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Setting document proofing options

From: Word 2007 Essential Training

Video: Setting document proofing options

You've probably noticed how some typos appear with a red squiggley underline while others are actually fixed for you on the fly. Grammar errors show up with a green squiggly line under them and when you go to use the Check Spelling feature, grammar is checked off at the time by default. All of these are options you can choose to leave as is or change and we do it from the Proofing Options section of the Word Options dialog. So we're going to go to the Office button up here to check those out. Click the Office button and then come down here to Word Options and give that a click.

Setting document proofing options

You've probably noticed how some typos appear with a red squiggley underline while others are actually fixed for you on the fly. Grammar errors show up with a green squiggly line under them and when you go to use the Check Spelling feature, grammar is checked off at the time by default. All of these are options you can choose to leave as is or change and we do it from the Proofing Options section of the Word Options dialog. So we're going to go to the Office button up here to check those out. Click the Office button and then come down here to Word Options and give that a click.

We're going to find all of those proofing options under the Proofing heading here, so click Proofing and you can see we've got all kinds of check boxes and options that can be set. We're going to start right at the top here with the AutoCorrect options, and that's the stuff that gets corrected as you type it. So to look at those options, we actually click this button here, AutoCorrect Options to bring open another dialog box. The AutoCorrect options are broken into tabs as well. AutoCorrect is selected right now and so we're looking at AutoCorrect options down below, but we've also got the same thing for Math, AutoFormatting As You Type, Smart Tags and then just plain old AutoFormat over here, But we'll look at our AutoCorrect options here and starting at the top where it says Show AutoCorrect Options buttons, so we will see the AutoCorrect options and buttons as we're working on our documents.

That's checked off. One thing that happens quite often is as you're typing, you might hold the Shift key for little bit too long and you don't capitalize just the first character in a word or sentence, but sometimes two of them get capitalized by accident. Well that gets automatically fixed, Word sees that and it creates a lowercase version of the second capital that you created. Automatically when you hit the period, it starts typing a new sentence. That new sentence will be capitalized, the first word that is. I don't always like this because sometimes when you use abbreviations, for example, right after the period, Word thinks that's a new sentence and capitalizes the word for you.

So I'm going to turn that one off. Capitalize first letter of table cells. So as you're filling in information in various cells of the table, the first word will be capitalized. That's okay. Capitalize the names of days. Sometimes people don't put a capital M on Monday. Well, Word will do it for you. Correct accidental usage of cAPS LOCK key. I love this one. It happens all the time right? You use your caps lock to type something in uppercase, and then you forget that it's on. And then you mean to start typing the next sentence, you use the Shift key and you get the opposite of what you want.

Well, Word will see that and fix it for you. It actually turns the caps lock key off for you after as well. Down below, we've got a Replace text as you type section. So for example, if we look at some of the samples here, we've got a round bracket, a C and then another round bracket. Well, whenever we type that in a document, it's going to be replaced with the copyright symbol. Same thing goes for registered and trademarks. And as you scroll down this list, there's quite a few actually. These are some commonly misspelled words. Like "because". A lot of typos happen where it's the U and the A are reversed and Word will fix it for you.

How about I before E except after C? Let's go down to the word receive, how about? And see if that's in here, and sure enough, there it is. As you can see there's a couple of versions of it and it will always be replaced with the correct version. Now we can put our own in here, which is kind of neat. For example I'm going to use this for creating a shortcut. I'm going to type in ECP, which doesn't exist, and every time I type that I want it replaced with, Eat Cake Patisserie.

We'll test that out in a moment but right now we'll add it to our list. So there it is, alphabetically on our list, and we'll never have to type out those three words again. We'll just need ECP and as soon as we hit a space or Return, Word knows to replace that with our three words here. All right, I'm going to click OK. Before we get test at that ECP shortcut, let's check out some of the other options here. Down below our AutoCorrect options is When correcting spelling in Microsoft Office programs. So this is with regard to spelling.

Ignore words in uppercase. Ignore words that contain numbers. So our spellchecker is going to ignore those words. Ignore Internet and file addresses so they won't come across as spelling errors. It willl recognize a URL or an e-mail address. Flag repeated words, so if we accidentally type the same word twice, and Suggest from main dictionary only is not selected so we can use custom dictionaries as well. When correcting spelling and grammar in Word, we do check spelling as we type.

That's the red squiggly line that we see. This is kind of cool. Contextual spelling. So by default, this is turned on and contextual spelling fixes those kinds of errors that used to get missed where, for example, you used the wrong spelling of a word, but it was actually another word in the dictionary. For example, the correct version of the word there. Maybe you were spelling it t-h-e-i-r when it should've been t-h-e-y, apostrophe, r-e. That happens all the time. So Word will find those as well and the correct those errors on the fly.

Grammar errors are marked as we type with that green line. We talked about that and remember what I said? Whenever we go into the Check Spelling and grammar, the grammar feature is turned on by default, and here's where we can make it so that it's turned off by default if you only want to check spelling. You can also show readability statistics. That's where Word analyzes the reading level after grammar is checked and it's based on a couple of reading tests, the Flesxh Reading Ease and Flesch Kincaid Grade Level tests. Down below, we've got exceptions and exceptions are based on the current document only.

So you can see right now we've got job posting 14 in here, that's the document I have open on my screen. So whatever document you have open on your screen, we can actually create exceptions for this document. We can hide spelling errors and hide grammar errors as well. So we'll click OK to save any changes we might have made and let's tested out that ECP shortcut. I'm just going to scroll down to the very bottom of my document. If you don't have a document on your screen, just go up to the Office button and click New, and then will create a new blank document.

So all you need is a space to type ECP. ECP, as soon as we hit the spacebar, look what happens. Ha ha. Our shortcut works, we'll never have to type that again. So that should save us some time going forward whenever we create any Eat Cake documents.

Show transcript

This video is part of

Image for Word 2007 Essential Training
Word 2007 Essential Training

85 video lessons · 45729 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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