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Checking spelling and grammar

From: Word 2007 Essential Training

Video: Checking spelling and grammar

You know, no matter how well you can spell and no matter how good your grammar is, this next feature is a must and should always be used, especially right before sharing your documents with others. Because sticky keyboards and typos can ruin a good document, turning it from first class into a joke. So let's look at this tool and the options you have control over when it's used. We'll open up the document. I've closed every other document on my screen, so I'll need to open up a document by clicking the Office button, then Open. We need to navigate to the Lesson 7 folder of your exercise files to find job posting 12, give it a click, and then click the Open button to bring it up on your screen.

Checking spelling and grammar

You know, no matter how well you can spell and no matter how good your grammar is, this next feature is a must and should always be used, especially right before sharing your documents with others. Because sticky keyboards and typos can ruin a good document, turning it from first class into a joke. So let's look at this tool and the options you have control over when it's used. We'll open up the document. I've closed every other document on my screen, so I'll need to open up a document by clicking the Office button, then Open. We need to navigate to the Lesson 7 folder of your exercise files to find job posting 12, give it a click, and then click the Open button to bring it up on your screen.

OK, right off the bat and by default, our attention is being drawn to certain areas of the document. "Consultant" up here is spelled incorrectly and we know that because Word is underlining it in red. Before we run the Spelling and Grammar command, let's look first at fixing mistakes on the fly. We can go to words it's underlined in red here with our mouse pointer and right-click on it to see a pop-up menu with some options for perhaps the correct spelling or some other options that we maybe meant to type. Well here it is.

The correct spelling of consultant. So when I click on it, look at that, my typo was fixed up. Now, we could continue through the entire document this way, but why not let the Word find the errors for us? Maybe even items that are not marked on our screen right now. We do that by going up to the Review tab up here on the ribbon because we we'll be reviewing our document. Over here on the left hand side in the Proofing group is Spelling and Grammar, so we click that. And you can see right away it kicks into action and it jumps to the next typo, which is consultant here in red.

It's not recognized in the dictionary and we even get to see some of the context around it. So our options are over here on the right. First of all we have a suggestion down below that selected consultant with an a, and that is the correct spelling of consultant and our options on the right are to ignore this, just once so it would find it the next time it was spelled this way. Ignore it every time it finds it spelled this way in the document. Add this word to the dictionary so we'll never find it as an error ever again. Or we can change it.

Now if we choose Change we're just going to change this one error. It seems like whoever typed this document typed consultant incorrectly through the entire document. So this option here might be better, Change All. So every time you find it spelt with an E, like this, Word is going to change it to whatever we select here under Suggestions, which is consultant with an A. So I'm to choose Change All. So right away that gets fixed up through my entire document very quickly. Now we've jumped to a different kind of error and you can see that we've got our context here that says "for training consultant to join it's... required to train".

OK. "To join it's Training Services Team." Well, it looks like i-t-'-s is not the way we should be spelling its. The suggestion down below is i-t-s. And this is not a spelling error necessarily. It's more of a grammar error and you can see that's because Check grammar is selected down here. So spelling and grammar are combined now into this one tool. So with our suggestions selected, our options are different when we're checking grammar. We can Ignore Once, we can Ignore (this) Rule.

We can go to the next sentence or we can change it. And here's a new button, Explain. When I click the Explain button, I'm going to find out why I've chosen the wrong spelling of its. Instead of i-t-s.... OK. Its a long way to the station. Consider: It's a long.... OK, that's the opposite of what I did but down here, which says "The cat drank it's milk.." It's- that's what I did. I should consider "the cat drank its milk." OK so it's Word Help, and it's actually just giving me an explanation of what I've done.

I'm going to close it right here. I understand now that it should be i-t-s without the apostrophe. I click Change and it fixes that up. Moves on to the next error, which happens to be another grammar error. "Eat Cake Patisserie Inc. have an immediate" and have should be has, so I'm going to change that one as well. OK, here's one that's interesting. "Track and submit EatCake expense reports." Now this is not really a word I would find in the dictionary, but it's not a spelling mistake or a typo either.

It's actually a proper name. So I might want to add this one to the dictionary and by clicking Add to Dictionary I'll never stopped at this word again. So Add to Dictionary fixes that up the spelling and grammar check is now complete. When I click OK and I scroll through my document, I won't see any of those red or green squiggly lines. So that takes care of spelling and grammar. Let's move on to finding synonyms next.

