Join David Rivers for an in-depth discussion in this video Using proofing tools, part of Publisher 2013 Essential Training.
- Odds are pretty good you're already familiar with spell checking and grammar checking, the built in thesaurus, even some of the research functionality that's built in to the office suite. So, we're going to take a moment to review some of it here in Publisher 2013, beginning with spell checking. We already saw that when we type in something that's not recognized in the dictionary, it appears with a red squiggly line under it and if we look at our document with KinetEco here on page one of our KinetEco newsletter, and zoom into that.
I'm gonna bump up my zoom level to 140 percent. That's definitely a word that is not necessarily spelled wrong, it just doesn't appear in the dictionary. So we have some options for checking our spelling. Of course, we can go to these words that are underlined, right click, and see some possible changes and options like ignore all or add it to the dictionary. Or, if we wanted to, we could run spelling right from here. Of course, that's something that we can also find under the review tab.
So, we'll just click off that menu. Click review, and over here under proofing is where you'll see things like spelling. F + 7 is your keyboard shortcut, give it a click, it starts checking your document and of course, there it is, KinetEco. It's suggesting maybe we want to change it to kinetic and is that really what we meant to type? Well, not really. So our options are to ignore it this one time, or every time it appears in this document, we could change it to what's highlighted over here on the left, change them all at once, that's a nice feature, but really, the best option for us is to simply add it to the dictionary so it never shows up as a typo or a spelling error going forward.
So we'll click add, keeping in mind that we've just added it to the dictionary that's shared by all of the Office apps, so Word, Excel, Powerpoint, KinetEco is not going to be a spelling error going forward. Next, we see some placeholder text with Anytown, USA in there and it's suggesting we change it to Anytown. We should just ignore all of those. We click it, spell check's complete, and we click okay. All right, now some people are wondering how do I get KinetEco out of my dictionary? I do want it to show up now as a typo or a spelling error.
So, we can always go back to spelling and click it from here and you can see what happens. It just shows up, hmm, no, everything's okay now, it's complete, we click okay. How do we get in there? Well we need to go into some of the other options by clicking the file tab and selecting options from here. You will notice that there is a proofing category down the lefthand side and when you click there, we already visited this page when we set some of the autocorrect options, but down below is custom dictionaries.
Whether we're using one or not, the default dictionary is one that we can edit the word list in. We'll give it a click, and all you have to do now is find, alphabetically on your list, which might be a single word, it might be longer than mine, it might be shorter. There's KinetEco, the one we just added. When we delete it, and click okay, click okay again, and then click okay to close up our Publisher options, KinetEco will be a spelling error going forward, so if we check spelling again, sure enough, there it is.
It shows up as the first problem. Maybe you'd rather just ignore them all as opposed to adding it to your dictionary. We'll click okay. Some other proofing options include the research pane that can be opened up by clicking research. Let's say, for example, that we were unsure about a certain word and we wanted to look up more information about it. I'm gonna go over here to the right hand side and choose cell phones by highlighting it. Now I'm gonna click research, because I've selected the two words already, they show up in the search for pane and then down below you can see, for me at least, all reference books are being accessed here as we look this up, cell phones.
So, if we click the little arrow to the right, we're gonna see the results for that. There's cell phone, there's a definition. If I wanted a translation, we'll talk about that in the next movie. I have access to that, but we can be specific about what we're looking up. Could it be in the encarta dictionary, the thesaurus, looking for other words for cell phone? Couldn't find any in this case because it's two words. Click the drop down. Maybe you want to get translation, there it is there. Well, we can get translations to different languages.
We'll talk more about that in the next movie. We can also use research sites to get information about cell phones. So when we choose that, we need to be connected to the Internet, of course. You can see Bing is being used and we get a number of results showing up at different sites all dealing with what's highlighted in this case, cell phones. Now there are research options that can be set by going down below. Click research options, and you can see what's going to be used for reference books.
I have the encarta dictionary selected, but just the North American one. Maybe you want to include the UK version, depending on the type of work you're doing. Even the French one, perhaps, and other languages that you see here as well. Thesauruses that are being used. Translation is turned on. It can be turned off from there. And the research sites to use. Bing, as well as Bing in other countries can be selected. And, if you wanted to add your own service, you could even do that from down here. Anything dealing with parental controls you need to be the administrator of the computer to be able to set those.
If I click it, it looks like I'm not logged in as an administrator. So once you've made your adjustments, you click okay, and you'll always have access to the research pane here. Now, we don't have to select the words first. We can just go into the search for pane here and type in something like iPad, click the arrow to get some results. Remember, all research sites, you can see there's the Apple site, information about iPads, iPads mini, etcetera. Scroll bar shows there's quite a long list of results.
Let's click the drop down now and see if there's another word for iPad. So if we go to, for example, the English thesaurus for the United States, again, couldn't find anything there. Now, if you are using words over and over again, maybe you're using the word highest and high and you want to use something different. Double click high and copy it. I'm gonna use ctrl + c on my keyboard, come over here, highlight what's there, ctrl+v to paste, and then click the arrow to look up other options for the word high.
So, high quality, how about extraordinary quality. Clicking this is going to allow me to look up other words for extraordinary. I kind of like extraordinary so I'm gonna go back and from here, all I have to do now is click the drop down arrow to do things like insert it, copy it, or look up. By choosing insert, you can see extraordinary quality and we may need to do a little fixing up here with a space, there we go, but we've used another word that means something similar to high without reusing the word many times.
That's the beauty of a thesaurus. So we can go to it right here from the research pane, if we close this up, and go to thesaurus from here, you can open it up specifically working with the thesaurus and in this case, because our cursor was in the word quality, that's what's looked up, and then we can close that out when we're done. So lots of different proofing options similar to what you've seen in other applications. Identical to what you've seen in the other programs in the Microsoft Office Suite for 2013, but it's worth a review here in Publisher 2013.
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