MELC: Prepare to publish a document

L.O.: Check spelling, grammar & readability

Use research tools
Check accessibility
Save a document to other formats
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 Spelling and Grammar Tool
Worried about making mistakes when you type? Don't be. Word provides you with
several proofing features—including the Spelling and Grammar tool—that can help you produce
professional, error-free documents.

To run a Spelling and Grammar check:

1. From the Review tab, click the Spelling & Grammar command.

2. The Spelling and Grammar pane will appear on the right. For each error in
your document, Word will try to offer one or more suggestions. You can select a
suggestion and click Change to correct the error.

3. Word will move through each error until you have reviewed all of them. After
the last error has been reviewed, a dialog box will appear confirming that the
spelling and grammar check is complete. Click OK.

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 If no suggestions are given, you can manually type the correct spelling in your document.
Ignoring "errors"
The spelling and grammar check is not always correct. Particularly with grammar, there are
many errors Word will not notice. There are also times when the spelling and grammar check will say
something is an error when it's actually not. This often happens with names and other proper nouns,
which may not be in the dictionary.
If Word says something is an error, you can choose not to change it. Depending on whether it's a
spelling or grammatical error, you can choose from several options.
For spelling "errors":
 Ignore: This will skip the word without changing it.
 Ignore All: This will skip the word without changing it, and it will also skip
all other instances of the word in the document.
 Add: This adds the word to the dictionary so it will never come up as an
error. Make sure the word is spelled correctly before choosing this option.

For grammar "errors":

 Ignore: This will skip the word or phrase without changing it.

For some grammatical errors, Word will provide an explanation for why it thinks something is
incorrect. This can help you determine whether you want to change or ignore it.

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Automatic spelling and grammar checking
By default, Word automatically checks your document for spelling and grammar errors, so you
may not even need to run a separate check. These errors are indicated by colored wavy lines.
 The red line indicates a misspelled word.
 The blue line indicates a grammatical error, including misused words.

A misused word—also known as a contextual spelling error—occurs when a word is spelled correctly
but used incorrectly. For example, if you used the phrase Deer Mr. Theodore at the beginning of a
letter, deer would be a contextual spelling error. Deer is spelled correctly, but it is used incorrectly in the
letter. The correct word is Dear.

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To correct spelling errors:
1. Right-click the underlined word, then select the correct spelling from the
list of suggestions.

2. The corrected word will appear in the document.

You can also choose to Ignore All instances of an underlined word or add it to the dictionary.
To correct grammar errors:
1. Right-click the underlined word or phrase, then select the correct
spelling or phrase from the list of suggestions.

2. The corrected phrase will appear in the document.

To change the automatic spelling and grammar check settings:

1. Click the File tab to access Backstage view, then click Options.

2. A dialog box will appear. On the left side of the dialog box, select Proofing.
From here, you have several options to choose from. For example, if you don't want

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 Word to mark spelling errors, grammar errors, or frequently confused
words automatically, simply uncheck the desired option.

If you've turned off the automatic spelling and/or grammar checks, you can still go to the Review tab and
click the Spelling & Grammar command to run a new check.

To hide spelling and grammar errors in a document:

If you're sharing a document like a resume with someone, you might not want that person to see the red
and blue lines. Turning off the automatic spelling and grammar checks only applies to your computer, so
the lines may still show up when someone else views your document. Fortunately, Word allows you to
hide spelling and grammar errors so the lines will not show up on any computer.
1. Click the File tab to go to Backstage view, then click Options.
2. A dialog box will appear. Select Proofing, then check the box next to Hide spelling errors in
this document only and Hide grammar errors in this document only, then click OK.

