Word Processing

Unit 2: Manipulating Text With Word

Lesson 6: Using Other Writing Tools

How do you check and correct the spelling of your document?

For many people the most useful feature of using a word processor is the ability to locate and correct misspelled words. Microsoft Office provides a Spell checker that allows you to search your document for misspelled words. At each misspelled word it will try to guess at the intended word, and offer suggestions for correcting the possible mistake. Not all words it flags are actual misspelled words. Word uses an internal dictionary of words to identify potential misspellings. If a word is not in its dictionary, it is flagged as misspelled. Often new words in the english language, technical terms, and colloquialisms will be flagged as incorrect. Word provides the option of adding new words to a Custom Dictionary so that any time in the future the word is used in a document it won't be flagged as an error.

To check and correct the spelling in your document:

Set the insertion point at the beginning of your document.
Choose the Spelling and Grammar... command from the Tools menu. Selecting the Spelling and Grammar... command will cause Word to start checking the words in your document from the initial position of the insertion point. If a word is found in your document that isn't in Word's main dictionary or your Custom Dictionary, the Spelling and Grammar dialog box is displayed:

Spelling dialog box

The misspelled word is shown in red in the Not in Dictionary box at the top of the dialog box. To correct a misspelling, you may select one of the options in the suggestions window or type the correct word in the Not in Dictionary box over the red word. Click Change to correct the misspelling and continue checking. If the word is correct you may click Add to add the word to your Custom Dictionary. Words in your Custom Dictionary won't be flagged in any document. If you click on Ignore All the word won't be flagged anymore in the current document. If you click on Ignore, checking continues but the word will be flagged again if used later in the document.
Once the complete document has been checked, an informational message will be displayed:

Some notes about using the Spell checker:

The Spell checker flags not only misspellings, but also goofy mistakes such as repeating words like "the the."
It's not necessary but advisable to start from the beginning of your document. If you don't start from the beginning, the Spell checker will "wrap around" to the beginning of your document and continue until it reaches the actual place you started.

How do you create a Custom Dictionary for the Spell checker?

As mentioned above Word provides support for a Custom Dictionary. You can add and delete words from the Custom Dictionary feature.

Select the Options... command from the Tools menu and click on the Spelling & Grammar tab.
Click on the Dictionaries button. You will get a Custom Dictionaries dialog box.
Click on New.... You will get a Save dialog box. In the File name box, type a name and click Save.
In order for Word to use this dictionary, you have to activate it. Once you save with a file name, you will again get the Custom Dictionaries dialog box. Make sure the file name has a check mark beside it.
To add words to this dictionary, you can do so when you check spelling. When you use the Spell checker and a word you want to include in the Custom Dictionary is found, click on Add to add it into the dictionary. You can also add, delete, or edit words another way. Again through the Tools/Options... command, go to the Custom Dictionaries dialog box. Select the desired dictionary and click Edit. You can add, delete, or edit words. Once done, click Save.