Proofing Documents Lesson 9 #1.09

Software Orientation The Proofing group on the Review tab contains commands for launching Word’s Spelling and Grammar functions, searching through References, using the Thesaurus, and counting words by characters, paragraphs, and lines. The Language group contains commands for translating words or paragraphs and an option to select a language. These and other commands for reviewing and editing Word documents are located on the Review tab.

Spelling & Grammar Word 2013 feature that reviews Spelling and Grammatical errors as you type and compares them against the Microsoft Word Dictionary. Turned on by default Red wavy underline: Misspelled words Green Wavy Underline: Grammatical error Blue Wavy Line: Word usage error (their, there, they’re)

Spelling & Grammar Review Ribbon > Proofing Group Keyboard Shortcut: F7 Words such as proper names and nouns, may not be in the dictionary but can be added

Spelling & Grammar Options To change settings: Backstage View (File Tab) > Options > Proofing Proofing Button is located on the Status Bar, click to display task pane with proofing errors.

Changing the Grammar Settings Word’s grammar settings let you determine the punctuation and other stylistic guidelines by which the program will check for and detect errors. You can change the writing style to check for grammar only or check stylistic rules, such as contractions, hyphenated and compound words, sentence length (more than sixty words), and more.

Understand the Meaning of a Word Microsoft Word has added a new command to learn the meaning of a word. This is beneficial to you especially when a dictionary is not available. Before clicking on the Define button, you need to install the dictionary in your computer and be signed in to your Microsoft account.

Thesaurus Allows the user to search for synonyms and antonyms Synonyms: Words that have similar meanings Excited and Happy Mad and Angry Antonyms: Words have opposite meanings Excited and Upset Float and Sink The Thesaurus is a great tool to use when working on research papers or other documents and will assist you in avoiding using the same words multiple times. If you have difficulty in pronouncing a word, you can hear how the word is pronounced in the Thesaurus task pane. Keyboard Shortcut: Shift + F7

AutoCorrect AutoCorrect: Feature that replaces commonly mistyped words with the correct word and replaces abbreviations with specific text strings. Example: Teh is replaced with The automatically AutoCorrect is a feature that replaces symbols, commonly misspelled words, and abbreviations for specific text strings. For instance, to add the Trademark symbol, type (tm) and it automatically inserts the symbol ™. Change settings by going to the Backstage View > Options > Proofing

Comments A Note that can be inserted into a Word 2013 document by a reviewer to communicate suggestions, alerts, or tips to the author Comments appear in balloons by default in the margin (This is called Simple Markup) Person Card: Identifies the person who made the comment (will display their picture if they have one with their Microsoft account)

Viewing Comments Word displays comments as little balloons in the document with the default Simple Markup enabled. Comments can also appear in the Reviewing Pane Displays a summary of all comments and changes to the document Comments can also be viewed Inline User’s initials appear in brackets [] (Comment does not display) ScreenTips appear (the Comment appears when you move your mouse over the inline comment)

Comments Markup: keeps up with the original document as well as changes made to the original document Review Ribbon > Comments Group Can view Comments from all users or users of your choice: Review Ribbon > Tracking Group > Show Markup > Specific People

Track Changes The Track Changes command enables reviewers to track revisions and feedback from other users. It highlights insertions, deletions, or formatting modifications in a document. Must be turned on With the new Simple Markup being the default, changes made in a document display a red line near the left margin. Comments and Track Changes are tracked on the Reviewing Pane either vertically on the left side of the screen or horizontally across the bottom of the screen. When the Reviewing Pane opens, a summary displays the number of insertions, deletions, moves, formatting, and comments that have been made in the document.

Track Changes When there are several individuals who have made comments and changes in a document and you want to see changes from only specific individuals, you can specify which ones to display in your document. If you want to see only comments in the document and not changes, then click the Show Comments button.

Track Changes Lock Tracking, this prevents anyone from turning Track Changes off All Markup, which displays all changes and comments No Markup, which displays the document as a final copy without the markup Original, which displays the original document with no markups.

Word Count Used to find the number of words, characters, paragraphs, or lines in a Word 2013 document Located on the Status bar OR Review Ribbon > Proofing Group

Translate Review Ribbon > Language Group > Translate Feature that allows users to translate their document into other languages Translate Document Translate Selected Text Mini Translator Must be connected to the Internet Some translations may be inaccurate