Chapter – 8

Preparing to Publish a Document:

Check Spelling, Grammar, and Readability:
Part of editing your documents is making sure that everything is spelled and put together
correctly. Word is a great help in this regard, because it can identify spelling and grammar
errors in your documents. Check spelling and grammar in the document

To check the spelling and grammar of a document all at once, use the Spelling and Grammar
dialog box.

1. Click the Review tab on the Ribbon and click the Spelling & Grammar button in the
Proofing group.

Word begins checking spelling and grammar from the location of the insertion point.

Other Ways to Check Spelling and Grammar: Press <F7>.

If Word finds an error, the Spelling and Grammar Pane appears with the error in the text box at
the top of the dialog box.

2. If the word or grammar is incorrect, select the correction from the Suggestions list, or type your
own correction in the top text box. Then click Change or Change All. If the word or grammar

is correct, click Ignore Once, Ignore All, Next Sentence, or Add to Dictionary.

Word applies the command and continues to the next error.

Once Word has finished checking your document for spelling and grammar errors, a dialog box
appears.

3. Click Yes to complete the check.

Tips:

 You can turn off spell and grammar checker. Click the File tab and click Options. Click the

Proofing tab. Click the Check spelling as you type check box and/or the Mark
grammar errors as you type check box. Click OK.
 Word cannot catch spelling errors that occur because of misuse. For example, if you entered the
word "through" when you meant to type "threw," Word wouldn't catch it because both are
correctly spelt.

Spelling and Grammar Options

Ignore Accepts the spelling or grammar you used.

Once
Ignore All Accepts the spelling or grammar you used and ignores all
or Ignore future occurrences in the document.
Rule
Next Skips the grammar error and goes on to the next one.
Sentence
Add to If a word is not recognized in the
the Microsoft Office Dictionary, it is marked as misspelled. This
Dictionary command adds the word to the dictionary so it is
recognized in the future.
Change Changes the spelling of the word to the spelling that is
selected in the Suggestions list.
Change Changes all occurrences of the word in the document to the
All selected spelling. Exercise caution when using this
command: you might end up changing something you didn’t
want to change.

Correct a single error:

By default, Word checks for spelling and grammar errors as you type, underlining misspelled
words in red and grammar errors in blue. This makes it easy to find and correct errors
individually.

1. Right-click the error. A contextual menu appears, suggesting possible corrections.

2. Select a correction from the contextual menu. Word corrects the error, and the red or blue
underline disappears.

Tip:
 If something is underlined in red or blue but you know it is correct, you can get rid of the
underline by selecting Ignore, Ignore All, or Add to Dictionary from the contextual menu.

Use Research Tools:

The Research task pane offers dictionaries, foreign language dictionaries, a thesaurus, language
translators, and encyclopedias, as well as Internet searching, all available from inside Word (and
the other Office programs too).

1. Either click in a word or select the words that you want to research
2. Alt+click the word or words you want to research. (In Excel and PowerPoint, you can also click
the Research button on the Review tab.)
3. Enter a research term in the Search For text box (if one isn’t there already).
4. Open the Search For drop-down list and tell Word where to steer your search.

Choose a reference book or research website.

5. Click the Start Searching button (or press Enter).

The results of your search appear in the Research task pane.

Check Accessibility:

You can check accessibility in Word documents by using the “Accessibility Checker” tool. This
tool scans your document and opens the “Accessibility Checker” task pane. This task pane
shows “Errors,” “Warnings” and “Tips” about document content that may be problematic for
users with disabilities.

To check accessibility in Word, click the “File” tab in the Ribbon to open the Backstage View. In
the “Info” section, click the “Check for Issues” drop-down button in the “Inspect Document”
area. Then choose the “Check Accessibility” command from the drop-down to launch the task
pane.

A list of “Errors” and/or “Warnings” may appear. If these appear, these indicate serious issues
that can cause problems for disabled users. Below the list of “Errors” and “Warnings,” you may
 also see a list of “Tips.” These are issues that may cause problems, but aren’t as serious as the
issues shown in the “Errors” or “Warnings” list.

To see the specific items causing the issues in the document, click any collapsible and
expandable issue. Then click an item to select it in the document, so you can correct it. For each
item selected, what to fix and how to fix it appears in the “Why Fix:” and “How To Fix” sections
in the “Additional Information” list at the bottom of the task pane. As you make the corrections,
the selected items are removed from that section of the task pane. Click the “X” in the upper-
right corner of the “Accessibility Checker” task pane to close it, when finished.

Save a Document to Other Formats:

Word can read and write in other file formats. Saving a document in a different file type makes
it easier to share information between programs.

1. Click the File tab and select save As.

The Save As backstage view appears. Choose a location to save the file. The Save As dialog box
opens.

2. Click the Save as type list arrow and select a new file format.

3. Click Save.

A copy of the document is saved in the new format.

Common Word File Formats

Word Document This is the default format for Word 2016 documents.
(.docx)
Word Macro- This file format supports macros in Word 2016.
Enabled(.docm)
Word 97-2003 Documents in this format can be read used by all versions
Document of Word. It does not support XML.
(.doc)
PDF. (.pdf) Use this format for files you want to share, but do not
want to be changed.

Web page (.htm, This format is used to create pages to be viewed on the
.html) Web.
Rich Text
Many of a document’s formatting properties remain, but
Format (.rtf) can this file type be read by more programs.
Plain Text (.txt)
Only text is saved in this file type. Any document
formatting is removed.
Word XML This file type is used exclusively for XML enabled
Document documents.
(.xml)