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Checking spelling and grammar

From: Word 2010 Essential Training

Video: Checking spelling and grammar

Before you share your document with others in print or by e-mail, you should take a moment and check your spelling and grammar. Word has been noting possible misspellings as you've been entering document text. You can see it here on the status bar. Now it's time to review Word's findings. We'll find all of the Proofing tools on the Review tab in Microsoft Word 2010. At the left, you'll see Spelling and Grammar, Research, Thesaurus and Word Count. So I'm going to ask Word to check my spelling.

Checking spelling and grammar

Before you share your document with others in print or by e-mail, you should take a moment and check your spelling and grammar. Word has been noting possible misspellings as you've been entering document text. You can see it here on the status bar. Now it's time to review Word's findings. We'll find all of the Proofing tools on the Review tab in Microsoft Word 2010. At the left, you'll see Spelling and Grammar, Research, Thesaurus and Word Count. So I'm going to ask Word to check my spelling.

I can either click here, I can press the Function Seven key, or I can go down to the Proofing errors icon, the dictionary with the red X on it, and click to do this one-by-one. And I'd like to take a bulk approach to checking all of the spelling and grammar in my document. So I'll click Spelling and Grammar. A dialog box opens to point out that the word Formatting is potentially misspelled. I say potentially because sometimes Word will identify a term ,particularly if it's a jargon within your industry or any proper name, as misspelled when it is not.

But you can usually take Word's word for things like formatting, selected, text, words like this that are common dictionary words. So I need to do something about this word. I have six choices. If this word were actually spelled correctly, for example, if there's a new industrial process in our company called formating, I could say ignore this either once, or ignore it every time in this document. If this is a word that I want to never have Word check as incorrect again, I can add it to my dictionary.

If you do this, you want to make sure that this word is spelled correctly because you're adding it to the list of words to ignore for all time in all documents in Word, Excel, PowerPoint and Outlook. Or I could say I want to change this word. I can change it to the word that is highlighted here. If there are multiple occurrences potentially in this document, maybe this is a mistake I make a lot, I could choose Change All. Or if this is a typo that I create many times in a word I use relatively frequently, I could choose AutoCorrect.

Then the next time I type formating, Word will automatically correct it to formatting. One last note about the AutoCorrect, AutoCorrect is a while you type feature, so if I'm proofing someone else's documents, I don't need to take their typing mistakes into account, only my own. So I'm going to change this word. And we're going to let Word continue checking. Now I have choose new Theme elemints; "elemints" is clearly misspelled.

So I don't want to do any of the things at the top. These first three choices are for words that are correct. As soon as I know it's incorrect, I can focus down here. And I'm going to say if I typed elements that way more than once, change them all right now. It says on the Insert tab coordinate with the overall look of your document. This is another frequent mistyping. I know how to spell the word, but as I'm typing one of my hands moves faster than the other, and I'm going to say simply AutoCorrect that from now on. So we've checked those words so far.

Now I'm getting a grammar error rather than a spelling error. In my document, spelling errors were underlined in red. Grammar errors are underlined in green. Word says that I have a subject-verb mismatch here, the sentences on the Insert tab, "the galleries includes." Well, that would be true. It's either gallery includes or galleries include. And it's speaking about galleries and items. So, on the Insert tab, the galleries include. I have two choices.

Either one of them, the subject and verb will be an agreement, but Word doesn't know whether I'm talking about one or more galleries. Only I can choose that. If this is a rule I don't understand, I can click the explained button to get more information about it. I'm going to click Change. Here what I have is a simple typo. There are two spaces between these two words. If I leave two spaces between words, Microsoft Word will catch it for me. If I put two spaces between sentences, it will leave it alone.

So I'm going to say Change this. And now the Spelling and Grammar check is complete. The little pen down here on the Spell Check book is still writing. It will until I click OK. It's recording the changes I've made. And now you'll notice that there are no Proofing errors. My Dictionary has a check mark on it. And we are all good to go. It's so easy to check Spelling and Grammar that if you're document includes spelling and grammar errors, your readers wonder, and they're smart to wonder, what other types of errors your document might contain that would be harder to find.

To make sure that the contents of your documents always get a fair reading, remember to check your spelling and grammar.

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This video is part of

Image for Word 2010 Essential Training
Word 2010 Essential Training

89 video lessons · 57381 viewers

Gini Courter
Author

 
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

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