Editing tips for beginners: Use of AP stylebook and inverted pyramid

Being able to edit yourself and the work of others is no easy task. Read below for this newsletter's first three tips to becoming a better editor!

Graphic By: Annalise Murphy (canva.com)

Being a student editor has many perks such as gaining real-world experience and learning how to work with others. In turn, these experiences will better prepare you for the job you wish to pursue. However, being a student editor comes with difficulties including high expectations from other students and the pressure of feeling you must be all-knowing. 

So first and foremost, do not be so hard on yourself. Take time to consider you are still learning and gaining experience along with other students.

Step 1: Purchase an AP StyleBook

One way to become a better editor is to purchase an Associated Press (AP) Stylebook. An AP stylebook is a large dictionary-like publication organized alphabetically containing all the rules media members use while writing stories. 

When new student journalists begin their degree work in college, most have only been exposed to the rules and writing format encompassed within academic writing. 

Learning that journalists do not write stories following an academic writing format can be overwhelming for beginners. Academic writing is much different than journalistic writing and the differences are important to note.

Traditional AP Stylebook

AP stylebooks can be purchased in almost any book store or online at websites such as Amazon or the official AP stylebook website. The cost of the book can range anywhere between $15 and $30 depending on where you decide to purchase. (Shipping may add to final price.)

If you aren't into books and are more "tech-savvy", then you might be interested in the online AP stylebook. This online version of the book takes everything from the traditional text, adding online exclusive digital functions. These "online exclusive" features come with a $29 annual subscription fee for a single user. To access the online AP Stylebook, visit the official AP website. 

AP Stylebook Online version offers digital exclusive features

Step 2: Learn AP Stylebook rules

As a student editor, most AP stylebook mistakes for beginners occur when writing names/titles, numbers, dates/months, writing in active voice versus passive voice and use of the oxford comma. 

Understanding how to use the AP stylebook and utilize the rules in your own writing will help you become a better student editor (and journalist). 

AP Stylebook rule for names and titles: 

AP style states "in general, use only last names on second reference. When it is necessary to distinguish between two people who use the same last name, generally, use the first and last name on subsequent references" (AP Stylebook, 55th Edition). 

On titles, AP style states, "In general, confine capitalization to formal titles used directly before an individual's name. Lowercase and spell out titles when they are not used with an individual's name" (AP Stylebook, 55th Edition). 

Example: Dr. Matthew Harder stated The Trumpet is the oldest student-run organization on West Liberty University's campus. Harder said, "The Trumpet will be celebrating 100 years of publication and the department and university couldn't be prouder." 

*Note: Title of "Dr." was dropped and his last name was used for the remainder of the sentence. 

AP Stylebook rule for numbers:

Numbers always cause new student journalists grief. As an editor, picking up on number errors is important and easy to catch once the rule is mastered. 

AP Style states "In general, spell out one through nine. Use figures for 10 or above and whenever preceding a unit of measure or referring to ages of people, animals, events or things" (AP Stylebook, 55th Edition). 

Example: The 7 year old boy saw two men steal around 40 cans of Coco-Cola while walking into the Walmart. 

*Note: Even though the boy's age is under 10, the figure "7" is used because it is referring to his age. The number 40 is greater than nine; therefore, the figure is used. Three is less than nine; therefore, the number is spelled out. 

AP Stylebook rule for dates and months:

AP style states, "Always use Arabic figures, without st, nd, rd, or th" (AP Stylebook, 55th Edition). 

AP style states, "Capitalize the names of months in all uses. When a month is used with a specific date, abbreviate only Jan., Feb., Aug., Sept., Oct., Nov., Dec. Spell out when using alone, or with a year alone" (AP Stylebook, 55th Edition). 

Examples: 

(1) In March 2021, The Trumpet turned 100 years old. 

(2) Beginning Jan. 8, 2020, The Coffee Bean will no longer serve chai tea. 

