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Word 2010
Level 2
Unit 1 Formatting and Customizing
Documents
Chapter 2 Proofing Documents
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Proofing Documents
Quick Links to Presentation Contents
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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.
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Check the Spelling and Grammar in a
Document…continued
 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
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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.
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Spelling & Grammar
button
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Check the Spelling and Grammar in a
Document…continued
 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
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Check the Spelling and Grammar in a
Document…continued
 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.
Spelling and Grammar
dialog box
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Check the Spelling and Grammar in a
Document…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 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 spelling checker
dictionary.
Delete
Deletes the currently selected word(s).
Change
Replaces selected word in sentence with selected word
in Suggestions list box.
continues on next slide…
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Check the Spelling and Grammar in a
Document…continued
Button
Function
Change All
Replaces 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.
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Check the Spelling and Grammar in a
Document…continued
 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.
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Check the Spelling and Grammar in a
Document…continued
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.
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Word Options
dialog box
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Check the Spelling and Grammar in a
Document…continued
 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.
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Check the Spelling and Grammar in a
Document…continued
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.
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Spelling and Grammar
dialog box
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Check the Spelling and Grammar in a
Document…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.
 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.
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Check the Spelling and Grammar in a
Document…continued
 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.
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Check the Spelling and Grammar in a
Document…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.
Readability Statistics
dialog box
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Check the Spelling and Grammar in a
Document…continued
 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.
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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.
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Check the Spelling and Grammar in a
Document…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.
Custom Dictionaries
button
continues on next slide…
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Check the Spelling and Grammar in a
Document…continued
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
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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).
Change Default
button
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1) This checker finds misspelled
words and offers replacement
words.
a. Spelling
b. Grammar
c. Replacement
Answer
d. Word Count
3) The Spelling & Grammar button is
located in this tab.
a. Home
b. Insert
c. Page Layout
d. Review
2) This checker will search a
document for errors in grammar,
punctuation, and word usage.
a. Spelling
b. Grammar
c. Replacement
d. Word Count
Answer
4) By default, Word uses this custom
dictionary.
a. CUSTOM.DIC
b. CUSTOM.DOC
c. DIC.CUSTOM
d. DOC.CUSTOM
Answer
Next Question
Next Question
Answer
Next Question
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Next Slide
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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
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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.
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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.
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Search for
text box
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Use the Thesaurus…continued
 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).
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Use the Thesaurus…continued
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.
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Synonyms
option
Research Information
 Along with Thesaurus, the Research task pane offers
options that you can use to research information from
online sources.
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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
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Translate Text
To translate text:
1. Click the Review tab.
2. Click the Research button in
the Proofing group.
3. Type a word in the Search
Translation
for text box.
option
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.
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Translate Text…continued
To display the Translate
options:
1. Click the Review tab.
2. Click the Translate
button in the
Language group.
Translate
button
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Translate Text…continued
 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.
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Translate Text…continued
 Use the fourth option in the Translate button dropdown 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
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1) This displays the total number of
words in your document.
a. Status bar
b. Taskbar
c. Menu bar
d. Ribbon
Answer
3) These may display at the end of
the list of related synonyms.
a. verbs
b. fragments
c. clauses
d. antonyms
Answer
Next Question
Next Question
2) Word offers this feature for
4) The Translate button is located in
finding synonyms, antonyms, and
this tab.
related words for a particular
a. Home
word.
b. Insert
a. Grammar Check
c. Review
b. Spell Check
d. Page Layout
c. Dictionary
Answer
Answer
d. Thesaurus
Next Question
Next Slide
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Proofing Documents
Summary of Presentation Concepts
 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
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