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Chapter 5
Proofing
Documents
Word’s Proofing Tools
• Word’s proofing tools help you create
thoughtful, well-written documents.
• Word offers a spell checker, grammar
checker, and Thesaurus.
• You can get information about a document’s
readability, translate text, and research
specific topics.
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Checking Spelling and Grammar
• Word’s spell checker finds misspelled words,
duplicate words, and irregular capitalizations.
• The spell checker compares the words in the
document to words in the dictionary.
• If it does not find a match, spell checker stops
so you can make a correction.
• The grammar checker runs with the spell
checker and checks for errors in grammar,
punctuation, and word usage.
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Checking Spelling and Grammar
• Save the document before starting the spelling
and grammar check.
• If you want to check a selection rather than the
whole document, select the text to check.
• Click the Spelling & Grammar
button in the Proofing group
of the Review tab of the Ribbon
or press F7 to start the check.
• The spell or grammar checker highlights any
suspected error and presents a suggestion for a
change.
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Found Spelling Error
Spell checker stops
at the misspelled word
Suggested correction
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Found Grammar Error
Grammar checker stops
at the sentence with an error
Suggested correction
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Common Correction Choices
• Ignore Once skips the current occurrence,
leaving it unchanged.
• Ignore All skips all occurrences.
• Ignore rule skips the occurrence and ignores
the grammar rule for the rest of the check.
• Add to Dictionary adds the selection as a
word in the main dictionary .
• Change replaces the selection with the
selected item in the Suggestions list.
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Common Correction Choices
• Change replaces the selection with the
selected item in the Suggestions list.
• Change All replaces all occurrences with the
selected Suggestion item.
• AutoCorrect inserts selected word and its
correct spelling the AutoCorrect dialog box.
• Explain displays grammar rule information
about the selection.
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Spell Check Only
• By default, Word checks both spelling and
grammar.
• To turn off the grammar check, click the
Check grammar check box in the lower left
corner of the Spelling and Grammar dialog
box to clear the check box.
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Editing While Spell Checking
• If the Spelling and Grammar dialog box does
not suggest an appropriate correction, you can
leave the Spelling and Grammar dialog box to
make edits by clicking in the document.
• To resume the check, click the Resume button
that appears in the Spelling and Grammar
dialog box.
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Changing Spelling Options
• Click the Options button in the Spelling and
Grammar dialog box to open the Word Options
dialog box with the Proofing settings displayed.
• You also can click the Office button, click Word
options, and then click Proofing in the left panel.
• Use the options to specify how you want the
spell checker behave, such as ignoring words in
UPPERCASE.
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Spelling (Proofing) Options
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Checkpoint
• What purpose does the dictionary serve for
the spell checker?
• How do you start a spell check?
• How do you correct an error found using the
Spelling and Grammar dialog box?
• How do you skip all instances of a proper
name?
• How do you make document edits when the
Spelling and Grammar dialog box is open?
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Checking Grammar
• Start a grammar check just as you would a spell check.
Click the Spelling & Grammar
button in the Proofing group
of the Review tab of the Ribbon
or press F7 to start the check.
• The grammar checker checks the document for variety
of grammar and style errors. Click the Ignore Rule
button to tell the grammar checker to
ignore the rule for he rest of the check.
• Click the Next Sentence button to skip a sentence that
the grammar checker stopped at.
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Changing Grammar Checking Options
• To view options for the grammar checker, click
the Options button in the Spelling and Grammar
dialog box. Or click the Office button, click
Word Options, and click Proofing in the left
panel.
• The key grammar
checking options are
in the When correcting
spelling and grammar
in Word section.
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Displaying Readability Statistics
• Readability statistics provide useful information
about the level of writing in a document, such as
the average number of sentences per paragraph
and words per sentence.
• 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 more readable the
document.
• The Flesch-Kincaid Grade Level score indicates
a grade reading level.
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Displaying Readability Statistics
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Displaying Readability Statistics
• You must turn on a Word option to have the
Readability Statistics dialog box appear after a
spell check.
• Click Options in the Spelling and Grammar
dialog box. Or click the Options button, click
Word Options, and click
Proofing in the left panel.
• Check Show readability
statistics in the When
Correcting spelling and
grammar section to check it.
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Creating a Custom Dictionary
• Word uses its default
CUSTOM.DIC dictionary
for spell checks.
• If you want, you can create
and use your own
dictionary rather than
adding and removing
words in CUSTOM.DIC.