3. The lines in the document will be hidden.

Source: https://edu.gcfglobal.org/en/word2016/checking-spelling-and-grammar/1/

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 How to Test the “Readability” of Your Writing in Microsoft Word or Outlook
Microsoft Word and Outlook have long featured the ability to view “readability” statistics for what
you’re writing, so you know how simple or complex you’re writing is. This can help ensure your writing is
readable enough for your intended audience.
Checking spelling and grammar in Word and Outlook happen in the Proofing Panel, and offer a
fairly solid way of proofing documents. There are some better grammar-checking add-ins for Office out
there, but even if you have those enabled, you’ll still need to enable the built-in grammar checking to be
able to use the readability statistics. Whether that’s worth it is really up to you. And if you don’t mind
having grammar checking active, but just prefer not to be distracted by the squiggly underlines while you
work, you can always turn off spelling and grammar checking while you type.

How to Enable Readability Statistics

To access readability statistics in Word, you’ll first need to turn the feature on. In Word, click the
File tab and then click Options. In the Options window, select the Proofing tab. Enable both the “Check
grammar with spelling” and “Show readability statistics” check boxes. Click OK when you’re finished.

The process is similar in Outlook. Click the File tab and then click Options. In the Options window, select
the Mail tab and then click the “Spelling and Autocorrect” button.

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 In the Editor Options window, select the Proofing tab. Enable both the “Check grammar with
spelling” and “Show readability statistics” check boxes and then click OK.

Note that in both Word and Outlook, you can deselect the options for checking spelling and
grammar errors as you type if you find that distracting.

How to View Readability Statistics

Now that you’ve enabled reading statistics, checking the readability score of a document or a
selection of text is simple. All you have to do is run a spell and grammar check. You can select specific text
to check, or make sure nothing is selected to check the whole document. Initiate a spelling and grammar
check by hitting F7 or by clicking the Proofing button in the status bar at the bottom of the window.

Run through the spell and grammar check and, when you’re done, the Readability Statistics
window will pop up.

The window shows you some basic statistics like word and character counts, along with some
averages like sentences per paragraph. In the Readability section, you’ll see two scores: Flesch Reading

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Ease and Flesch-Kincaid Grade Level. Both scores are based on formulas that account for average
sentence length (ASL) and average syllables per word (ASW).
 Flesch Reading Ease. This score rates the readability of your text on a 100-point scale, with
higher scores being easier to read. Scores from 0-60 are typically regarded as college or college
graduate level and fairly difficult to read. Scores from 60-80 are regarded as reasonably easy to
read and written in plain English. Most professional documents fall into this range. Higher
scores than 80 are regarded as easy to read for kids.
 Flesch-Kincaid Grade Level. This scores rates the readability of text based on U.S. school
grade levels. A score of 4.0, for example, means writing that can be understood by a fourth
grader. Most professional documents fall somewhere in the range of 7.0-11.0.
Source: https://www.howtogeek.com/247921/how-to-test-the-readability-of-your-writing-in-microsoft-
word-or-outlook/

Research and add content with citations to your document

Note: Researcher uses Bing to pull in the appropriate content from the web and provide structured,
safe and credible information.
1. On the Reference tab, in the Reference group, choose Researcher.

2. In the search box, type a keyword for the topic you are researching and press Enter.
The Results pane shows a list of sources you can use in your document.
3. Choose a topic in the Results pane to explore in detail or tap the plus sign on the upper right hand
corner of on any result to begin an outline for your research topic. This adds the result as a topic
heading in your document and saves a link to the result in a comment.

4. When you are exploring the text in the Results pane

and do one of the following:
 Choose Add to add only text to your document.
 Choose Add and Cite to add text and also
include citation for your source.
 Tap See all images to open the image gallery.
Choose the plus sign to add the image to your
document

5. After you add text or image, you are prompted to

update your bibliography.

Choose Update to automatically create or update your

existing bibliography.

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Editing Citations
To edit, choose the citation and select the drop-down.
 SelectEdit Citation.

Source: https://support.microsoft.com/en-us/office/research-your-paper-easily-within-word-1728f286-
8702-4d72-8169-ab7677ca0e1f

Running Accessibility Checker on Microsoft Word (Windows)

Much like the Word spell checker detects possible spelling and grammar errors, the Word
Accessibility Checker will detect possible accessibility issues within your document. Running the
Accessibility Checker is a critical process in optimizing your documents and presentations for accessibility
and should be done when you have completed your project.
 
