Checking Spelling and Grammar

Quick reference

• 00:04 One thing you must ensure that you do, before sending out your presentation to
• 00:09 your manager, colleagues or even clients is spell check.
• 00:12 Because nothing looks more unprofessional than sending out a presentation which
• 00:17 has mistakes all over it.
• 00:19 And when it comes to spell checking in PowerPoint,
• 00:21 there are two different ways that you can spell check.
• 00:24 You can choose to spell check as you go,
• 00:26 where PowerPoint will flag any misspelled words or grammatical errors,
• 00:31 or you can choose to just do a big spell check at the end.
• 00:35 And which one of these you choose is very much down to personal preference.
• 00:39 So let me demonstrate both of these.
• 00:41 Now if you're looking for your spell check option, you're going to find it on
• 00:44 the review tab and it's in this first group here called proofing.
• 00:49 And there is a keyboard shortcut for spelling and that is F7.
• 00:53 Now let's review the first way that you can spell check, and
• 00:56 that is to check spelling and grammar as you type.
• 00:59 So if I scroll down to a slide that contains some text.
• 01:04 You can see here that I've added some mistakes into this presentation.
• 01:09 And what you'll notice is that wherever I have a mistake, I have a red squiggly line
• 01:13 underneath, and that's highlighting to me that this word is spelled incorrectly.
• 01:19 Now if you have a grammatical error,
• 01:21 then that will also be highlighted in the document with a blue underline.
• 01:26 So in general, the way that I work is I like to check my spelling as I type,
• 01:30 so as soon as I see that I spelt something wrong,
• 01:33 I can correct it on the spot as I go through.
• 01:35 So what I could do here is a right click on the misspelled word.
• 01:39 And you'll see in the right click menu,
• 01:41 PowerPoint is going to provide me with a number of suggestions.
• 01:44 So it's basically trying to work out what I was trying to spell.
• 01:49 And for the most part you're going to find the correct word in this list.
• 01:52 So for me, I meant to say space.
• 01:55 So what I can do is just select it from this list and
• 01:57 it's going to correct that spelling error.
• 01:59 And I like to work this way because I just like to fix things as I go along.
• 02:04 Let's do the same for this one, I meant to say and, so
• 02:07 let's select it from that little right click menu.
• 02:10 Now in order for PowerPoint to flag misspelled words and
• 02:13 grammatical errors as you type,
• 02:15 you need to make sure you have that little checkbox selected in PowerPoint options.
• 02:20 So let me just show you where that's located.
• 02:22 If we jump up to file and go all the way down to options at the bottom,
• 02:27 we want to be on that proofing page.
• 02:30 And right at the bottom here you can see I have a checkbox,
• 02:33 check spelling as you type, and also mark grammar errors as you type.
• 02:37 So if you find that PowerPoint isn't flagging any mistakes that you make,
• 02:41 check that you have both of these options turned on.
• 02:44 Now for something like this word just here, Land Co, if I right click,
• 02:49 PowerPoint has provided me with the capitalized version of that word,
• 02:53 but it hasn't really given me any other suggestions.
• 02:57 And what you might find is that for certain words, so things like people's
• 03:02 names, or maybe company names, Power Point won't recognize them in the dictionary.
• 03:07 And if it can't find it in its internal dictionary,
• 03:10 it's going to flag it as a misspelled word.
• 03:12 And a lot of the time that isn't the case,
• 03:15 it's just not included in the PowerPoint dictionary.
• 03:18 So the other two options I have down here are I can choose to ignore.
• 03:22 So if I know that that word is spelled correctly, I can just ignore or
• 03:26 if it's a word that I use all the time, so maybe it's a colleague's name or
• 03:31 my own company name, I could choose to add it to the dictionary.
• 03:34 And what that means is that each time I type this word in future,
• 03:38 it's not going to flag as being misspelled.
• 03:41 Now, another thing that you'll notice is if I scroll down to this slide just here,
• 03:47 the one where we have our sunburst chart,
• 03:50 you can see in the title I've made a spelling error.
• 03:53 So the first word sales is in upper case, it's spelled wrong, but
• 03:57 PowerPoint isn't flagging that as a spelling error.
• 04:02 And again, this is due to another setting that I have in PowerPoint options.
• 04:07 So once again, let's jump up to here, go down to options and into proofing.
• 04:12 And in this second group, the first option there is ignore words in uppercase, and
• 04:17 I actually have that ticked.
• 04:20 And that is why it's not picking up the fact that the word sales is spelled
• 04:24 incorrectly.
• 04:25 So I'm going to take a tick out of that box.
• 04:28 Click on OK, and now you can see that is flagging as a misspelled word.
• 04:33 So let's right click, and I'm going to correct that to sales.
• 04:38 Now a lot of the text that I have in this particular presentation is going to flag
• 04:42 as misspelled, because PowerPoint doesn't recommend this lorem ipsum text.
• 04:46 So I'm not going to worry too much about that,
• 04:49 because in general this type of thing wouldn't occur in a real world scenario.
• 04:53 So that is how you can check your spelling and grammar as you type.
• 04:57 Now the other option that you have is to just run a big old spellcheck,
• 05:00 when you've completed your presentation.
• 05:03 So, if I want to just invoke the spellcheck, and I can invoke it at any
• 05:07 time not just at the end, all I need to do is go to the review tab.
• 05:12 In the proofing group, I can click this spelling button.
• 05:16 You'll also notice that there is a shortcut key for this of F7.
• 05:19 This is going to open up this spelling pane on the right hand side, and
• 05:23 it's going to go through my entire presentation,
• 05:26 flagging any items that have been spelled incorrectly.
• 05:31 Now again because I have this test x in here.
• 05:33 We have a high amount of spelling errors.
• 05:36 Now I'm just going to choose to ignore all of these.
• 05:39 And again, you can see here it's picking up people's names.
• 05:43 So I'm going to say ignore all to these ones as well.
• 05:46 We're now back around to the beginning of the presentation, and
• 05:49 PowerPoint has picked up the word winning.
• 05:52 So the suggestion is giving me here is correct, so I can select it and
• 05:56 say change.
• 05:57 The next one L&D, well that is actually correct.
• 06:01 So I'm going to say,
• 06:02 ignore all and now it's found that I spelled the word number wrong.
• 06:07 So I want to correct it to the suggestion just here and I'm going to say change.
• 06:12 The next word is supposed to be goes.
• 06:13 So let's select that one and change, and then finally here and
• 06:17 change, once Power Point has been through your entire presentation,
• 06:22 it will tell you that your spell check is now complete.
• 06:26 So super simple to run a spell check on your document.
• 06:29 Definitely jump into PowerPoint options and review the items that you have checked
• 06:33 in there, that's it for this lesson, I will see you in the next video.

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