word lesson 6a proofing
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Microsoft®
Word 2010Core
Skills
Lesson 6: Getting Ready to Print
Courseware #: 3240
Microsoft Office Word 2010
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Word 2010Core
Skills
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Lesson 6 Objectives
•check the spelling •check the grammar •check for contextual text errors •use AutoCorrect
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Proofing Your Document• Before printing your document, you should proof
it for spelling or grammatical mistakes, contextual errors, or repetitive text.
• Word provides tools to help automate some of the proofing so you can concentrate on the document flow instead of the data entry
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Automatic Spelling & Grammar• The automatic Spelling & Grammar feature words in the background to check for spelling & grammatical mistakes as you type.
– Using this feature enables you to correct the mistakes immediately, or you can wait until you have finished creating the document.
• Spelling– Checks for incorrect spelling, duplicate words, and
incorrect capitalization
• Grammar – Uses natural language to detect grammatical errors or
weak writing style
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Use the Grammar Check Feature•Spelling & grammar errors are indicated by colored wavy lines.
Red wavy lines indicate a word that is not recognized in the dictionary set for Word
Green wavy lines indicate a grammatical or structural error in the sentence
Blue wavy lines indicate a possible contextual text error. Contextual error is when a wrong word is used, but the word is spelled correctly (Deer instead of Dear)
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Using the Spell/Grammar Check Feature As You Type:
•Right-click the underlined word•Click the correct spelling of the word from the listed suggestions
– You an choose to ignore the word, add it to the dictionary, or go to the spelling dialog box for more options.
•The corrected word will appear in the document
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Using the Grammar Check Feature As You Type:
•Right-click the underlined word or phrase
•Click the correct phrase from the listed suggestions
– You an choose to ignore an underlined phrase, go to the grammar dialog box or click About This Sentence for more information about the grammar rule
–The corrected word will appear in the document
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Proofing Your Document• You can use the Spelling and Grammar dialog box to check a
document’s spelling and grammar after you finish typing. You can check an entire document or a selected portion of a document.
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Running a Spelling & Grammar Check• On the Review tab, in Proofing group, click Spelling & Grammar, or press F7
• The Spelling & Grammar dialog box will open
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[Rule] box Displays why text marked with wavy line.
SuggestionsProvides list of suggestions on how to correct error.
Ignore Once
Ignore occurrence and show other occurrences with same error.
Ignore Rule Ignore rule for entire document.
Grammar Dialog Box
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Grammar Dialog Box(cont.)
Next Sentence
Move to next sentence containing error.
Change Change noted error with highlighted option in Suggestions box.
Explain Provides explanation for error and how to correct it.
Options How spelling or grammar options to work.
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Spelling Dialog Box Ignore Once Ignore this occurrence, but continue to find other occurrences.
Ignore All Ignore all occurrences of words with this spelling.
Add to Dictionary
Add word to custom dictionary.
Change Change occurrence with selected word in Suggestions box.
Change All Change all words to selected word in Suggestions box.
AutoCorrect
Add item to AutoCorrect list for automatic correction.
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Spelling Dialog Box (cont.)
Not in Dictionary Displays misspelled word, grammatical or contextual error.
Suggestions Displays list of suggestions for misspelled word
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Contextual Errors
• Words with same sound, but different spellings and meanings
• Appear in blue text in Spelling and Grammar dialog box
– same color as wavy line in document
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Word 2010Core
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Using the Thesaurus• The Thesaurus is a useful feature for finding a synonym (a word with a similar meaning) for a word in your document.
• For some words, the Thesaurus also lists antonyms, or words with opposite meanings.
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• On the Review tab, in Proofing group, click Thesaurus
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Using the Thesaurus
•Right clicking on a word will open a menu box with possible synonyms
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Learn the Skill (p. 121)
•In this exercise, you will correct spelling mistakes in a memo using the automatic spelling & grammar option.
•Open Camel Tours. Save the file as Camel Tours.
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Using Automatic Features
•Word provides many helpful features and commands including the ability to: – Correct errors automatically– Save and reuse text that is used often– Check spelling and grammar– Find synonyms for a word
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Types of Automatic Features
•The AutoCorrect feature corrects errors as you type
•You can create and use Quick Parts to insert frequently used text.
•The AutoComplete feature “guesses” days of the week and month names as you type, and then suggests the complete word.
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Using AutoCorrect• The AutoCorrect feature corrects errors as you type:
– corrects common capitalization errors– Spelling errors– Grammar errors– Typing errors
• You can customize AutoCorrect by adding or removing words or by changing the types of corrections made.
• When using AutoCorrect, the correction occurs after you press the spacebar or Enter.
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Finding AutoCorrect•To access AutoCorrect option, click File tab, click Options, and in Proofing category, click AutoCorrect Options
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Using AutoCorrect• Word automatically corrects
common spelling, punctuation and capitalization errors as you type– Ex. replacing teh with the.
• Can also use AutoCorrect to expand abbreviated words or create specific symbols
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Using AutoCorrect
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• When you make error and press Spacebar, Word replaces the correct word or symbol automatically
• Click AutoCorrect Options below item to display choices• Ex. Replacing teh with the
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Using AutoCorrect
Replace Enter text to replace with item in With box.
With Enter replacement for entry in Replace box.
Add Click to add new item to list.
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Using AutoCorrect
Delete Delete item from list.
Automatically use suggestions from the spelling checker
Have Word provide suggestions when it finds “incorrect” spelling first, and then look in list of AutoCorrect replacement items.
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Using AutoCorrect• First five options help concentrate on entering text, not how
you enter it• Use Exceptions where AutoCorrect should not change
based on rules
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Using AutoComplete
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AutoComplete is a feature in Word that automatically completes the spelling of days of the week and months of the year that have more than five letters in their names.
After you type the first four letters, AutoComplete suggests the complete word.
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Changing Automatic Spelling & Grammar Check Settings
•From Backstage view, click on Options
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Changing Automatic Spelling & Grammar Check Settings
• Select Proofing. The dialog box gives you several options to choose from:
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Changing Automatic Spelling & Grammar Check Settings
If you don’t want Word to automatically check spelling, uncheck Check spelling as you type
If you don’t want grammar errors to be marked, uncheck Mark grammar errors as you type
To check for contextual spelling errors, check Use contextual spelling
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Learn the Skill (pp. 123-124)•In this exercise, you will work with the AutoCorrect feature to set up shortcuts for the company names & then use this during text entry.
•Open a Blank document and Camel Tours. Save the blank document as Tolano and the other as Camel Tours.