How to use the proofing tools

Spell Checker

Spelling and grammar checks in Microsoft Word are used to check the text of documents. It’s very useful as the text is underlined if the words are not in the Microsoft Word dictionary or if it is grammatically incorrect. The words that are not in the spelling dictionary are underlined in red. The sentences which are grammatically incorrect are underlined in green. It is automatically detected by the Microsoft Word spelling and grammar checker.

The spellchecker is located on the word document‘s menu bar. First click on the ‘Review ‘button. Then click on, ‘Spelling & Grammar’ which is positioned as the first option on the toolbar (as shown on picture 1).

Picture 1

When you click on ‘Spelling & grammar’, it will automatically detect and show you if there are any spelling or grammatical mistakes in the document by highlighting the words in red. You can also press ’F7’ on your keyboard which will give you the same result as this is a shortcut to the spelling and grammar checker. Please refer to picture 2.

At this point, select the correct word in the ‘Suggestions’ box and then click the ‘change’ button. Your word will be corrected to the word you have selected.

Alternatively, on the document, right click on the underlined word, it will also bring you the suggested words listed at the top, as shown on picture 3.

Picture 2 Picture 3

The words that are underlined in green suggest that there are grammatical problems. Right click on the words that are underlined in green and it will bring you a box with suggestions on the right words/sentences to use, as shown on picture 4.

Picture 4

When the checker has been completed throughout the whole document, it will show you a dialog saying that ’The spelling and grammar check is complete,’ as shown on picture 5

Picture 5

Thesaurus

The Thesaurus tool is also available on Microsoft Word. On the menu bar click ‘Review’. You will now see this option on the toolbar. It is used to suggest other words with a similar meaning to the word you have selected.

Click on ‘Thesaurus’ or press ‘Shift+F7’ on your keyboard, it will pop up a box. Type the word you want to search in the search box, then press the green arrow on the right. It will start searching and a list of words with the same meaning will appear. As shown on picture 6.

Picture 6

Restrict editing

Restrict editing is a tool that restricts how people edit or format specific parts of the document. It can also allow changes to parts of a protected document.

Restrict editing is available on the ‘Review’ menu bar on Microsoft Word. You can see that this tool is located at the end of the toolbar. To restrict how people edit or format specific parts of the document, click on ‘Restrict Editing’, it will bring you a window, as shown on picture 7.

Picture 7

The first option is ‘Formatting restrictions’. Click on the checkbox ‘Limit formatting to a selection of styles’ and then click on ‘Settings’, as shown on picture 8. It will now bring up another pop up window. You can select your requirement and then click ‘OK’, as shown on picture 9.

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Now go to the second option where it states ‘Editing restrictions’. Select the check box that states ‘Allow only this type of editing in the document’ and then from the drop down list select the option that you require. It will restrict the editing in the Word document, as shown on picture 10.

Picture 10

On the ‘Exceptions (optional)’ section, if you want users to be able to edit some parts of the document, highlight the text, then click the check box next to the drop down box. This part of the document will now allow users to edit, as shown on picture 11.

Picture 11

In the final section there is a ‘Start enforcement’ area which is the last part to restrict editing. Click ‘Yes, Start Enforcing Protection’ and it will bring you a dialog box asking for a password. You can type in a password or leave it blank. Click ‘OK’ and the document is enabled to protect editing, as shown on picture 12.

Picture 12

Encrypting with password

Set up a password to protect your Word document. This means that only you who know the password can access the document making your information more secure.

Steps to encrypt your Word document as follows:

On the menu bar click on ‘File’, then click on ‘Info’, you can see ‘Protect Document’ is located on the right. There is a small arrow next to it. Click on the arrow then click on ‘Encrypt with password’, as shown on picture 13.

Picture 13

After you have clicked on ‘Encrypt with password,’ it will bring up a dialog box asking you to enter a password. Type your password and click ‘OK’, as shown on picture14.

Picture 14

Another confirmation will appear asking you to re-enter your password. Type your password again and click ‘OK’. Your document is now protected, as shown on picture 15.

Picture 15