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Chapter 3. Working with Word > Proofing Your Work

Proofing Your Work

It's a good idea to check your work before letting anyone else see it. Word 2004 provides tools you can use to check your spelling and grammar, find synonyms when you're stuck for a word, and look up word definitions.

To check spelling and grammar

1.
Choose Tools > Spelling and Grammar or press .

The Spelling and Grammar dialog box appears (Figure 3.25). The spelling checker searches for possible misspellings, and the grammar checker identifies questionable grammar.

Figure 3.25. Word suggests corrections for most spelling and grammatical issues that it identifies.


2.
As it examines the document, Word stops at each questionable word or phrase. For each instance, do one of the following:

  • To accept one of the entries in the Suggestions list, highlight the suggestion and click Change.

  • You can manually edit the text in the upper text box. Click Change to accept the edits or Undo Edit to revert to the original text.

  • To leave the word or phrase as is and continue the spelling check, click Ignore. To ignore all instances of the word or phrase in the current document, click Ignore All.

  • To add the current spelling of a flagged word to your user dictionary and simultaneously accept the new spelling as correct, click Add. (Adding a word will prevent Word from flagging it as a misspelling in other documents.)

3.
When a suspected grammatical error is identified, the dialog box and its options change (Figure 3.26). For each such error, do one of the following:

  • To ignore the error for this or all instances in the document, click Ignore or Ignore All, respectively.

  • To accept a selected correction in the Suggestions box, click Change.

  • You can manually edit the text. After doing so, click Change to accept the edits or Undo Edit to revert to the original text.

  • To examine the next sentence (without making a judgment on the current problem), click Next Sentence.

An alert box appears when the spelling and grammar checks are complete.

Figure 3.26. When questionable grammar is identified, you can ignore this instance or all instances. Or you can skip this instance and jump to the next sentence.


4.
Click OK to dismiss the alert box.


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