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This video is part of

Image for Word 2007 Essential Training
Word 2007 Essential Training

85 video lessons · 45845 viewers

David Rivers
Author

 
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  1. 40s
    1. Welcome
      40s
  2. 28m 24s
    1. Getting started with Word
      1m 21s
    2. Understanding the interface
      9m 23s
    3. Navigating the interface
      11m 24s
    4. Navigating documents
      6m 16s
  3. 18m 39s
    1. Creating new documents
      5m 25s
    2. Importing documents
      4m 35s
    3. Saving documents
      5m 41s
    4. Sending documents
      2m 58s
  4. 12m 35s
    1. Using Print Preview
      2m 45s
    2. Using Quick Print
      2m 31s
    3. Setting print options and printing
      7m 19s
  5. 23m 29s
    1. Selecting text
      3m 45s
    2. Formatting text
      5m 2s
    3. Using Find and Replace
      3m 35s
    4. Undo, Redo, and Repeat
      3m 26s
    5. Copying, pasting, and moving text
      4m 37s
    6. Showing formatting
      3m 4s
  6. 20m 30s
    1. Using indents
      3m 52s
    2. Setting justification
      3m 19s
    3. Changing line spacing
      4m 11s
    4. Setting tabs
      6m 10s
    5. Using the Highlighter
      2m 58s
  7. 38m 26s
    1. Changing margins
      5m 54s
    2. Changing orientation
      2m 29s
    3. Page numbering
      5m 41s
    4. Choosing paper size and source
      3m 59s
    5. Headers and footers
      7m 23s
    6. Applying a Page Background
      7m 56s
    7. Using Watermarks
      5m 4s
  8. 20m 10s
    1. Checking spelling and grammar
      4m 54s
    2. Finding synonyms
      3m 37s
    3. Looking up words and translations
      4m 55s
    4. Setting document proofing options
      6m 44s
  9. 23m 19s
    1. Modifying Environment settings
      7m 46s
    2. Modifying Display and Document settings
      6m 47s
    3. Modifying toolbars and keyboards
      8m 46s
  10. 15m 7s
    1. Creating a bulleted list
      7m 27s
    2. Creating a numbered list
      3m 36s
    3. Editing a list
      4m 4s
  11. 55m 28s
    1. Creating tables from scratch
      5m 29s
    2. Creating tables from text
      3m 25s
    3. Inserting an Excel spreadsheet
      5m 3s
    4. Modifying tables
      7m 44s
    5. Formatting tables
      7m 32s
    6. Making calculations in a table
      4m 13s
    7. Creating charts
      5m 44s
    8. Modifying chart data
      2m 8s
    9. Modifying chart appearance
      12m 29s
    10. Creating text from a table
      1m 41s
  12. 10m 18s
    1. Using Styles
      3m 3s
    2. Creating Styles
      3m 38s
    3. Editing and deleting Styles
      3m 37s
  13. 9m 21s
    1. Creating and using Building Blocks
      4m 27s
    2. Editing and organizing Building Blocks
      4m 54s
  14. 26m 23s
    1. Creating a Mail Merge
      13m 27s
    2. Creating a Data Source
      5m 21s
    3. Merging to create envelopes and labels
      7m 35s
  15. 8m 58s
    1. Sorting text
      4m 15s
    2. Sorting numbers
      2m 11s
    3. Sorting in tables
      2m 32s
  16. 10m 36s
    1. Creating Macros
      5m 40s
    2. Playing a Macro
      1m 46s
    3. Editing a Macro
      3m 10s
  17. 10m 13s
    1. Working with Newspaper Columns
      5m 31s
    2. Working with Parallel Columns
      4m 42s
  18. 24m 13s
    1. Working with Pictures and Clip Art
      10m 23s
    2. Working with Shapes
      5m 10s
    3. Working with SmartArt
      8m 40s
  19. 40m 40s
    1. Tracking changes
      7m 40s
    2. Reviewing changes
      3m 42s
    3. Sending and faxing documents
      3m 39s
    4. Password-protecting documents
      3m 4s
    5. Linking and embedding
      10m 7s
    6. Inspecting a document
      2m 43s
    7. Encrypting a document
      2m 45s
    8. Adding a digital signature
      7m 0s
  20. 30m 12s
    1. Creating cross-references
      3m 41s
    2. Creating a table of contents
      4m 8s
    3. Creating an index
      4m 43s
    4. Creating footnotes and endnotes
      7m 17s
    5. Using hyperlinks
      4m 24s
    6. Using bookmarks
      3m 26s
    7. Using a document map or thumbnails
      2m 33s
  21. 29s
    1. Goodbye
      29s

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