Objectives

1. Objectives

2. 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

3. 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.

4. 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

5. Check the Spelling and Grammar…continued To check spelling and grammar: • Click the Review tab. • Click the Spelling & Grammar button in the Proofing group. Spelling & Grammar button

6. Check the Spelling and Grammar…continued The spell checker stops at the misspelled word and offers this suggestion.

7. Check the Spelling and Grammar…continued The grammar checker selects a sentence and offers a suggestion to correct the grammar.

8. Check the Spelling and Grammar…continued

9. Check the Spelling and Grammar…continued

10. Check the Spelling and Grammar…continued • 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.

11. Check the Spelling and Grammar…continued • 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.

12. Check the Spelling and Grammar…continued To change spelling or grammar options: • Click the File tab. • Click the Options button. • Click the Proofing option. • Specify the desired options. • Click OK. Proofing option

13. Check the Spelling and Grammar…continued 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.

14. Check the Spelling and Grammar…continued • 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.

15. Check the Spelling and Grammar…continued • 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.

16. Check the Spelling and Grammar…continued Word Help window Explain button

17. Check the Spelling and Grammar…continued To show readability statistics: • Click the File tab. • Click the Options button. • Click the Proofing option. • Click the Show readability statistics check box. • Click OK. • Complete a spelling and grammar check. Readability Statistics dialog box

18. Check the Spelling and Grammar…continued

19. 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.

20. Create a Custom Dictionary…continued To create a custom dictionary: • Click the File tab. • Click the Options button. • Click the Proofingoption. • Click the Custom Dictionaries button. (continues on next slide) Custom Dictionaries button

21. Create a Custom Dictionary…continued • Click the New button. • Type a name for the dictionary. • Press Enter. New button

22. Create a Custom Dictionary…continued To add a word to the custom dictionary: • At the Custom Dictionaries dialog box, click the dictionary name. • Click the Edit Word List button. • At the custom dictionary dialog box, type the desired word in the Word(s) text box. • Click the Add button. custom dictionary dialog box

23. Create a Custom Dictionary…continued To change the default dictionary: • Click the File tab. • Click the Options button. • Click the Proofing option. • Click the Custom Dictionaries button. • Click the custom dictionary name. • Click the Change Default button. • Click OK. Change Default button

24. Create a Custom Dictionary…continued To remove a dictionary: • Click the File tab. • Click the Options button. • Click the Proofing option. • Click the Custom Dictionaries button. • Click the custom dictionary name. • Click the Remove button. • Click OK. Remove button

25. CHECKPOINT 1 • The Spelling & Grammar button is located in this tab. • Home • Insert • Page Layout • Review • During grammar checking, click this button and the Word Help window displays. • Ignore • Change • Delete • Explain Answer Answer Next Question Next Question • During spell checking, click this option to replace the selected word with the word in the Suggestions list box. • Ignore • Change • Delete • Explain • This is the name of the default dictionary. • CUSTOM.DIC • CUSTOM.SPE • CUSTOM.GRA • CUSTOM.WPD Answer Answer Next Question Next Slide

26. Display the Word Count To display the Word Count dialog box: • Click the word count section of the Status bar. OR • Click the Review tab. • Click the Word Count button in the Proofing group. Status bar Word Count button

27. Display the Word Count…continued Word Count dialog box

28. 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.

29. Use the Thesaurus…continued To use the Thesaurus: • Click the Review tab. • Click the Thesaurus button in the Proofing group. • Type the word in the Search for text box. • Press Enter. Thesaurus button

30. Use the Thesaurus…continued Type a word in this text box and press Enter. Synonyms and antonyms for the word display in the list box below.

31. Use the Thesaurus…continued • 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.

32. Use the Thesaurus…continued To replace synonyms using a shortcut menu: • Position the mouse pointer on the word. • Click the right mouse button. • At the shortcut menu that displays, point to Synonyms and then click the desired word at the side menu. shortcut menu

33. 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.

34. Research Information…continued To request information from online sources: • Click the Review tab. • Click the Research button in the Proofing group. • Type a word or topic. • Click the down-pointing arrow to the right of the resources option box. • Click the desired resource at the drop-down list. • Click the Start searching button. resources option box

35. Translate Text To translate text using the Research task pane: • Click the Review tab. • Click the Research button. • Type the desired word in the Search for text box. • Click the down-pointing arrow at the right of the resources option box. • Click Translation. • If necessary, specify the From language and To language. From option box To option box

36. Translate Text…continued To translate an entire document: • Open the document. • Click the Review tab. • Click the Translate button. • Click the Translate Document optionat the drop-down list. • At message, click the Send button. Translate Document option

37. Translate Text…continued To turn on the Mini translator: • Click the Review tab. • Click the Translate button. • Click the Mini Translator optionat the drop-down list. Mini Translator option

38. Translate Text…continued To specify the language: • Click the Review tab. • Click the Translate button. • Click the Choose Translation Language optionat the drop-down list. Choose Translation Language option

39. Translate Text…continued Use this option to choose the translation language for the Mini Translator. Choose translation languages with these options.

40. CHECKPOINT 2 • The Word Count button is located in this tab. • Home • Insert • View • Review • Search for and request specific information from online sources using options in this task pane. • Clipboard • Styles • Research • Translate Answer Answer Next Question Next Question • Clicking the Thesaurus button opens this task pane. • Clipboard • Styles • Research • Translate • Translate a word using options in this task pane. • Clipboard • Styles • Research • Translate Answer Answer Next Question Next Slide