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Setting proofing and AutoCorrect options


Word 2010 Essential Training

with Gini Courter

Video: Setting proofing and AutoCorrect options

Like many of the other features in Microsoft Word, Spelling and Grammar have options that control how they function. You can change the options for Spelling and Grammar very easily. Let's choose File to go Backstage and choose Options. You'll find the Spelling options under Proofing. There are three broad sets of options for how Spelling and Grammar work in Microsoft Word. Let's talk first about the Spelling options that are specific to Microsoft Word. You'll find these here.
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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 23s
    1. Using the Word interface
      8m 32s
    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

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Microsoft Word Essential Training Tutorials from
8h 3m Beginner Jun 08, 2010

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In Word 2010 Essential Training, Gini Courter uses real-world examples to teach the core features and tools in Word 2010. The course starts off with an orientation of the Word 2010 interface, and then delves into the functionality at the heart of Word: creating, editing, and formatting documents. It also covers proofing documents, reviewing documents with others, sharing and securing documents, working with tables, and illustrating documents. Exercise files are included with the course.

Topics include:
  • Creating documents with templates
  • Adding SmartArt diagrams to documents
  • Working with fonts
  • Setting up document styles
  • Formatting headers, footers, and cover pages
  • Organizing text in tables
  • Modifying page layout, including margins, orientation, and page size
  • Tracking changes and showing markup
  • Sharing documents
Business Education + Elearning
Gini Courter

Setting proofing and AutoCorrect options

Like many of the other features in Microsoft Word, Spelling and Grammar have options that control how they function. You can change the options for Spelling and Grammar very easily. Let's choose File to go Backstage and choose Options. You'll find the Spelling options under Proofing. There are three broad sets of options for how Spelling and Grammar work in Microsoft Word. Let's talk first about the Spelling options that are specific to Microsoft Word. You'll find these here.

So when you are correcting Spelling and Grammar in Word, Word checks the spelling as you type and flags spelling problems by changing the icon here on the status bar. You can Use contextual spelling, which lets Word work a little harder to try to determine if a word is right or wrong. Grammar errors are flagged with a green underline as you type. And finally, anytime you check spelling, grammar is checked also. These are settings that control how Word functions when you do a spelling check.

There are a few other choices that you can make. In addition to choosing Grammar, you can choose Grammar and Style both. And if you click OK here, then this will be your new setting for checking Grammar and Style in all of your documents. Style would check for things like jargon and contractions and other things that are used in less formal documents. In the past, Word had its own custom dictionary, so did Excel, so did PowerPoint. In Office 2010 Word, Excel, PowerPoint and Outlook share a dictionary.

And they also share some specific settings about how the dictionary is used. So if I change a setting here, I'm changing it for all of my office applications. And if I change this kind of a setting, a Proofing setting in Microsoft Excel, I'm also changing it for Word, whether I intend to or not. So you want to know that these settings are good for all of your Office applications, to ignore uppercase words, which are usually abbreviations, or to ignore any word that contains a number, or to ignore URLs and not try to spellcheck them.

As long as these settings work for you, both for Microsoft Office programs and for Microsoft Word, there is really little reason to change any of them. There are five different types of AutoCorrect options. AutoCorrect are things that Word does automatically for you. Sometimes you'll have the choice to undo the change that Word made, but these changes are made without asking you first. First, we have AutoFormat options that say that anytime I type quotes, curve them in around the words.

Anytime I type 2 hyphens, replace them with a dash. So as I'm opening a document created in another application or an earlier version of Word, Word is applying these AutoFormat options for me. It applies those same options and some additional options when I type. So earlier when we were typing bulleted list by beginning them with an Asterisk, that's an option here. Numbered lists, I type one period space, and Word is creating a numbered list for me.