Running the Accessibility Checker on the Windows Version of Word

Complete the following steps to run the Word Accessibility Checker:

1. Open the Word document.
2. Select the File tab.

3. Select Info from the left-hand menu.

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 4. Click the Check for Issues button.

5. Select Check Accessibility from the drop-down menu.

6. Review the list of potential errors in the Accessibility Checker pane.

7.  Resolve any outstanding accessibility issues listed in the results.

Source: https://grok.lsu.edu/article.aspx?articleid=19787

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 SAVE A DOCUMENT TO OTHER FORMAT
When you create a new document in Word, you'll need to know how to save it so you can access
and edit it later. As with previous versions of Word, you can save files to your computer. If you prefer,
you can also save files to the cloud using OneDrive. You can even export and share documents directly
from Word.

Save and Save As

Word offers two ways to save a file: Save and Save As. These options work in similar ways, with a
few important differences.
 Save: When you create or edit a document, you'll use the Save command to save your
changes. You'll use this command most of the time. When you save a file, you'll only need
to choose a file name and location the first time. After that, you can click the Save
command to save it with the same name and location.
 Save As: You'll use this command to create a copy of a document while keeping the
original. When you use Save As, you'll need to choose a different name and/or location
for the copied version.

To save a document:
It's important to save your document whenever you start a new project or make changes to an
existing one. Saving early and often can prevent your work from being lost. You'll also need to pay close
attention to where you save the document so it will be easy to find later.
1. Locate and select the Save command on the Quick Access Toolbar.

2. If you're saving the file for the first time, the Save As pane will appear in Backstage view.
3. You'll then need to choose where to save the file and give it a file name. Click Browse to
select a location on your computer. Alternatively, you can click OneDrive to save the file to
your OneDrive.

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 4. The Save As dialog box will appear. Select the location where you want to save the
document.
5. Enter a file name for the document, then click Save.

6. The document will be saved. You can click the Save command again to save your changes
as you modify the document.

You can also access the Save command by pressing Ctrl+S on your keyboard.

Using Save As to make a copy

If you want to save a different version of a document while keeping the original, you can create
a copy. For example, if you have a file named Sales Report, you could save it as Sales Report 2 so you'll
be able to edit the new file and still refer back to the original version.
To do this, you'll click the Save As command in Backstage view. Just like when saving a file for the
first time, you'll need to choose where to save the file and give it a new file name.

To change the default save location:

If you don't want to use OneDrive, you may be frustrated that OneDrive is selected as the default
location when saving. If you find this inconvenient, you can change the default save location so This
PC is selected by default.

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1. Click the File tab to access Backstage view.

2. Click Options.

3. The Word Options dialog box will appear. Select Save on the left, check the box next
to Save to Computer by default, then click OK. The default save location will be changed.

AutoRecover
Word automatically saves your documents to a temporary folder while you are working on them.
If you forget to save your changes or if Word crashes, you can restore the file using AutoRecover.

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To use AutoRecover:
1. Open Word. If autosaved versions of a file are found,
the Document Recovery pane will appear on the left.
2. Click to open an available file. The document will be recovered.

By default, Word autosaves every 10 minutes. If you are editing a document for less than 10
minutes, Word may not create an autosaved version.

If you don't see the file you need, you can browse all autosaved files from Backstage view. Select
the File tab, click Manage Versions, then choose Recover Unsaved Documents.

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Exporting documents
By default, Word documents are saved in the .docx file type. However, there may be times when
you need to use another file type, such as a PDF or Word 97-2003 document. It's easy to export your
document from Word to a variety of file types.

To export a document as a PDF file:

Exporting your document as an Adobe Acrobat document, commonly known as a PDF file, can
be especially useful if you're sharing a document with someone who does not have Word. A PDF file will
make it possible for recipients to view—but not edit—the content of your document.
1. Click the File tab to access Backstage view, choose Export, then select Create PDF/XPS.