• Click the Custom
Dictionaries button in
Word’s Proofing options to
open the Custom
Dictionaries dialog box.
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Creating a Custom Dictionary
• Click the New button to start the process for
creating a custom dictionary.
• Click the Edit Word List button to add words
to a custom dictionary.
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Selecting a Custom Dictionary
• Click the check box beside a dictionary in the
Dictionary List in the Custom Dictionaries dialog box
to determine whether spell check uses it. Checked
dictionaries are in use.
• To change the default dictionary, click the desired
dictionary in the Dictionary List of the Custom
Dictionaries dialog box, and then click the Change
Default button.
• To remove a dictionary, click the desired dictionary in
the Dictionary List of the Custom Dictionaries dialog
box, and then click the Remove button.
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Displaying Word Count
• The Status bar displays the
document word count.
• You also can display a Word Count dialog box
with additional statistics.
• Either click the word count in the status bar, or
click the Word Count button in the Proofing
group of the
Review tab to
open the
dialog box.
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Displaying Word Count
• When you finish
reviewing the
statistics, click Close.
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Checkpoint
• How do you start a grammar check?
• What button skips a sentence during a grammar
check?
• Do readability statistics always appear after a
spelling and grammar check?
• What is a custom dictionary, and why might you
want to use one?
• How do you create and select a custom dictionary?
• How do you display the Word Count dialog box?
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Using the Thesaurus
• The Thesaurus can find
synonyms, antonyms, and related
words for a particular word.
• To open the Thesaurus, click the
Thesaurus button n the Proofing
group of the Review tab or press
Shift + F7.
• The Thesaurus appears in the
Research task pane at right.
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Using the Thesaurus
• Click in the Search for text box,
type the word for which you want
to find a synonym, and press
Enter.
• A list of synonyms and antonyms
appears in the pane.
• To insert one of the words from
the list, move the mouse pointer
over it, click the down-pointing
arrow that appears, and click
Insert.
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Choosing a Synonym with the Mouse
• You can use the mouse to select a synonym from
a shortcut menu.
• Right-click the word for which you want to find
a synonym,
point to Synonyms
in the shortcut menu,
and then click the
synonym to use.
• The synonym
replaces the word
on which you
right-clicked.
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Translating Text
• If the translation feature is installed, you can
use the Research task pane to translate words
from one language to another.
• Click the Translate button in the Proofing
group of the Review tab to
open the Research task
pane with the translation
feature active.
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Translating Text
• Type the word to translate in the
Search for text box.
• Select the language for the
translation from the to drop-down
list.
• The translation appears in the
task pane.
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Using Translation ScreenTips
• To turn on Translation ScreenTips, click the
Translation ScreenTip button in the Proofing group
of the Review tab, and click the desired language.
• When the feature
is active, you can
move the mouse
pointer over a word
to display a ScreenTip
with the translation
for the word.
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Searching for Information
• The Research task pane also
enables you to search for
information from online sources.
• Click the Translate button in the
Proofing group of the Review tab
to open the Research task
pane with the research feature
active.
• Type the term to research in the
Search for text box, and then
select a research source from the
drop-down list below it.
• The results will appear in the
pane.
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Inserting Research Information
• You can copy and paste most
information from the Research
task pane into the document.
• When searching for some types
of information, an insert button
appears.
• Click the insert button to add
the information to the
document.
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Checkpoint
• What feature enables you to find synonyms and
antonyms for a word?
• How do you find and insert a synonym with the
mouse?
• Where can you translate text?
• How do you turn on the Translation ScreenTips
feature?
• How do you search for online research information?
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Wrap Up
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•
•
•
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Word can check both the spelling
and grammar for any document.
Spell checking finds misspellings,
irregular capitalizations, and
duplicated words.
When the Spelling and Grammar
dialog box finds a suspected error,
it stops and offers options for
changing or ignoring the error.
When the Spelling and Grammar
dialog box is open, you can click in
the text to edit it, and then click
Resume to return to the check.
Click Proofing in the left panel of
the Word Options dialog box to
display spelling and grammar
check options.
• Grammar checking finds errors
in grammar, style, and
punctuation.
• You can enable a feature that
displays readability statistics
after a spelling and grammar
check.
• You can create and use a custom
dictionary for spelling checks.
• You can display the word count
for the document.
• The Research task pane enables
you to find synonyms with the
Thesaurus, translate text, and
find online research about a
topic.
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