objectives

Objectives© Paradigm Publishing, Inc. 1 Objectives

© Paradigm Publishing, Inc. 2 Objectives

Chapter 5: Proofing DocumentsPerformance Objectives

Check the Spelling and Grammar Create a Custom Dictionary CHECKPOINT 1 Display the Word Count Use the Thesaurus Research Information Translate Text CHECKPOINT 2


Check the Spelling and Grammar

Two tools for creating professional, polished-looking documents are a spell checker and a grammar checker.

The spell checker in Word finds misspelled words and offers replacement words. It also finds duplicate words and irregular capitalizations.

The grammar checker in Word searches a document for errors in grammar, punctuation, and word usage.


Check the Spelling and Grammar…continued

When you spell check a document, the spell checker compares the words in your document to the words in its dictionary.

If the spell checker finds a match, it passes over the word. If it does not find a match, the spell checker stops and selects

the following: a misspelled word, when the misspelling does not match another word

that exists in the dictionary typographical errors double word occurrences irregular capitalization some proper names jargon and some technical terms



To check spelling and grammar:1. Click the Review tab.2. Click the Spelling &

Grammar button in the Proofing group.

Spelling & Grammar button



The spell checker stops at the misspelled word and offers this suggestion.



The grammar checkerselects a sentence andoffers a suggestion tocorrect the grammar.



Button Function

Ignore OnceDuring spell checking, skips that occurrence of the word; during grammar checking, leaves currently selected text as written.

Ignore AllDuring spell checking, skips that occurrence of the word and all other occurrences of the word in the document.

Ignore RuleDuring grammar checking, leaves currently selected text as written and ignores the current rule for remainder of the grammar check.

Add to Dictionary Adds selected word to the main spell check dictionary.Delete Deletes the currently selected word(s).

Change Replaces selected word in sentence with selected word in Suggestions list box.



Button Function

Change AllReplaces selected word in sentence with selected word in Suggestions list box and all other occurrences of the word.

AutoCorrect Inserts selected word and correct spelling of word inAutoCorrect dialog box.

Explain During grammar checking, displays grammar rule information about the selected text.

Undo Reverses most recent spelling and grammar action.

Next Sentence Accepts manual changes made to sentence and then continues grammar checking.

Options Displays a dialog box with options for customizing a spelling and grammar check.



Word completes both a spelling check and grammar check on a document by default.

If you want to check only the spelling in a document and not the grammar, remove the check mark from the Check grammar check box located in the lower left corner of the Spelling and Grammar dialog box.



While you are spell checking a document, you can temporarily leave the Spelling and Grammar dialog box to make corrections in the document and then resume spell checking.

To correct the sentence, you would move the mouse pointer to the location in the sentence where you want to make the change, click the left mouse button, and make the change.

To resume spell checking, you would click the Resume button, which formerly displayed as the Ignore Once button.



To change spelling or grammar options:1. Click the File tab.2. Click the Options

button.3. Click the Proofing

option.4. Specify the desired

options.5. Click OK.

Proofing option



Click this button to create a custom dictionary.

Insert a check mark in this check box to tell Word to display words that sound similar to other words.

You can change this option from Grammar Only to Grammar & Style.



The grammar checking feature in Word allows you to search a document for errors in grammar, style, punctuation, and word usage.

Like the spell checker, the grammar checker does not find every error in a document and may stop at correct phrases.



The grammar checker checks a document for a variety of grammar and style errors.

In some situations, you may want the grammar checker to ignore a particular grammar or style rule.

To tell the grammar checker to ignore a rule, click the Ignore Rule button the first time the text breaking that particular grammar or style rule displays.



Explain button

Word Help window



To show readability statistics:1. Click the File tab.2. Click the Options button.3. Click the Proofing option.4. Click the Show

readability statistics check box.

5. Click OK.6. Complete a spelling and

grammar check.

Readability Statistics dialog box



Flesch Reading Ease

This score is based on the average number of syllables per word and the average number of words per sentence. The higher the score, the greater the number of people who will be able to understand the text in the document. Standard writing generally scores in the 60-70 range.

Flesch-Kincaid Grade Level

This rating is based on the average number of syllables per word and the average number of words per sentence. The score indicates a grade level. Standard writing is generally written at the seventh or eighth grade level.


Create a Custom Dictionary

When Word completes a spelling check on a document, it uses the default CUSTOM.DIC custom dictionary.

You can add or remove words from this default dictionary. In a multiple-user environment, you might also consider

creating your own custom dictionary and then selecting it as the default.

In this way, multiple users can create their own dictionaries to use when spell checking a document.


