Project 1: Word Basics
Spelling & Grammar

Title: Jan's Illustrated Computer Literacy 101
Did you want: Working with Words: Word 2007,2010,2013,2016 or españolIcon: Change web

One of the most useful tools in Word is the spelling and grammar checker, called spell check for short. For spelling it compares the words in your text to the words in Word's dictionary. Of course, it won't know every word that you know or every variation of a word. You can add words to the dictionary yourself. Just be sure they are spelled correctly when you do! Be especially careful with names of people and companies, which are often spelled oddly.

Word can also do a grammar check, looking for a variety of grammar errors. You choose how picky you want Word to be. In the  Options  dialog on the  Spelling & Grammar  tab, the button Settings opens a dialog for Grammar Settings. You choose the level of formality you want. You can create you own Custom combination of rules, if you like. Of course, sometimes you break the "rules" on purpose.

Where you are:
JegsWorks > Lessons > Word97-2003

Before you start...

Project 1: Word Basics
    InterfaceTo subtopics
    Getting StartedTo subtopics
    FormatTo subtopics
    Images To subtopics
    Pre-PrintTo subtopics
    icon-footprintSpell Check
    icon-footprintPage Setup
    icon-footprintPrint Preview
    Manage Printing
    ExercisesTo subtopics

Project 2: Auto ToolsTo subtopics

Project 3: BrochureTo subtopics

Project 4: ReportTo subtopics


Marking errors: Word marks possible errors with a wavy underline, red for spelling and green for grammar . Right click on the a word with a wavy line and on the popup menu you will see suggested corrections. From this popup menu you can add a word to the dictionary by choosing Add. If you like the text the way it is, you can tell Word to ignore the problem for this spell check session. Choose Ignore All (for spelling) or Ignore Sentence (for grammar).

Checking automatically: You can automatically check spelling and grammar as you type. The automatic feature is turned on or off in the Options dialog -  Options  |  Spelling & Grammar . Check the boxes for Check spelling as you type and Check grammar as you type.

AutoCorrect is not the same as checking spelling! AutoCorrect recognizes certain common typing errors, like transposing letters as in teh for the. But AutoCorrect does not check spelling in general.

[Word 95 does not combine Spelling and Grammar as much as later versions do. It has separate commands for spelling and grammar checking.]

Icon Step-by-Step 

Step-by-Step: Spelling & Grammar Check

 Icon Step-by-Step

Since all your typing so far has been perfect(!), for practice, you'll have to deliberately spell something wrong!

What you will learn:

to use check spelling and grammar with -
    right click menu
    Status bar

Start with:Class disk, flyer-World Travel Inc.doc with header and footer info included.

Create Errors

  1. Delete the final e in the word paradise and click off the line somewhere.
  2. Select the word World by double clicking it. Retype so that it is  Wordl .
  3. Retype the word Anniversary under the picture as  Aniversary  (Use only 1 n)

    You will see a wavy red line underneath "paradis" and "Wordl" since they are misspelled! You may not see the wavy line under "Aniversary". The underline is in the way! Also note that if a green wavy line was showing under the title for a grammar error, the part under "Wordl" changes to red. Only one kind of error can be marked at a time!

Spelling: Right Click Menu

  1. Menu - Spelling: paradisRight click on the misspelled word   paradis  and choose the correct spelling paradise from the list of suggestions.

    TipSpelling choices will appear only if a word has the wavy red underline.

Spelling: Dialog

  1. Spelling dialog: WordlClick on Spelling button the Spelling toolbar button.

    The Spelling dialog box opens, with suggestions for the first marked word on the page Wordl.

    Tip You could add this word to the custom dictionary by choosing Add. Please don't!

    Warning Adding words to the dictionary: Be careful!! You must be completely sure that the word is spelled correctly first! If you slip and add a misspelled word to the custom dictionary, it is not as easy to get it out. You must edit the file CUSTOM.DIC with Notepad or a similar text editor. The fast way to find this file is to use Windows's Find tool on the Start menu and search for it. Other applications may also have files with this name. You want the one in a folder called Proof, which will be in one of several locations, depending on your version of Word and on whether your computer is set up for multiple users. So confusing!

    TipWhen you don't want to add a word to the dictionary, but you want it spelled this way throughout your document, choose Ignore All.

    TipIf you just want to spell your word this way in this one spot, you can make Word ignore it only here. Click the Ignore button.

  2. Correct the word by selecting the suggestion World and clicking the Change button. 

    The dialog displays the next error. In Word 95/97 Word thinks the title has a grammar error. Word 2002 thinks the subtitle "Aniversary Specials" has a grammar error.

  3. Click on Ignore All (or Resume) since is no grammar error. It's Word that is confused. The next error is shown.
  4. Office Assistant message: Spelling check complete.Select the suggestion Anniversary and click the Change button. If there are no other errors, the Office Assistant is proud to tell you that spelling check is complete.

    View buttons Warning If Word spots errors in the header or footer, it changes the View so you can see the error. If you cancel the spell check before Word has finished the spell check, you will be left in this split screen view. To return to Page Layout view, click on the Page Layout button at the bottom left of the window.

Spelling: Status Bar

  1. Pick a word (any word!) and retype it incorrectly and then click off the line somewhere. (Automatic spell checking should be on, of course.)
  2. Retype another word so that it is spelled incorrectly.
  3. Inspect the icon in the status bar. When Word likes your spelling and grammar, the icon will have a red check mark on it Spelling icon: No errors. When there are any questionable spots, there will be a red X Spelling icon: Error.
  4. Double-click the spelling status icon Spelling icon: Error. The error is highlighted and the popup menu is displayed with suggestions.
  5. Select the correct spelling from the list. If the correct word is not in the list, correct it yourself.
  6. Double-click the spelling icon again. The next error is highlighted and the popup menu shows Word's guesses.
  7. Select the correct spelling from the list or correct it yourself.

Review: Ways to Find Spelling and Grammar Problems:

Wavy underlines

Scroll through the document and look for the wavy underlines.
Red = spelling Mis-spelled word: happilly. Green = grammar Grammar error: she to town .
Make corrections manually. (Automatic checking must be turned on under  Tools  |  Options  |  Spelling & Grammar  for the wavy lines to show.)

Dialog box

Open the Spelling and Grammar dialog with the Spelling button Spelling button or by right clicking on a word with the wavy red underline and then from the popup menu, choose  Spelling...  You will be shown each possible spelling or grammar error in turn. Choose to change it or ignore it in this spot or to ignore it everywhere in the document.

Status bar icon

Double-click the icon Spelling icon: Error on the status bar to bring up the first problem in the document, with the popup menu already open. Fix the error or choose Ignore All or Ignore Sentence to ignore this problem through the whole document. Double-click the icon again to see the second error, and until all errors are handled.