*Note: Notice in example one how March is capitalized and a month that is spelled out regardless if a number appears after it. Also, note there is no comma separating the month and the year. Example two shows the month of January being capitalized; however, it is shortened to Jan. due to a date appearing after it. The date is less than nine, but the figure is used since it is a date. 

AP Stylebook rule for active/passive voice: 

AP style generally emphasizes journalist's need to use active voice rather than passive when reporting. This isn't to say that passive voice is to never be used; however, active voice makes a story more clear, concise and it reveals the subjects performing the actions. Passive voice shifts the emphasis from subject to objects; therefore, concealing the actor of a particular action. 

Examples:

Active Voice: President Smith awards journalism scholarship to Haley Boe. 

Passive Voice: The journalism award was received by Haley Boe. 

*Note: The active voice sentence was clear and concise, thus revealing the subject performing the action. While the passive voice sentence isn't incorrect, the sentence could be edited not only for conciseness but also to ensure the grammatical subject of the clause isn't receiving the action of the verb. 

AP Stylebook rule for usage of oxford comma:

Many beginning student journalists use the oxford comma when writing stories, as this writing rule is used in academics. Essentially, the oxford comma is the final comma in a list. The AP stylebook states to omit the last comma in a list, meaning journalists do not use the oxford comma when writing stories for journalistic publication. 

Examples: 

(1) Sage went to Sears to purchase a couch, a lamp, and a desk. 

(2) Sage went to Sears to purchase a couch, a lamp and a desk. 

*Note: In example one, the oxford comma was utilized; however, example two is the correct version of the sentence in accordance with the AP stylebook rule. 

These main points listed in AP style are important to journalistic writing, and learning them will help you become a better editor. 

The video linked below is a quick three-minute synopsis of the main ways an AP stylebook makes your life as a student editor and journalist much easier.

Step 3: Utilize Inverted Pyramid 

Writing can take on many forms. Even so, much of a journalist's writing is informative while maintaining the values of objectivity and accuracy. 

The inverted pyramid can be used in any kind of journalistic writing; however, it is primarily seen in hard news. The main goal of this format to keep a writer on track of maintaining information in an order of importance. 

The inverted pyramid form of writing starts out with the most important information about a given story at the top. Hard news stories generally start out with a one, maybe, a two-sentence lead that explains the who, what, when, where, why and how bits of information. This is known as the top of the pyramid.

The middle part of the pyramid is the important supporting details needed for readers to understand what the story is about. This can include more detailed information about the people and places involved. 

Lastly, the bottom part of the pyramid is other general background information about the story and potential contact information. This section of the pyramid is summed up as "nice to know" information. Never put new or important details of the story in the bottom section of an article. 

Think about it this way: if an editor decided to delete the entire last section (bottom part of the pyramid) from your article, would the information in the top and middle of the story still inform readers of the most important details? If so, you're most likely in good, inverted pyramid format. However, if your answer is no, then you've most likely included important information in the bottom part of the article that should be either towards the top or middle of the story. 

Knowing how to recognize when a story is in the inverted pyramid format and when a story needs some editing to match the pyramid is a skill every student editor and journalist should possess. 

Other forms of journalistic writing such as features and editorials offer authors more room for placement of information. Hard news writing is not one of them and an inverted pyramid format should be followed. 

When reading the work of another student labeled to be hard news, think to yourself: Were the five w's and 1 H introduced in the lead or first body paragraph of the article? If not, how can you edit the information to line up with the inverted pyramid? Moving onto the middle part of the article, think about the information presented. Is it important to the development of the news story? If so, is the information correctly placed or should it be moved to the top or bottom of the article? Lastly, does the last paragraph of the story include any new or important information about the 5 w's or one H not previously mentioned? If so, then the information should be replaced within the top or middle section of the article. 

The video linked below is a quick overview describing what the inverted pyramid is and how to use it in your own writing.

Final takeaways: 

Being a student editor and journalist as you navigate learning how to operate in a news media world is difficult. Some easy ways to minimize mistakes and make your life easier include gaining access to an AP stylebook (traditional or online), learning AP stylebook rules and using inverted pyramid format.