Learn how to check a document for spelling and grammar errors both on the fly and by accessing the spelling and grammar checker. In addition, explore how to update the dictionary by adding your own words so they won't show up as spelling errors going forward.
- [Instructor] If you intend on sharing your documents with others, having others read what you've created here in Word, in Office 365, you'll want to ensure there are no spelling and grammar errors. The autocorrect functionality we explored in the previous movie does help with that, but it won't find everything. You'll wanna check your documents when you're done with them for spelling and grammar and even writing issues. There are different options to choose from. We're going to explore them with this version of our Tech Connect document, 0802. Close up anything else, open up this version.
It does have some spelling and grammar errors, even a writing issue to check out. Before we do, though, let's see what's happening. What are the options that are being used when checking spelling and grammar? Click File, then down at the bottom choose Options. And from here select Proofing. We've already gone through the AutoCorrect Options and some of the other options checked off here under Correcting Spelling. But a little further down you can see When Correcting Spelling and Grammar in Word some things are checked off like Check Spelling and Mark Grammar Errors as You Type.
That means as you're creating your document you're going to see things highlighted with a red squiggly line if there's a spelling error, for example. Or double blue lines for grammar errors. You might even see dotted gold lines for writing issues. And that all depends on the writing style that's selected in the settings. They appear down below. When you click this dropdown for Writing Style, you'll see there's two. Grammar & Refinements or just Grammar. Click that again to close it up. Either of those writing styles can be selected under Settings as well.
And depending what you choose, you'll have different settings turned on and off. Let's click Settings. Up here with Writing Style, still showing Grammar & Refinements, you can see all of these grammar errors or potential errors are going to be checked for in your document. And there's quite a long list. Then we get into Clarity and Conciseness, which is more of a writing style. Adverb placement, nominalizations, euphemisms, wordiness, et cetera, all checked off as part of the Grammar & Refinements writing style.
And as you go down you'll see other categories that can have their own options turned on or off by clicking their checkboxes. Let's go up here to the dropdown for Writing Style and change it just to Grammar. Well, there's all those grammar errors that will be checked for in your document. And as we get down to clarity and conciseness you can see all certain things like adverb placement no longer checked off. Wordiness not checked off. So, if it's more grammar you're concerned with and not the writing and any issues with writing style, you might choose just grammar.
But of course, you can choose either of these and refine them even further by turning features on and off using those checkboxes. Maybe jargon, for example. When you click OK, you're saving those changes. Click OK to close up the Word Options dialog. And we're ready now to check this document. We do that from the Review tab. Here you'll see Check Document, which will check both spelling and grammar and writing issues, depending on the selections you've made in the options. Let's give it a click. Opens up the Editor over here on the right-hand side showing that we have 10 results.
Three of them are Spelling, looks like two are Grammar, and the other five are all under Refinements, Clarity and Conciseness. Well, we can go from one to the next to the next or check them all at once by clicking the 10 Results button we see up here at the top of our Editor pane, go ahead. Moves us right to the first one. Notice the red squiggly underline, that's because Spelling as you Type is turned on. So, we could if we wanted to Right Click this and change it to the correct spelling from this pop-up.
But because we have the Editor open over here, we can click Resume Checking All Results. It shows up here with the context. We can even click the speaker icon to hear it read aloud and realize, oh, under the suggestions it should be annual. And we can select this to replace it with the correct spelling, which it does and moves on to the next issue. Again, looks like a typo. Should be throughout. Other options include ignoring it, ignoring it every time, or even adding it to the dictionary.
This'll come in handy for words that are not misspelled but simply don't appear in the dictionary, like proper names. In this case, though, we wanna choose the correct spelling, throughout. Here's a Clarity and Conciseness issue. It's a win-win situation. You can see a solution where everyone benefits. If we wanted to be clearer about what we're trying to say. So, we could choose this to replace it, or leave it by choosing Ignore Once. We could even say let's not check for this issue anymore.
Let's just ignore it. Here's another one for Clarity and Conciseness, just using the word all instead of all of. Let's do that, we'll click all, fixes that up. Filmmakers are able to greatly, filmmakers can. Okay, simplifies things, let's choose can. Here's a grammar one, you can see the double blue line. Again, we could check this on the fly by Right Clicking as we're creating our document, but since we're in the Editor. You can see the only suggestion is the correct spelling of their. Go ahead and give it a click.
Make generalizations could be made simpler by choosing just generalize or we can ignore it. Let's ignore this once. Here's an example, we see the red squiggly underline indicating spelling. This is a proper name, of course it doesn't appear in the dictionary. So, we don't wanna replace it with one of these suggestions. We could choose to ignore it, ignore it every time it comes up, or even add it to the dictionary. It'll never show up as a spelling issue going forward. You can always go to your dictionary to add and remove words, but we're going to ignore this all the time in this document by choosing Ignore All.
Takes us to this last one here, you can view all of our open, or just all our open. Let's choose all to simplify that. Now you can see we're actually finished. There are no issues with spelling, grammar, clarity, or vocabulary, click OK. Now you can save up your document with those changes and feel a little more confident sharing with others. It doesn't mean you don't have to proofread, you may be using the wrong words in the wrong places. Not necessarily spelling or grammar errors.
So, proofreading is still necessary, it's just a lot of the work has been done for you.
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