1.9. SPELLING AND GRAMMAR CHECKING


 One thing you probably will have noticed is the spelling mistakes in the letter. You should have typed the letter exactly as it was, and left any spelling errors in. More than likely, the spelling mistakes are underlined in red in your document. Anything with a wiggly green line under it is a grammatical error, (or what Microsoft Word insists is a grammatical error).

The easiest way to correct spelling mistakes is to right click any word that has a red wavy underline. You'll then see a menu appear:


In the image above, we've clicked with the right-hand mouse button on the incorrectly spelt "council". The menu that appears shows three alternative words: counsel, council, and counsels. We meant council, of course. Click this option with your left mouse button to replace the misspelt word. The red wavy underline will disappear. (Incidentally, don't worry about the box that appears above the menu as we'll get to formatting options in a later section.)

Do the same with the other two misspellings in your letter, and then save your work. Now highlight the address you added to the right.

Spelling and Grammar Options

To check more than one word at a time, you can bring up the Spelling and Grammar dialogue box. To see it, click on the Review tab at the top of Word. On the Review tab, locate the Proofing section. Then click Spelling & Grammar:



When you click on Spelling & Grammar, you'll see a dialogue box appear in Word 2021. This one:



This dialogue box allows you to do most of the things you can do by right clicking a misspelt word. The Suggestions area lists alternatives to the word you're trying to correct. The suggestion for our fictional town of Ever crease is for two separate words, Ever and Crease. To stop Word highlighting our fictional town as an error, click the Add to Dictionary button on the right. (Or you can click the Ignore buttons.)

In the image above, Word is suggesting assembly, committee, and meeting.

When you have corrected a word, the dialogue box will move on to the next one. In our case it will highlight the fictional postcode, insisting that it is a repeated word. Click Ignore Once and Word will have finished with its corrections. The dialogue box will then go away.

Setting Spelling And Grammar Rules

Sometimes, however, you want a little more control over what spelling and grammar Microsoft Word highlights. For that, there is a Proofing dialogue box.

In Word 2021, click the File tab in the top left. At the bottom of the menu you'll see a Word Options button:



Click Word Options (or just Options) button and you'll see another dialogue box appear. On the left, select the Proofing item. You'll then see the following rather complex list of things you can do:



The check marks in each box show what options are currently selected. Click a check mark to deselect that option. Click an empty box to select it. So, if you don't want Word behaving like a grammar Nazi, uncheck the box that says Check grammar with spelling.

 


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