Now that we've finished adding text to our document, we can check the spelling and begin to add text formatting. Word has a built-in spell-check function which works by comparing typed words to the contents of the main dictionary. When a word is typed that is not included in this dictionary, it is underlined with a red wavy line.
Word can also recognize some grammatical errors. These are indicated with a blue wavy underline.
We will look at two different ways to check spelling and grammar in Word.
Correcting Spelling and Grammar Errors
With Word's automatic spelling and grammar checking feature, errors can be fixed "on the fly" without doing a full-fledged check.
Step 1. To return to the top of the document, press:
Control key+Home key
Step 2. To fix "indiana,"
Step 3. To select the correct replacement,
Step 4. To see Word's replacement suggestions,
Step 5. To select "dnr,"
Step 6. To replace the lowercase acronym, type:
Step 7. To fix "Mccormick's,"
Step 8. To have Word make the correction,
Step 9. To select and correct the capitalization of "creek,"
Double-Click creek, type: Creek
Step 10. Correct the spelling of "prophetstown" and "hoosier."
Step 11. To fix the contextual spelling error,
Right-Click "Their are", Click "There are"
Step 12. To see a suggested correction,
Step 13. To have Word make the correction,
Click opportunities, beautiful
NOTE: If you are unsure of why Word considered this an error, you can choose Grammar from the drop-down menu, and the full Grammar pane appears, telling you that there is an extra space between the ","and "beautiful".
NOTE: Be aware that the Grammar Checker isn't foolproof. Some grammatical concerns, such as sentence fragments, may not be flagged, while acceptable writing may be marked as incorrect. It is always a good idea to carefully edit your work and not rely only on Word.
Altering Settings in Word 2016
The wavy underlining beneath words can sometimes be distracting, especially if the document contains many words or names that Word does not recognize. In addition, it may suggest some sentences are too long, or it may underline such things as contractions. In any of these cases, the spelling and grammar settings may be altered in the Word Options dialog box.
The steps for altering settings are very different when working in Windows versus MacOS.
NOTE for MacOS Users: Skip forward to the heading, "Altering Settings for Word 2016 for Mac".
Altering Settings in Word 2016 for Windows
When working in Windows, we can use the Word Options dialog box to change settings. First we will need to move down in our document until we see some possible spelling errors.
Step 1. Scroll down until we see Harmonie State Park, if necessary.
Step 2. To move to the Backstage view, on the Ribbon,
Click the File tab
Step 3. To access Word Options, in the left menu,
Step 4. To see the spelling and grammar options, in the left pane,
Step 5. To hide the errors, in the Exceptions for section,
Click the "Hide spelling errors..." checkbox,
Click the "Hide grammar errors..." checkbox
Step 6. To accept the changes,
Step 7. To save your document with a keyboard shortcut, press:
Altering the spelling and grammar check tools works differently in Word 2016 for Mac. Before we make any changes, we will need to move down in our document until we see some possible spelling errors.
Step 1. Scroll down until we see "Harmonie State Park."
Step 2. To see Word preferences, on the Menu bar,
Click Word, Click Preferences...
Step 3. To see the spelling and grammar preferences,
Step 4. To hide errors,
Click "Check spelling as you type"
Click "Check grammar as you type"
Step 5. To close the Spelling & Grammar dialog box,
Click the close button
Step 6. To save your document with a keyboard shortcut, press:
When we hid the spelling and grammar errors, they were not corrected. We simply removed the red and blue underlines from display. We will need to use the Spelling and Grammar tool to check for errors before considering our document complete.
Let's start our spelling and grammar check at the top of the document.
Step 1. To move to the top of the document,
Control key+Home key
Step 2. To move to the Review tab, on the Ribbon,
Click the Review tab
Step 3. To open the Spelling and Grammar tool, in the Proofing group,
Step 4. To ignore the spelling of "Harmonie" throughout the document,
Step 5. To ignore the spelling of "Ouabache,"
Step 6. To ignore the spelling of "Clifty,"
Step 7. To ignore the occurrences of "n.d.,"
Step 8. Correct or ignore any other spelling or grammar errors, as necessary.
Step 9. To accept any changes and close the dialog box,
Step 10. To save the document,