If any of those features are problematic for you, in terms of the way you work, this is where you would come to turn them off, AutoFormat As You Type. Math AutoCorrect is a series of shortcut keys that can be used in the Equation Editor in Microsoft Word. And if you do a lot of mathematical or scientific equations, you can enable this check box to turn them on everywhere. You'll find here shortcuts you can type for all of the Greek letters and for many, many symbols that are used.

It's an incredibly long list to support scientific work and mathematical work. Actiond is simply a list of types of text that Word is looking for that it will flag for you. So, for example, if you type a Financial Symbol, a stock market ticker and then you right-click on that, there might be a link that would allow you to go look for that stock online. These were called Smart Tags in prior versions of Word. Finally, AutoCorrect, which is the heart of the matter. This is correction that happens on-the-fly, as you type.

If you're typing a sentence and you type the first two letters of a word in capital letters and then the remainder in lowercase, Word assumes ah! They held onto the Shift key just a bit too long, and that word is fixed to having only the first letter be uppercased. If you work for an organization that has two capital letters at the start of its name, and then the remainders are in lowercase like a logotype, you can click Exceptions and fix that here. Word automatically capitalizes the first letter of sentences, which is not necessarily helpful when I'm transcribing some poetry.

So I'll turn this off from time to time, and then back on. The first letter of any word in a table cell, if I type the name of a day, Monday, Wednesday, Word will automatically uppercase it. And if it looks like I've been typing with Caps Lock on, Word takes care of that too. Then we have a list of AutoCorrect terms that we've set up here in Microsoft Word. So earlier when I spell checked my document and I told Word to take my misspelling of document, that was d-o-u-c-m-e-n-t and automatically replace it, anytime I typed that incorrectly.

It was added right here to this AutoCorrect list. So this is all of Word's best learning from my use of spell check. I can wait until I make a mistake and add it here, but I can also create my own shortcut keys that I want to use in Microsoft Word. For example, if I type a left parens, lower case c, right parens and press the Spacebar, Word coverts it to the copyright mark. Open parens tm is a trademark symbol. I can have Word automatically replace text that I type with other text, if I wish.

So, for example, I could say if I type -- I'd like you to type "North by Northwest," which is one of our departments here, if I add this to the list then anytime I type /NNW, Word will automatically without asking me, replace that text with North by Northwest. So you can do this for a company name, for your own name, for any long chunk of text. And you can even replace some text with formatted text as well. The reason the slash is there is so that if you type NNW for any other reason, it won't automatically convert it.

You're unlikely to type a slash followed by three letters in the normal course of typing, unless you are typing part of a URL. So I can maintain this AutoCorrect list. I can remove terms from the AutoCorrect list, if they conflict with other terms. And notice even if there are places where it's two words that often are typed together accidentally, replace those with one space. So you can replace a string of words with another string of words. As you work with Microsoft Word, don't be afraid to make adjustments to the Custom dictionary, so that it reflects the jargon used in your industry, rather than having you replace those words on a regular basis.

If you have a day that you like to create AutoCorrect entries, it's a great thing to plan out some of the shortcuts that you'd like to create and to enter them all here and add them to your dictionary in Microsoft Word 2010.

Find answers to the most frequently asked questions about Word 2010 Essential Training .

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Q: The Panning Hand feature for scrolling through documents shown in the movie "Using the Word interface" does not appear in my version of Word.
A: This appears to be an issue with Word, in that the Panning Hand icon does not appear in every installation of Word. The Panning Hand feature was originally designed for a tablet PC and it will always appear on a tablet. However, onother laptops and desktops, the Panning Hand icon's appearance is dependent on the version of Windows and how much tablet PC functionality is built into that version.
Q: Why am I seeing the following error message when trying to open the exercise files in Word 2010? Word experienced an error trying to open the file. Try these suggestions: * check permissions * open the file with text recovery
A: This is a permissions/trust issue specific to your install of Microsoft Office. Contact your IT department make sure documents downloaded from email and the web are not blocked. A workaround solution is to try opening the files in an older version of Word or try to edit your Trust Center settings.
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