PROOFING DOCUMENTS Lesson 9 1 09 Software Orientation

PROOFING DOCUMENTS Lesson 9 #1. 09

Software Orientation ◦ The Proofing group on the Review tab contains commands for launching Word’s Spelling and Grammar functions, searching through References, using the Thesaurus, and counting words by characters, paragraphs, and lines. ◦ The Language group contains commands for translating words or paragraphs and an option to select a language. ◦ These and other commands for reviewing and editing Word documents are located on the Review tab. 2

Spelling & Grammar ◦ Word 2013 feature that reviews Spelling and Grammatical errors as you type and compares them against the Microsoft Word Dictionary. ◦ Turned on by default ◦ Red wavy underline: Misspelled words ◦ Green Wavy Underline: Grammatical error ◦ Blue Wavy Line: Word usage error (their, there, they’re) 3

Spelling & Grammar ◦ Review Ribbon > Proofing Group ◦ Keyboard Shortcut: F 7 ◦ Words such as proper names and nouns, may not be in the dictionary but can be added 4

Spelling & Grammar Options ◦ To change settings: ◦ Backstage View (File Tab) > Options > Proofing ◦ Proofing Button is located on the Status Bar, click to display task pane with proofing errors. 5

Changing the Grammar Settings ◦ Word’s grammar settings let you determine the punctuation and other stylistic guidelines by which the program will check for and detect errors. ◦ You can change the writing style to check for grammar only or check stylistic rules, such as contractions, hyphenated and compound words, sentence length (more than sixty words), and more. 6

Understand the Meaning of a Word ◦ Microsoft Word has added a new command to learn the meaning of a word. ◦ This is beneficial to you especially when a dictionary is not available. ◦ Before clicking on the Define button, you need to install the dictionary in your computer and be signed in to your Microsoft account. 7

Thesaurus ◦ Allows the user to search for synonyms and antonyms ◦ Synonyms: Words that have similar meanings ◦ Excited and Happy ◦ Mad and Angry ◦ Antonyms: Words have opposite meanings ◦ Excited and Upset ◦ Float and Sink ◦ Thesaurus is a great tool to use when working on research papers or other documents and will assist you in avoiding using the same words multiple times. ◦ If you have difficulty in pronouncing a word, you can hear how the word is pronounced in the Thesaurus task pane. ◦ Keyboard Shortcut: Shift + F 7 8

Auto. Correct ◦ Auto. Correct: Feature that replaces commonly mistyped words with the correct word and replaces abbreviations with specific text strings. ◦ Example: Teh is replaced with The automatically ◦ Auto. Correct is a feature that replaces symbols, commonly misspelled words, and abbreviations for specific text strings. For instance, to add the Trademark symbol, type (tm) and it automatically inserts the symbol ™. ◦ Change settings by going to the Backstage View > Options > Proofing 9

Comments ◦ A Note that can be inserted into a Word 2013 document by a reviewer to communicate suggestions, alerts, or tips to the author ◦ Comments appear in balloons by default in the margin (This is called Simple Markup) ◦ Person Card: Identifies the person who made the comment (will display their picture if they have one with their Microsoft account) 10

Viewing Comments ◦ Word displays comments as little balloons in the document with the default Simple Markup enabled. ◦ Comments can also appear in the Reviewing Pane ◦ Displays a summary of all comments and changes to the document ◦ Comments can also be viewed Inline ◦ User’s initials appear in brackets [] (Comment does not display) ◦ Screen. Tips appear (the Comment appears when you move your mouse over the inline comment) 11

Comments ◦ Markup: keeps up with the original document as well as changes made to the original document ◦ Review Ribbon > Comments Group ◦ Can view Comments from all users or users of your choice: ◦ Review Ribbon > Tracking Group > Show Markup > Specific People 12

Track Changes ◦ The Track Changes command enables reviewers to track revisions and feedback from other users. ◦ It highlights insertions, deletions, or formatting modifications in a document. ◦ Must be turned on ◦ With the new Simple Markup being the default, changes made in a document display a red line near the left margin. ◦ Comments and Track Changes are tracked on the Reviewing Pane either vertically on the left side of the screen or horizontally across the bottom of the screen. ◦ When the Reviewing Pane opens, a summary displays the number of insertions, deletions, moves, formatting, and comments that have been made in the document. 13

Track Changes ◦ When there are several individuals who have made comments and changes in a document and you want to see changes from only specific individuals, you can specify which ones to display in your document. ◦ If you want to see only comments in the document and not changes, then click the Show Comments button. 14

Track Changes ◦ Lock Tracking, this prevents anyone from turning Track Changes off ◦ All Markup, which displays all changes and comments ◦ No Markup, which displays the document as a final copy without the markup ◦ Original, which displays the original document with no markups. 15

Word Count ◦ Used to find the number of words, characters, paragraphs, or lines in a Word 2013 document ◦ Located on the Status bar OR Review Ribbon > Proofing Group 16

Translate Review Ribbon > Language Group > Translate ◦ Feature that allows users to translate their document into other languages ◦ Translate Document ◦ Translate Selected Text ◦ Mini Translator ◦ Must be connected to the Internet ◦ Some translations may be inaccurate 17