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Objectives
Chapter 5: Proofing Documents
Performance 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

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Objectives
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.

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Objectives
Check the Spelling and Grammar…continued


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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
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Objectives
Check the Spelling and Grammar…continued
To check spelling and
grammar:
1. Click the Review tab.
2. Click the Spelling &
Grammar button in
the Proofing group.
Spelling &
Grammar button
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Objectives
Check the Spelling and Grammar…continued
The spell checker stops at
the misspelled word and
offers this suggestion.
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Objectives
Check the Spelling and Grammar…continued
The grammar checker
selects a sentence and
offers a suggestion to
correct the grammar.
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Objectives
Check the Spelling and Grammar…continued
Button
Function
Ignore Once
During 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 of the
word and all other occurrences of the word in the
document.
Ignore Rule
During 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.
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Objectives
Check the Spelling and Grammar…continued
Button
Function
Change All
Replaces 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 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.
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Objectives
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.
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Objectives
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.
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Objectives
Check the Spelling and Grammar…continued
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.
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Proofing
option
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Objectives
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.
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Objectives
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.
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Objectives
Check the Spelling and Grammar…continued


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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.
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Check the Spelling and Grammar…continued
Word Help
window
Explain
button
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Check the Spelling and Grammar…continued
To show readability
Readability
statistics:
Statistics
dialog box
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.
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Objectives
Check the Spelling and Grammar…continued
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.
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Objectives
Create a Custom Dictionary


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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.
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Objectives
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
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Objectives
Create a Custom Dictionary…continued
5.
6.
7.
Click the New
button.
Type a name for
the dictionary.
Press Enter.
New button
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Objectives
Create a Custom Dictionary…continued
To add a word to the custom
dictionary:
1. At the Custom Dictionaries
dialog box, click the
dictionary name.
custom
2. Click the Edit Word List
dictionary
button.
dialog box
3. At the custom dictionary
dialog box, type the desired
word in the Word(s) text
box.
4. Click the Add button.
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Objectives
Create a Custom Dictionary…continued
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.
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Change Default
button
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Objectives
Create a Custom Dictionary…continued
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.
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Remove button
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Objectives
CHECKPOINT 1
1) The Spelling & Grammar button is
located in this tab.
a. Home
b. Insert
c. Page Layout
d. Review
Answer
Next Question
3) During grammar checking, click this
button and the Word Help window
displays.
a. Ignore
b. Change
c. Delete
Answer
d. Explain
Next Question
2) During spell checking, click this
4) This is the name of the default
option to replace the selected
dictionary.
word with the word in the
a. CUSTOM.DIC
Suggestions list box.
b. CUSTOM.SPE
a. Ignore
c. CUSTOM.GRA
b. Change
d. CUSTOM.WPD
c. Delete
Answer
Answer
d. Explain
Next Question
Next Slide
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Objectives
Display the Word Count
To display the Word
Count dialog box:
1. Click the word count
section of the Status
bar.
OR
1. Click the Review tab.
2. Click the Word Count
button in the
Proofing group.
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Status bar
Word Count button
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Objectives
Display the Word Count…continued
Word Count
dialog box
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Objectives
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.
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Objectives
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.
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Thesaurus
button
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Objectives
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.
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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.

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Objectives
Use the Thesaurus…continued
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.
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shortcut
menu
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Objectives
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.
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Objectives
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.
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resources option box
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Objectives
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.
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From option
box
To option
box
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Objectives
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.
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Translate Document
option
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Objectives
Translate Text…continued
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.
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Mini Translator
option
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Objectives
Translate Text…continued
To specify the language:
1. Click the Review tab.
2. Click the Translate
button.
3. Click the Choose
Translation Language
option at the dropdown list.
Choose Translation
Language option
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Translate Text…continued
Use this option to
choose the translation
language for the Mini
Translator.
Choose translation
languages with
these options.
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Objectives
CHECKPOINT 2
1) The Word Count button is located
in this tab.
a. Home
b. Insert
c. View
d. Review
Answer
Next Question
2) Clicking the Thesaurus button
opens this task pane.
a. Clipboard
b. Styles
c. Research
d. Translate
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3) Search for and request specific
information from online sources
using options in this task pane.
a. Clipboard
b. Styles
c. Research
Answer
d. Translate
Next Question
4) Translate a word using options in
this task pane.
a. Clipboard
b. Styles
c. Research
d. Translate
Answer
Answer
Next Question
Next Slide
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