© Paradigm Publishing, Inc. 1

2 Word 2013 Level 2 Unit 1Formatting and Customizing Documents Chapter 2 Proofing Documents

© Paradigm Publishing, Inc. 3 Proofing Documents  Check the Spelling and Grammar in a Document Check the Spelling and Grammar in a Document  CHECKPOINT 1 CHECKPOINT 1  Display the Word Count Display the Word Count  Use the Thesaurus Use the Thesaurus  Define Words Define Words  Translate Text to and from Different Languages Translate Text to and from Different Languages  CHECKPOINT 2 CHECKPOINT 2 Quick Links to Presentation Contents

© Paradigm Publishing, Inc. 4 Check the Spelling and Grammar in a Document  Word provides proofing tools to help you create professional, polished 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.

© Paradigm Publishing, Inc. 5  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 (when 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 Check the Spelling and Grammar in a Document - continued

© Paradigm Publishing, Inc. 6 To check spelling and grammar: 1.Click REVIEW tab. 2.Click Spelling & Grammar button. 3.Change or ignore error. 4.Click OK. Spelling & Grammar button Check the Spelling and Grammar in a Document - continued

© Paradigm Publishing, Inc. 7  If the spelling checker detects a spelling error, it selects the misspelled word and displays a Spelling task pane similar to the one shown below. Spelling task pane Check the Spelling and Grammar in a Document - continued

© Paradigm Publishing, Inc. 8  If Word detects a grammar error, it selects the word(s) or sentence containing the error and displays possible corrections in the Grammar task pane. Grammar task pane Check the Spelling and Grammar in a Document - continued

© Paradigm Publishing, Inc. 9 ButtonFunction Ignore During spell checking, skips that occurrence of the word; in 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 spelling checker dictionary. DeleteDeletes the currently selected word(s). Change Replaces the selected word with the selected word in the task pane list box. Change All Replaces the selected word and all other occurrences of it with the selected word in the task pane list box. Check the Spelling and Grammar in a Document - continued

© Paradigm Publishing, Inc. 10  When checking the spelling and grammar in a document, you can temporarily leave the Spelling or Grammar task pane, make corrections in the document, and then resume the spelling and grammar check.  Click in the document outside the task pane, make changes or edits, and then click the Resume button in the task pane. Check the Spelling and Grammar in a Document - continued

© Paradigm Publishing, Inc. 11 Check the Spelling and Grammar in a Document - continued To customize spelling options: 1.Click FILE tab. 2.Click Options. 3.Click Proofing option. 4.At Word Options dialog box, specify desired options. 5.Click OK. Word Options dialog box

© Paradigm Publishing, Inc. 12 Check the Spelling and Grammar in a Document - continued  Like the spelling checker, the grammar checker does not find every error in a document and may stop at correct sentences.  If the grammar checker detects a possible grammatical error in the document, Word selects the sentence containing the possible error and inserts a possible correction in the Grammar task pane list box.

© Paradigm Publishing, Inc. 13 To check grammar in a document: 1.Click REVIEW tab. 2.Click Spelling & Grammar button. 3.At Grammar task pane, change or ignore error. 4.Click OK. Grammar task pane Check the Spelling and Grammar in a Document - continued

© Paradigm Publishing, Inc. 14 Check the Spelling and Grammar in a Document - continued  The Spelling task pane and the Grammar task pane include a pronunciation feature that will speak the word currently selected in the task pane list box.  To hear the word pronounced, click the speaker icon located to the right of the word below the task pane list box. speaker icon

© Paradigm Publishing, Inc. 15 Check the Spelling and Grammar in a Document - continued  Customize the type of grammar check that 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.  By default, the grammar checker checks only the grammar in a document.

© Paradigm Publishing, Inc. 16 Check the Spelling and Grammar in a Document - continued To display readability statistics: 1.Click FILE tab. 2.Click Options. 3.Click Proofing option. 4.Click Show readability statistics check box. 5.Click OK. 6.Complete spelling and grammar check. Readability Statistics dialog box

© Paradigm Publishing, Inc. 17  The Flesch Reading Ease score is based on the average number of syllables per word and the average number of words per sentence.  The Flesch-Kincaid Grade Level score is based on the average number of syllables per word and the average number of words per sentence. Check the Spelling and Grammar in a Document - continued

© Paradigm Publishing, Inc. 18  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. Check the Spelling and Grammar in a Document - continued

© Paradigm Publishing, Inc. 19 To create a custom dictionary: 1.Click FILE tab. 2.Click Options. 3.Click Proofing option. 4.Click Custom Dictionaries button. continues on next slide… Custom Dictionaries button Check the Spelling and Grammar in a Document - continued

© Paradigm Publishing, Inc At Custom Dictionaries dialog box, click New button. 6.Type a name for dictionary. 7.Press Enter. Custom Dictionaries dialog box Check the Spelling and Grammar in a Document - continued

© Paradigm Publishing, Inc. 21 Change Default button 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).

