Word 2010 Level 2 Unit 1 Formatting and Customizing Documents Chapter 2Proofing Documents

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Word 2010

Level 2

Unit 1 Formatting and Customizing Documents

Chapter 2 Proofing Documents


Proofing Documents

Check the Spelling and Grammar in a Document CHECKPOINT 1 Display the Word Count Use the Thesaurus Research Information Translate Text CHECKPOINT 2

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Check the Spelling and Grammar in a Document Word provides proofing tools to help you create

professional and polished-looking documents. Two of these proofing tools include the spelling

checker and the grammar checker. The spelling checker finds misspelled words and offers

replacement words. It also finds duplicate words and irregular capitalizations.

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


The spelling checker checks each word against the words in its dictionary. If it finds a match, it passes over the word.

The spelling checker will stop and select: misspelled words (if the misspelling does not match

another word in the dictionary) typographical errors (such as transposed letters) double word occurrences (such as the the) words with irregular capitalization some proper names jargon and some technical terms

Check the Spelling and Grammar in a Document…continued


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

Grammar button in the Proofing group.

3. Change or ignore the error.

4. Click OK.

Spelling & Grammar button



If the checker detects a spelling error, it selects the misspelled word and displays a Spelling and Grammar dialog box similar to the one shown below.

Spelling and Grammar dialog box



If the checker detects a grammatical error, it selects the sentence containing the error and displays a Spelling and Grammar dialog box similar to the one shown below.




continues on next slide…

Button Function

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

Ignore All During spell checking, skips that occurrence 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 spelling checker 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, and all other occurrences of word, with selected word in Suggestions list box.

AutoCorrect Inserts selected word and correct spelling of word in AutoCorrect 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.



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




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

button.3. Click the Proofing

option.4. At the Word Options

dialog box, specify the desired options.

5. Click OK.Word Options dialog box



Word includes a grammar checking feature that you can use to search a document for grammar, style, punctuation, and word usage.

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


To check grammar in a document:1. Click the Review tab.2. Click the Spelling &

Grammar button in the Proofing group.

3. At the Spelling and Grammar dialog box, change or ignore the error.

4. Click OK.





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.

When a grammar error displays in the Spelling and Grammar dialog box, click the Explain button and the Word Help window displays with information about the specific grammar rule.



You can customize the type of grammar checking that you complete on a document with options in the When correcting spelling and grammar in Word section of the Word Options dialog box with Proofing selected.

Consider turning on the Use contextual spelling option when correcting a document that contains words that sound similar but have different meanings, such as to and too and there and their.

By default, the grammar checker checks only the grammar in a document.


Check the Spelling and Grammar in a Document…continuedTo show readability statistics:1. Click the File tab.2. Click Options.3. Click the Proofing

option.4. Click the Show

readability statistics check box.

Readability Statistics dialog box


The Flesch Reading Ease 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. Standard writing generally scores in the 60 to 70 range.

The Flesch-Kincaid Grade Level score 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.



Check the Spelling and Grammar in a Document…continued By default, Word uses the CUSTOM.DIC custom

dictionary when completing a spelling check on a document.

You can add or remove words from this default dictionary.


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. At the Custom Dictionaries dialog box, click the New button.

6. Type a name for the dictionary.7. Press Enter.

Custom Dictionaries dialog box



Change Default button

Check the Spelling and Grammar in a Document…continued At the Custom Dictionaries dialog box, the default

dictionary displays in the Dictionaries List box followed by (Default).


CHECKPOINT 11) This checker finds misspelled

words and offers replacement words.a. Spellingb. Grammarc. Replacementd. Word Count

3) The Spelling & Grammar button is located in this tab.a. Homeb. Insertc. Page Layoutd. Review

2) This checker will search a document for errors in grammar, punctuation, and word usage.a. Spellingb. Grammarc. Replacementd. Word Count

4) By default, Word uses this custom dictionary.a. CUSTOM.DICb. CUSTOM.DOCc. DIC.CUSTOMd. DOC.CUSTOM

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Display the Word Count

To display the word count:1. Click the word count

section of the Status bar.

word count section


Use the Thesaurus

Word offers a Thesaurus feature for finding synonyms, antonyms, and related terms for a particular word.

Synonyms are words that have the same or nearly the same meaning.

When you are using the Thesaurus, Word may display antonyms for some words, which are words with opposite meanings.


Use the Thesaurus…continued

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

button in the Proofing group.

3. At the Research task pane, type the desired word in the Search for text box.

4. Press Enter.

Search for text box



Depending on the word you are looking up, the words in the Research task pane list box may be followed by (n.) for noun, (adj.) for adjective, or (adv.) for adverb.

Antonyms may display at the end of the list of related synonyms. Antonyms are followed by the word (Antonym).



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

pointer on the desired word.

2. Click the right mouse button.

3. At the shortcut menu, point to the Synonyms option.

4. Click the desired synonym at the side menu.

Synonyms option


Research Information

Along with Thesaurus, the Research task pane offers options that you can use to research information from online sources.


Research Information…continued

To display the Research task pane:1. Click the Review tab.2. Click the Research

button in the Proofing group.

Research task pane


Translate TextTo translate text:1. Click the Review tab.2. Click the Research button in

the Proofing group.3. Type a word in the Search

for text box.4. Click the down-pointing

arrow at the right of the resources option box.

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

From language and the To language.

Translation option


Translate Text…continued

To display the Translate options:1. Click the Review tab.2. Click the Translate

button in the Language group.

Translate button



Click the top option, Translate Document, and Word will send your document for translation by Microsoft® Translator.

With the second option, Translate Selected Text, Microsoft® Translator will translate the selected text in a document and insert the translation in the Research task pane.

Click the third option, Mini Translator, to turn this feature on. With the mini translator turned on, point to a word or select a phrase in your document and the translation of the text displays in a box above the text.



Use the fourth option in the Translate button drop-down list, Choose Translation Language, to specify the language from which you want to translate and the language to which you want to translate.

Translation Language Options dialog box


CHECKPOINT 21) This displays the total number of

words in your document.a. Status barb. Taskbarc. Menu bard. Ribbon

3) These may display at the end of the list of related synonyms.a. verbsb. fragmentsc. clausesd. antonyms

2) Word offers this feature for finding synonyms, antonyms, and related words for a particular word.a. Grammar Checkb. Spell Checkc. Dictionaryd. Thesaurus

4) The Translate button is located in this tab.a. Homeb. Insertc. Reviewd. Page Layout

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Proofing Documents

Complete a spelling and grammar check on text in a document Create a custom dictionary and change the default dictionary Display synonyms and antonyms for specific words using the

Thesaurus Display document word, paragraph, and character counts Use the translation feature to translate words from English to

other languages Search for and request specific information from online

sources

Summary of Presentation Concepts

Word 2010 Level 2 Unit 1 Formatting and Customizing Documents Chapter 2Proofing Documents

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Transcript of Word 2010 Level 2 Unit 1 Formatting and Customizing Documents Chapter 2Proofing Documents