Ms office proofing tools

Written by ernestine hill
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Ms office proofing tools
A computer keyboard and monitor for creating MS Office documents (computer image by Orlando Florin Rosu from Fotolia.com)

Microsoft Office proofing tools reach far beyond spell checking. The package includes spelling and grammar checkers, thesauruses, AutoCorrect, Track Changes, AutoSummarize (Microsoft Word only), translation dictionaries and other tools that help users create and edit Office documents. Proofing tools for more than 30 different languages are included on a single CD, which you can customise for only the language you need. Microsoft Office Proofing Tools became available starting in 2003 and installation disks for 2003 are still available for purchase.

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Spell Checking Tools

Spell Check makes sure you've spelt the words in your document correctly. It checks spelling by matching your words against words in your customised and default dictionaries. If you write in a language other than English, you may need to select your language. Depending on your version of MS office, the steps for selecting the language will be different. In MS Office 2007, use "Ctrl A" to select the text or click on "Select" in the far right of the Home section of the Ribbon. Go to the Review section of the Ribbon to set the language. Click on the "Set Language" icon, then click on the desired language and click "OK."

If the desired language is unlisted, you will need to install the proofing tools from the original install CD. Once you set the language, click the "Spelling and Grammar" icon on the far left of the Review section of the Ribbon to use the proofing tool. In MS 2010, click "File," "Options," and then "Language" to set the editing language. Click "Review" then "Spelling and Grammar" or press "F7."

To use Spell Check and other Proofing Tools on a Mac, select all of the text by using the keyboard shortcut "Cmd A" or go to "Edit," "Select All." Then set the language by going to "Tools," "Language." You may need to use the original installation CD to install the proofing tools.

Grammar Tools

Grammar tools check for punctuation, grammar errors, capitalisation, fragmented and run-on sentences, misused words, negation, passive sentences, style and other grammar errors. Set grammar check preferences in MS Word 2010 by clicking "File," "Options," and then "Proofing." Check each item you wish Office to flag.

Advanced Proofing Options Tools

Advanced options includes a checklist of editing options that allow you to select and control formatting, image size and quality, view document content, document display, print, saving and file locations. You can modify and map a location where you want your daily files to save.

Access, PowerPoint, Excel and other applications in the MS Office 2010 package share some but not all of the Proofing Tools. You can reach most of them by following the same steps to use and personalise them in Microsoft Word.

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