© Paradigm Publishing, Inc. 22 1)This checker finds misspelled words and offers replacement words. a.Spelling b.Grammar c.Replacement d.Word Count 1)This checker finds misspelled words and offers replacement words. a.Spelling b.Grammar c.Replacement d.Word Count 3)The Spelling & Grammar button is located on this tab. a.HOME b.INSERT c.PAGE LAYOUT d.REVIEW 3)The Spelling & Grammar button is located on 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 2)This checker will search a document for errors in grammar, punctuation, and word usage. a.Spelling b.Grammar c.Replacement d.Word Count 4)By default, Word uses this custom dictionary. a.ROAMINGCUSTOM.DIC b.CUSTOM.DOC c.DIC.CUSTOM d.DOC.CUSTOM 4)By default, Word uses this custom dictionary. a.ROAMINGCUSTOM.DIC b.CUSTOM.DOC c.DIC.CUSTOM d.DOC.CUSTOM Next Question Next Slide Answer

© Paradigm Publishing, Inc. 23 Display the Word Count To display the word count: 1.Click word count section of Status bar. word count section

© Paradigm Publishing, Inc. 24 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.  When you are using the Thesaurus, Word may display antonyms for some words, which are words with opposite meanings.

© Paradigm Publishing, Inc. 25 Use the Thesaurus - continued To use the Thesaurus: 1.Click REVIEW tab. 2.Click Thesaurus button. 3.At Research task pane, type desired word in search text box. 4.Press Enter. search text box

© Paradigm Publishing, Inc. 26 Use the Thesaurus - continued  Depending on the word you are looking up, the words in the Thesaurus 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).

© Paradigm Publishing, Inc. 27 Use the Thesaurus - continued  The Thesaurus task pane, like the Spelling task pane and Grammar task pane, includes a pronunciation feature that will state the word currently selected in the Thesaurus task pane.  The Thesaurus task pane also includes a language option for displaying synonyms of the selected word in a different language. speaker icon language option

© Paradigm Publishing, Inc. 28 Use the Thesaurus - continued To replace synonyms using a shortcut menu: 1.Position mouse pointer on desired word. 2.Click right mouse button. 3.At shortcut menu, point to Synonyms option. 4.Click desired synonym at side menu. Synonyms option

© Paradigm Publishing, Inc. 29 Define Words To define words: 1.Click REVIEW tab. 2.Click Define button. dictionary task pane

© Paradigm Publishing, Inc. 30 Translate Text to and from Different Languages To translate an entire document: 1.Open document. 2.Click REVIEW tab. 3.Click Translate button. 4.Click Translate Document at drop- down list. 5.At message, click Send button. Translate Document option

© Paradigm Publishing, Inc. 31 Translate Text to and from Different Languages - continued To translate selected text: 1.Select desired text. 2.Click REVIEW tab. 3.Click Translate button. 4.Click Translate Selected Text option at drop- down list. 5.View translated text in Research task pane. Translate Selected Text option

© Paradigm Publishing, Inc. 32 Translate Text to and from Different Languages - continued To turn on the Mini translator: 1.Click REVIEW tab. 2.Click Translate button. 3.Click Mini Translator option at drop-down list. Mini Translator option

© Paradigm Publishing, Inc. 33 Translate Text to and from Different Languages - continued To specify the language: 1.Click REVIEW tab. 2.Click Translate button. 3.Click Choose Translation Language option at drop-down list. Choose Translation Language option

© Paradigm Publishing, Inc. 34 Translate Text to and from Different Languages - continued  At the Translation Language Options dialog box, specify the translation language and whether you want to translate the entire document or turn on the Mini Translator. Mini Translator language Translate from Translate to

© Paradigm Publishing, Inc. 35 1)This displays the total number of words in your document. a.Status bar b.Taskbar c.Menu bar d.Ribbon 1)This displays the total number of words in your document. a.Status bar b.Taskbar c.Menu bar d.Ribbon 3)These may display at the end of the list of related synonyms. a.verbs b.fragments c.clauses d.antonyms 3)These may display at the end of the list of related synonyms. a.verbs b.fragments c.clauses d.antonyms 2)Word offers this feature for finding synonyms, antonyms, and related words for a particular word. a.Grammar Check b.Spell Check c.Dictionary d.Thesaurus 2)Word offers this feature for finding synonyms, antonyms, and related words for a particular word. a.Grammar Check b.Spell Check c.Dictionary d.Thesaurus 4)The Translate button is located on this tab. a.HOME b.INSERT c.REVIEW d.PAGE LAYOUT 4)The Translate button is located on this tab. a.HOME b.INSERT c.REVIEW d.PAGE LAYOUT Next Question Next Slide Answer

© Paradigm Publishing, Inc. 36 Proofing Documents Complete a spelling and grammar check on text in a document Display readability statistics 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 features to translate words from English to other languages Summary of Presentation Concepts