11-12; [|T11-12.pdf])
 * Consistency//://Tables should
 * use consistent formatting, style, and treatment
 * always be referenced in the text
 * appear in the document in the same order in which the are referenced to in the text
 * be checked for consistency regarding
 * styles for column heads, stub heads, and stubs
 * spelling
 * capitalization
 * punctuation
 * abbreviations
 * symbols
 * note styles
 * references for notes
 * Accuracy and completeness: Tables should be checked for
 * accuracy and completeness of title
 * where verifiable, accuracy of the data
 * Visual Design: Tables should use space and type to assure readability

Following is a correlation table before editing (Table 11-12; [|T11-12.pdf]); the analysis of the table (Table 11-13; [|T11-13.pdf]); and the final version showing revisions (Table 11-14; [|T11-14.pdf]). Table 11-12 ([|T11-12.pdf]) was given as an assignment in the NJIT PTC 624 Professional and Technical Editing class during the Spring 2008 semester. <span style="font-family: Arial; font-size: 10pt; mso-bidi-font-family: 'Times New Roman'; msobidifontfamily: 'Times New Roman';">The table is derived from Norbert Elliot, Vladmir Briller, Kamal Joshi. “Analytic Portfolio Assessment: A Program Development Model.” __Journal of Writing Assessment__ 3.1 (2007): 5-30.

Since Table 11-12 ([|T11-12.pdf]) does not include any contextural text or additional tables from the source document, external comparison with any other tables and the text of the document is not possible. However, there are a number of internal inconsistencies in the table which warrant analysis and revision. Prior to analysis, two observations regarding the nature of this table require mention: (1) This table appears to have been constructed using a table feature in a word processor, not typeset; (2) this correlation table contains paired data values.

Analysis of the table for accuracy and completeness, consistency, and visual design yields the following findings, which are highlighted in Table 11-13 ([|T11-13.pdf]):
 * 1) The numbered column heads are aligned inconsistently with the columnar data in the body of the table (** peach **).
 * 2) The stub entry ** citation ** seems odd and is worth a query to the author.
 * 3) The descriptors in the stub exhibit incorrect justification (** sea green **).
 * 4) The justification of the dashes is inconsistent (** lavender **).
 * 5) Ten data pairs show differing values or differing levels of significance. Queries to the author for clarification are required unless the source data is available (various colors).
 * 6) Treatment for significant digits, in this case, the retention of trailing zeros, is inconsistent between data pairs (** teal **, ** dark gray **).
 * 7) The data values in the note do not match the cited data in the tables.

Responses to the findings of our analysis are noted below. Where appropriate, revisions to the table are shown in final form in Table 11-14 ([|T11-14.pdf]) below. The changes include:
 * 1) The numbered column heads were realigned to be consistent with the justification of each column. Differing column widths remain, which is required in order to fit the data in a single table, but visual consistency is improved over the initial version.
 * 2) Based on an author’s response to a query, the stub entry “Citation” has been changed to “Documentation”.
 * 3) In the original tables, the descriptors in the stub highlighted in ** sea green ** are termed //runover lines//. Chicago 13.27 prescribes a one-em indentation for these situations, but in this case, the stub entries contained two types of information—the descriptor number and the stub entry descriptor. These were split into two cells, one containing the stub entry number, the other containing the text of the stub entry; those with runover lines were set as hanging paragraphs offset at 0.1” to mimic the one-em space requirement. This allowed for better formatting given the construction of this table using a word processor.
 * 4) The irregular dashes were centered.
 * 5) Ten data pairs were edited based on the author’s response to address discrepancies between data pairs or significance levels.
 * 6) Treatment for significant digits was resolved by leaving trailing zeros to show three significant digits, in this case, to preserve readability. Authors should confirm with the client, professor, or publisher served to determine the appropriate treatment of sigificant digits before commencing the development of tables.
 * 7) The values in the notes were corrected.

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 * 11.14 HOW TO MANUALLY CONSTRUCT A TABLE USING MICROSOFT WORD **

Microsoft Word contains several tools for creating tables. One technique is to use the commands in the //Table// menu in Word. Another is to create tables in Microsoft Excel, then copy and paste the tables into Word. These techniques are commonly used in technical report writing for commercial work and other technical communication settings. However, when creating documents for academic submission or typesetting, there are specific requirements for table format which can be difficult to implement accurately using the table tools in these programs. One alternative is to type the tables in Word without the use of automated table features, similar to how tables were once created on typewriters. The following steps can be used to create double-spaced tables in Word using its //tab// features.


 * Step 1:** Data is typed line-by-line, separating cell entries with a tab. The data may look rather jumbled, but the tab spacing will be addressed in the following steps. Entering data for a four-line table that compares automotive towing fees results in the data in Figure 11-2 ([|F11-2.pdf]).


 * Step 2:** Ensure that the ruler function is visible (View > Ruler).


 * Step 3:** Note the symbol at the juncture of the left and top rule (circled in red on Figure 11-3; [|F11-3.pdf]). Left clicking the cursor over this symbol toggles this control through several features. Four of them include those shown in this justification key ([|JustificationKey.pdf]).


 * Step 4:** Highlight the top line of text with your cursor. Toggle the control in Step 3 to display the center justified symbol.


 * Step 5:** Move the cursor horizontally to the right along the ruler and left-click where the cursor position is desired. In this example, clicking the rule at two inches centers the words “Phone Number” at that position (Figure 11-4; [|F11-4.pdf]).


 * Step 6:** Finish the line of text with a decimal tab at 3.2 inches and a right justified tab at 4.5 inches (Figure 11-5; [|F11-5.pdf]).


 * Step 7:** Repeat Step 5 and Step 6 for each remaining line of data (Figure 11-6; [|F11-6.pdf]).


 * Step 8:** Select all cells and change line spacing to double (Format>Paragraph>Line Spacing>Double) (Figure 11-7; [|F11-7.pdf]).

The tab positions and type of alignment can be suited to the application. By highlighting multiple rows with identical tab spacing, one can change the positions of columns by dragging the justification mark left or right on the rule. Note that decimal tabbing was used for the third column, but could have also been set with right justification.

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 * Works Cited **

American Psychological Association. __Publication Manual of the American Psychological Association__. 5th ed.Washington: American Psychological Association, 2001

__The Chicago Manual of Style__. 15th ed. Chicago: U of Chicago P, 2003.

Elliot, Norbert, Vladmir Briller, and Kamal Joshi. “Analytic Portfolio Assessment: A Program Development Model.” __Journal of Writing Assessment__ 3.1 (2007): 5-30.

Gibaldi, Joseph. __MLA Handbook for Writers of Research Papers__. 6th ed. New York: MLA, 2003.

Rude, Carolyn D. __Technical Editing__. 4th ed. Boston: Allyn & Bacon, 2006.

Wikipedia contributors, "Significant figures," //Wikipedia, The Free Encyclopedia,// http://en.wikipedia.org/w/index.php?title=Significant_figures&oldid=196202669 (accessed March 11, 2008)

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