Microsoft ® Word 2010 Core Skills Lesson 6: Getting Ready to Print Courseware #: 3240 Microsoft Office Word 2010

Microsoft ® Word 2010 Core Skills Lesson 6 Objectives check the spelling check the grammar check for contextual text errors use AutoCorrect add comments for review preview the document print the document 2 © CCI Learning Solutions Inc.

Microsoft ® Word 2010 Core Skills Proofing Your Document Always proof for spelling or grammatical mistakes, contextual errors, or repetitive text – Word not in dictionary for Word. – Grammar or structure error in sentence. – Possible contextual text error. © CCI Learning Solutions Inc. 3

Microsoft ® Word 2010 Core Skills Checking the Spelling and Grammar Spelling –Checks for incorrect spelling, duplicate words, and incorrect capitalization Grammar –Uses natural language to detect grammatical errors or weak writing style Works in background to check for mistakes as you type To activate Spelling and Grammar feature: –On Review tab, in Proofing group, click Spelling & Grammar, or –press F7 Errors display in Spelling and Grammar dialog box with same color as in document © CCI Learning Solutions Inc. 4

Microsoft ® Word 2010 Core Skills Checking the Spelling and Grammar Not in DictionaryDisplays misspelled word, grammatical or contextual error. SuggestionsDisplays list of suggestions for misspelled word 5 © CCI Learning Solutions Inc.

Microsoft ® Word 2010 Core Skills Checking the Spelling and Grammar Ignore OnceIgnore this occurrence, but continue to find other occurrences. Ignore AllIgnore all occurrences of words with this spelling. Add to DictionaryAdd word to custom dictionary. ChangeChange occurrence with selected word in Suggestions box. Change AllChange all words to selected word in Suggestions box. AutoCorrectAdd item to AutoCorrect list for automatic correction. Check grammarChoose to check grammar at same time as spelling. OptionsChoose how spelling and grammar options should work. UndoUndo spelling or grammatical change recently made. Undo EditUndo spelling or grammatical change recently made. ResumeContinue after making change directly in Not in Dictionary box. 6 © CCI Learning Solutions Inc.

Microsoft ® Word 2010 Core Skills Checking the Spelling and Grammar [Rule] box Displays why text marked with green wavy line. Suggestions Provides 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. 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. 7 © CCI Learning Solutions Inc.

Microsoft ® Word 2010 Core Skills Checking the Spelling and Grammar 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 8 © CCI Learning Solutions Inc.

Microsoft ® Word 2010 Core Skills Using AutoCorrect Word automatically corrects common spelling, punctuation and capitalization errors as you type Can also use AutoCorrect to expand abbreviated words or create specific symbols To access AutoCorrect option, click File tab, click Options, and in Proofing category, click AutoCorrect Options © CCI Learning Solutions Inc. 9

Microsoft ® Word 2010 Core Skills Using AutoCorrect First five options help concentrate on entering text, not how you enter it Use Exceptions where AutoCorrect not to change based on rules © CCI Learning Solutions Inc. 10

Microsoft ® Word 2010 Core Skills 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. 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. When you make error and press Spacebar, Word replaces automatically Click AutoCorrect Options below item to display choices 11 © CCI Learning Solutions Inc.

Microsoft ® Word 2010 Core Skills Using Comments Insert in balloon objects –Identifies who made comment –Can move from one comment to next Display on screen –Change print –options for hard copy © CCI Learning Solutions Inc. 12

Microsoft ® Word 2010 Core Skills Preparing to Print Preview for overall page layout in Backstage Select print options Document appears as when printed To preview or print document: –Click File tab and click Print, or –press Ctrl+P Use status bar to zoom in or out © CCI Learning Solutions Inc. 13

Microsoft ® Word 2010 Core Skills Preparing to Print 14 © CCI Learning Solutions Inc.

Microsoft ® Word 2010 Core Skills Preparing to Print Print Click to print using options set. Copies Specify number of copies to print. Printer Indicates which printer is active. Print All Pages Set print options. Pages#-#Only these pages #,#,#Only the pages specified -#From page 1 to the specified page #-From this page to the last page s#-s#From this section to this section Print on Both Sides Set double-sided option Collated Set how multiple copies printed. Portrait Orientation Change orientation here. Letter Change paper size. Normal Margins Change margins. 1 Page per Sheet Set how many pages print on each sheet. Page Setup Make other page layout changes to document. 15 © CCI Learning Solutions Inc.

Microsoft ® Word 2010 Core Skills Summary of Lesson 6 check the spelling check the grammar check for contextual text errors use AutoCorrect add comments for review preview the document print the document 16 © CCI Learning Solutions Inc.

Microsoft ® Word 2010 Core Skills Review Questions 1.Explain the difference between spelling errors, grammatical errors, and contextual text errors. 2.Explain how you could use the AutoCorrect feature to help with entering text characters. 3.When might you add comments to a document? 4.Discuss why you might want to preview the document before printing. 5.Give examples of why you might want to change the print options for a document. © CCI Learning Solutions Inc. 17