Create a Custom Dictionary…continued

To create a custom dictionary:1. Click the File tab.2. Click the Options

button.3. Click the Proofing

option.4. Click the Custom

Dictionaries button.(continues on next slide)

Custom Dictionaries button



5. Click the New button.

6. Type a name for the dictionary.

7. Press Enter.

New button



To add a word to the custom dictionary:1. At the Custom Dictionaries

dialog box, click the dictionary name.

2. Click the Edit Word List button.

3. At the custom dictionary dialog box, type the desired word in the Word(s) text box.

4. Click the Add button.

custom dictionary dialog box



Change Default button

To change the default dictionary:1. Click the File tab.2. Click the Options button.3. Click the Proofing option.4. Click the Custom

Dictionaries button.5. Click the custom

dictionary name.6. Click the Change Default

button.7. Click OK.



To remove a dictionary:1. Click the File tab.2. Click the Options button.3. Click the Proofing

option.4. Click the Custom

Dictionaries button.5. Click the custom

dictionary name.6. Click the Remove

button.7. Click OK.

Remove button

Objectives© Paradigm Publishing, Inc. 25

CHECKPOINT 11) The Spelling & Grammar button is

located in this tab.a. Homeb. Insertc. Page Layoutd. Review

3) During grammar checking, click this button and the Word Help window displays.a. Ignoreb. Changec. Deleted. Explain

2) During spell checking, click this option to replace the selected word with the word in the Suggestions list box.a. Ignoreb. Changec. Deleted. Explain

4) This is the name of the default dictionary.a. CUSTOM.DICb. CUSTOM.SPEc. CUSTOM.GRAd. CUSTOM.WPD

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Display the Word Count

To display the Word Count dialog box:1. Click the word count

section of the Status bar.

OR2. Click the Review tab.3. Click the Word Count

button in the Proofing group.

Status bar

Word Count button


Display the Word Count…continued

Word Count dialog box


Use the Thesaurus

With the Thesaurus feature in Word you can find synonyms, antonyms, and related words for a particular word.

Synonyms are words that have the same or nearly the same meaning; antonyms are words that have opposite meanings.

Word may display antonyms as well as synonyms for some words.


Use the Thesaurus…continued

To use the Thesaurus:1. Click the Review tab.2. Click the Thesaurus

button in the Proofing group.

3. Type the word in the Search for text box.

4. Press Enter.

Thesaurus button



Type a word in this text boxand press Enter. Synonymsand antonyms for the worddisplay in the list box below.



Thesaurus provides synonyms for the selected word along with a list of related synonyms.

The triangle symbol indicates that the list of related synonyms is expanded. Click the triangle symbol again and the list of related synonyms collapses.

As you look up synonyms and antonyms for various words, you can display the list for previous words by clicking the Previous search button (contains a left arrow and the word Back) located above the Research task pane list box.

Click the Next search button to display the next search in the sequence.



To replace synonyms using a shortcut menu:1. Position the mouse

pointer on the word.2. Click the right mouse

button.3. At the shortcut menu

that displays, point to Synonyms and then click the desired word at the side menu.

shortcut menu


Research Information

Along with Thesaurus, the Research task pane offers options that you can use to search for and request specific information from online sources.

The online resources available to you depend on the locale to which your system is set, authorization information indicating that you are allowed to download the information, and your Internet service provider.


Research Information…continued

To request information from online sources:1. Click the Review tab.2. Click the Research button in the

Proofing group.3. Type a word or topic.4. Click the down-pointing arrow

to the right of the resources option box.

5. Click the desired resource at the drop-down list.

6. Click the Start searching button.resources option box


Translate Text

To translate text using the Research task pane:1. Click the Review tab.2. Click the Research button.3. Type the desired word in

the Search for text box.4. Click the down-pointing

arrow at the right of the resources option box.

5. Click Translation.6. If necessary, specify the

From language and To language.

From option box

To option box


Translate Text…continued

To translate an entire document:1. Open the document.2. Click the Review tab.3. Click the Translate

button.4. Click the Translate

Document option at the drop-down list.

5. At message, click the Send button.

Translate Document option



To turn on the Mini translator:1. Click the Review tab.2. Click the Translate

button.3. Click the Mini

Translator option at the drop-down list. Mini Translator

option



To specify the language:1. Click the Review tab.2. Click the Translate

button.3. Click the Choose

Translation Language option at the drop-down list.

Choose Translation Language option



Use this option to choose the translation language for the Mini Translator.

Choose translation languages with these options.

Objectives© Paradigm Publishing, Inc. 40

CHECKPOINT 21) The Word Count button is located

in this tab.a. Homeb. Insertc. Viewd. Review

3) Search for and request specific information from online sources using options in this task pane.a. Clipboardb. Stylesc. Researchd. Translate

2) Clicking the Thesaurus button opens this task pane.a. Clipboardb. Stylesc. Researchd. Translate

4) Translate a word using options in this task pane.a. Clipboardb. Stylesc. Researchd. Translate

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