2. The Save As dialog box will appear. Select the location where you want to export the
document, enter a file name, then click Publish.

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 If you need to edit a PDF file, Word allows you to convert a PDF file into an editable
document. Read our guide on Editing PDF Files for more information.

To export a document to other file types:

You may also find it helpful to export your document to other file types, such as a Word 97-2003
Document if you need to share with people using an older version of Word or as a .txt file if you need
a plain-text version of your document.
1. Click the File tab to access Backstage view, choose Export, then select Change File Type.

2. Select a file type, then click Save As.

3. The Save As dialog box will appear. Select the location where you want to export the
document, enter a file name, then click Save.

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 You can also use the Save as type drop-down menu in the Save As dialog box to save documents to
a variety of file types.

Source: https://edu.gcfglobal.org/en/word2016/saving-and-sharing-documents/1/

GUIDE QUESTIONS:
1. How will you run a spelling and grammar check?
2. What are the three options you can do when spelling or grammatical error is found?
3. What will you do to correct a spelling error?
4. What will you do to hide spelling and grammar errors in a document?
5. How will you enable readability statistics?
6. How will you run the accessibility checker?
7. What are the two ways to save a file?
8. How will you export a word document as a pdf file?
9-15. Give at least 6 variety of file types that word can be saved as.

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 SUMMATIVE TEST 4 in ICT

Direction: Use a separate paper (1 whole) as your answer sheet.

I. MATCHING TYPE. Match column A to column B. Write only the letters of your answer.
Column A Column B
1. By default, word documents are saved in _______ file tytpe a. Flesch-Kincaid Grade Level
2. To save document into pdf file, choose _________ in the backstage b. Blue line
view. c. Flesch Reading Ease
3. __________ will skip the word without changing it. d. Ignore
4. The _______ under a word indicates a misspelled word. e. Red line
5. This score rates the readability of your text on a 100-point scale. f. Quick Access Toolbar
6. Spelling and Grammar command is found in __________ tab. g. Manage versions
7. Researcher Command is found in _________ tab. h. .docx
8. Save command is found on the _______________. i. export
9. To recover unsaved documents click __________ in the file tab. j. Reference
10. This score rates the readability of text based US school grade k. Review
level.

II. TRUE OR FALSE. Write TRUE if the statement is correct and FALSE if otherwise.
1. Spelling and grammar check is always correct.
2. Ignore all option will skip the word without changing it and it will also skip all other instances oof the
word in the document.
3. The red line under a word indicates a grammatical error, including misused words.
4. A misused word is also known as a contextual spelling error.
5. A document having lower Reading Ease score is easier to read.
6. Word Accessibility Checker will detect possible accessibility issues within your document.
7. You’ll use Save command to create a copy of a document while keeping the original copy.
8. You can also access the Save command by pressing Ctrl+S on your keyboard.
9. The default save location is THIS PC.
10. Word autosaves every 20 minutes.

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 PERFORMANCE TASK 3 in ICT

“SPELLING AND GRAMMAR CHECK”

Direction: Copy the selection below in a short bond paper. Use a blue ballpen/crayon to underline
grammatical error including misused word. Use a red ballpen/crayon to underline misspelled word.

Deer Ms. Jackson:

I was exceedingly interested in the Junior Marketing position with Top Tier
Telephones, and I beleive that my educatin and employment background are well suited
for the position.

While workng toward my degree, I was employed as a marketing assistant with a local
grocery company. In addition to assisting the company with there summer promotions, I
was able to help the Marketing Specialist develop and carry through ideas for the
company’s next comercial. I would like to uses the knowledge I gained at Fresh Foods to
help you’re company acheive it’s marketing goals, including reaching a broader audience
across country. I will complete my degree in marketing in May and will be available for
employment in early June.

Enclosed is a copy of my resume, whitch more fully details my qualifications for the
position. Within the next week, I will contact you to confirm that you received my email
and resume and I’ll be happy to answer any questions that you may have. Thank you for
your considration.

Sincerely,

Faith Samuel

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