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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
 Define Words
 Translate Text
 CHECKPOINT 2
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Objectives
Check the Spelling and Grammar
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The spelling checker in Word finds misspelled words and offers replacement
words. It also finds duplicate words and irregular capitalizations.
When you spell check a document, the spelling checker compares the
words in your document to the words in its dictionary.
If the spelling checker does not find a match, the spelling checker stops and
selects the following:
 a misspelled word, when the misspelling does not match another word
that exists in the dictionary
 typographical errors (such as transposed letters)
 double word occurrences (such as and and)
 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
misspelled word
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Spelling task pane
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Objectives
Check the Spelling and Grammar - continued
selected sentence
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Grammar task pane
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Check the Spelling and Grammar - continued
Button
Function
Ignore
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.
Add
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
the task pane list box.
Change All
Replaces the selected word and all other occurrences of it
with a word in the task pane list box.
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Objectives
Check the Spelling and Grammar - continued
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When checking the spelling or grammar in a document, you
can temporarily leave the Spelling task pane or Grammar task
pane, make corrections in the document, and then resume
spelling or grammar checking.
Click in the document outside the task pane, make the changes
or edits, and then click the Resume button in the task pane by
clicking the Change, Change All, Ignore, or Ignore All buttons.
The Spelling task pane and Grammar task pane include a
pronunciation feature that will pronounce the word currently
selected in the task pane list box.
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Objectives
Check the Spelling and Grammar - continued
Proofing option
To change spelling or grammar
options:
1. Click the FILE tab.
2. Click Options.
3. Click the Proofing option.
4. Specify the desired options.
5. Click OK.
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Objectives
Check the Spelling and Grammar - continued
When performing a spelling and grammar check, Word stops
and highlights certain text that may contain a grammatical
error and displays the Grammar task pane.
 Like the spell checker, the grammar checker does not find every
error in a document and may stop at correct phrases.
 The Grammar task pane may also display information on the
grammar rule that may have been broken and offer possible
methods for correcting the error.
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Objectives
Check the Spelling and Grammar - continued
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By default, the grammar checker checks only the grammar in a
document.
Customize the type of grammar checking you perform on a
document with options in the When correcting spelling and
grammar in Word section of the Word Options dialog box with
Proofing selected.
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Objectives
Check the Spelling and Grammar - continued
To show readability statistics:
1. Click the FILE tab.
2. Click Options.
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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Readability Statistics dialog box
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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 completing a spelling check on a document, Word uses
the RoamingCustom.dic custom dictionary by default.
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 Options.
3. Click the Proofing option.
4. Click the Custom Dictionaries
button.
Custom Dictionaries button
(continues on next slide)
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Create a Custom Dictionary - continued
Click the New button.
6. Type a name for the dictionary.
7. Press Enter.
5.
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New button
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Objectives
Create a Custom Dictionary - continued
To add a word to the custom
dictionary:
custom dictionary dialog box
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.
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Objectives
Create a Custom Dictionary - continued
To change the default dictionary:
1. Click the FILE tab.
2. Click Options.
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 Options.
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 on this tab.
a. HOME
b. INSERT
c. PAGE LAYOUT
d. REVIEW
Answer
3) Standard writing is generally
written at this grade level.
a. sixth or seventh
b. ninth or tenth
c. ten or eleventh
d. seventh or eight
Answer
Next Question
2) During spell checking, click this
option to replace the selected
word with the word in the list box.
a. Ignore
b. Change
c. Delete
d. Explain
Answer
Next Question
4) This is the name of the default
dictionary.
a. ROAMINGCUSTOM.DIC
b. CUSTOMDIC.SPE
c. CUSTOM.GRA
d. CUSTOM.WPD
Answer
Next Question
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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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word count section
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Objectives
Use the Thesaurus
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Word offers a Thesaurus feature for finding 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 text box.
4. Press Enter.
Thesaurus button
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Objectives
Use the Thesaurus - continued
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The thesaurus provides synonyms for the
selected word along with a list of related
synonyms.
The collapse triangle indicates that the list of
related synonyms is expanded. Click the collapse
triangle and the list of related synonyms is
removed from the task pane list box and the
collapse triangle changes to an expand triangle.
As you look up synonyms and antonyms for
various words, you can display the list for
previous words by clicking the Back button
(contains a left arrow) located to the left of the
search text box.
Thesaurus task pane
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Objectives
Use the Thesaurus - continued
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Like the Spelling task pane and Grammar task pane, the
Thesaurus task pane includes a pronunciation feature that will
pronounce the word currently selected.
To hear the word pronounced, click the speaker icon located to
the right of the word below the task pane list box.
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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.
shortcut menu
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Objectives
Define Words
To define words:
1. Click in the desired word.
2. Click the Define button in the Proofing group on the REVIEW tab.
3. Read information in the task pane.
definition
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Objectives
Translate Text
To translate an entire document:
1. Open the document.
2. Click the REVIEW tab.
3. Click the Translate button.
4. Click Translate Document at
the drop-down list.
5. At the message, click the
Send button.
Translate Document option
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Objectives
Translate Text - continued
To translate selected text:
1. Select the desired text.
2. Click the REVIEW tab.
3. Click the Translate button.
4. Click the Translate
Selected Text option at
the drop-down list.
5. View translated text in
the Research task pane.
Translate Selected Text 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.
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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Objectives
Translate Text - continued
Mini Translator language
Translate from
Translate to
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Objectives
Translate Text - continued
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When using Word’s translation features, consider the following
content standards and guidelines when translating information
to reduce confusion or errors and optimize the translation:
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Use standard, formal language
Use proper punctuation and grammar
Spell words correctly
Avoid abbreviations and acronyms
Avoid using slang, colloquialisms, and idioms
Avoid ambiguities and vague references
Write sentences that are direct and express only one idea
Use articles (such as the) in sentences whenever possible
Repeat the noun in a sentence instead of using a pronoun
Apply predesigned heading styles to headings in a document
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Objectives
CHECKPOINT 2
1) The Word Count button is located
on this tab.
a. HOME
b. INSERT
c. VIEW
d. REVIEW
Answer
3) The Define button is located on
this tab.
a. HOME
b. INSERT
c. REVIEW
d. VIEW
Answer
Next Question
2) Clicking the Thesaurus button
opens this task pane.
a. Clipboard
b. Research
c. Thesaurus
d. Translate
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Next Question
4) Specify the translation language
with options in this dialog box.
a. Word Options
b. Language Options
c. Translate Language Options
d. Translate Options
Answer
Answer
Next Question
Next Slide
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Objectives