Objectives

Objectives© Paradigm Publishing, Inc. 1 Objectives

© Paradigm Publishing, Inc. 2 Objectives

Chapter 5: Proofing DocumentsPerformance 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


Check the Spelling and Grammar

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


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



misspelled word Spelling task pane



selected sentence Grammar task pane



Button Function

IgnoreDuring 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.



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.



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.

Proofing option



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.



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.



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.Readability Statistics dialog box



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.


Create a Custom Dictionary

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.


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.

(continues on next slide)

Custom Dictionaries button



5. Click the New button.6. Type a name for the dictionary.7. Press Enter.

New button



To add a word to the custom dictionary: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.

custom dictionary dialog box



Change Default button

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.



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.

Remove button

Objectives© Paradigm Publishing, Inc. 20

CHECKPOINT 11) The Spelling & Grammar button is

located on this tab.a. HOMEb. INSERTc. PAGE LAYOUTd. REVIEW

3) Standard writing is generally written at this grade level.a. sixth or seventhb. ninth or tenthc. ten or eleventhd. seventh or eight

2) During spell checking, click this option to replace the selected word with the word in the list box.a. Ignoreb. Changec. Deleted. Explain

4) This is the name of the default dictionary.a. ROAMINGCUSTOM.DICb. CUSTOMDIC.SPEc. CUSTOM.GRAd. CUSTOM.WPD

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Display the Word Count

To display the Word Count dialog box:1. Click the word count section

of the Status bar.OR2. Click the REVIEW tab.3. Click the Word Count button

in the Proofing group.word count section


Use the Thesaurus

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.


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



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



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.



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


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


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


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



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



To specify the language:1. Click the REVIEW tab.2. Click the Translate

button.3. Click the Choose

Translation Language option at the drop-down list.

Choose Translation Language option



Mini Translator language

Translate from

Translate to



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: 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

Objectives© Paradigm Publishing, Inc. 34

CHECKPOINT 21) The Word Count button is located

on this tab.a. HOMEb. INSERTc. VIEWd. REVIEW

3) The Define button is located on this tab.a. HOMEb. INSERTc. REVIEWd. VIEW

2) Clicking the Thesaurus button opens this task pane.a. Clipboardb. Researchc. Thesaurusd. Translate

4) Specify the translation language with options in this dialog box.a. Word Optionsb. Language Optionsc. Translate Language Optionsd. Translate Options

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Objectives

Documents

word count button

selected word

word display

signature seriesmicrosoft

objectivesif word

word countto

spelling checker

proofing documents