Proofing

Quick reference

• 00:04 We're gonna review proofreading and editing,
• 00:07 don't over look this it's very important, it makes you look professional or not.
• 00:12 So on the exercise file there is a document full of misspelled words,
• 00:17 and you can recognize those by the red underline, and
• 00:19 grammar errors which have blue underlines.
• 00:22 The quickest way to handle those is a right-click on the word.
• 00:25 It shows you the correct spelling, gives you the option to ignore it or
• 00:28 to add it to the dictionary.
• 00:30 Generally, we reserve that for formal names.
• 00:32 So, I could just click on powerful and it's fixed.
• 00:36 Now I'm gonna click on the next one, which is click online.
• 00:39 I don't know what's wrong with it.
• 00:41 It's a grammatical word though.
• 00:42 Though, and I can just guess it, they're both spelled right, what's the problem?
• 00:46 Well, I can guess that it's probably too many spaces but
• 00:49 let's go in to a little more detail.
• 00:52 Instead of a right-click, go up to the review ribbon.
• 00:54 On the far left is spelling and grammar.
• 00:57 And I'm gonna go ahead and click on this one, and it shows me right here.
• 01:01 I can ignore it.
• 01:02 I can replace it with this, but
• 01:05 right down below, it's telling me what the problem is.
• 01:07 Space between words.
• 01:09 Oh.
• 01:10 Okay, so I can just click Change and now I'll go to the next word.
• 01:13 In this case, it's blue underlined so
• 01:16 it's not misspelled it's just the wrong spelling of the word.
• 01:19 And so it's telling me maybe you'd like to replace it with this.
• 01:22 And notice below it's giving me the descriptions of each word so
• 01:26 I can make the proper choice.
• 01:27 Now I'm gonna go ahead and change that one.
• 01:29 In this case, it's a misspelling.
• 01:32 I absolutely want to spell it correctly.
• 01:33 But hm, if you're new to the English language, and
• 01:36 you're still learning, look at this feature.
• 01:38 There's a little tiny speaker right here.
• 01:40 Listen what happens when I click that.
• 01:43 >> Professionally.
• 01:44 >> It's actually teaching you how to pronounce the words as well, I love that.
• 01:48 Also, I've got a Change All button, which means it sees multiple words misspelled,
• 01:53 the same word misspelled in the document, take care of it right now,
• 01:56 one fell swoop, and I'll hit Change All.
• 01:58 Okay, I'll leave it to you to finish that because I wanna
• 02:00 move on to the other features.
• 02:02 The next button up here is Define, so
• 02:04 I'm gonna go back here to the word professionally and I'm gonna hit Define.
• 02:09 Now notice the next pane comes out and just keeps the spelling pane open.
• 02:13 I'll go ahead and close that for now.
• 02:14 But on the dictionary it says to use dictionary you must
• 02:18 sign in using your Microsoft account.
• 02:20 You know folks there's an easier way.
• 02:22 Just go to google type in the word define.
• 02:24 Type in the word you want it to define and hit search and
• 02:29 it will come up with the same thing.
• 02:31 Notice this also has a speaker on it.
• 02:33 >> Element.
• 02:35 >> See, it's awesome.
• 02:37 All right, so I'm gonna close the dictionary.
• 02:40 What if I want to use a different word, rather than powerful, I'm looking for
• 02:43 a different word?
• 02:44 So we're gonna use a thesaurus.
• 02:46 I'm gonna double-click the word powerful, I'm gonna click on thesaurus.
• 02:49 Again, a task pane opens up, gives me any kind of option I want,
• 02:53 gives me a speaker, so I can listen to it.
• 02:57 If I decide I want to choose one of these, then I can click on, let's see,
• 03:02 this drop-down arrow and hit Insert.
• 03:04 Now watch the word powerful over on the left.
• 03:06 It's about to be replaced when I click.
• 03:08 And there it is, that easy to do it.
• 03:11 All right, the next feature over here is word count.
• 03:14 When I click word count, it's going to show me how many words are in this
• 03:18 document, how many characters, how many lines and paragraphs.
• 03:22 Its very interesting if you're a student or writing an article for a newsletter and
• 03:26 you have a limit on how many words they're going to allow,
• 03:29 this is how you keep track of that.
• 03:31 So 398 words, I have a 500 word limit, I can keep going.
• 03:36 Now there's another feature called the Kincaid Readability statistics.
• 03:41 If you go to the File ribbon.
• 03:43 Go down to Options and on the Proofing tab on the left,
• 03:49 way down here, Show readability statistics.
• 03:52 Put a check mark in there and hit OK, and
• 03:54 you'll only see this when you're done with the spell check.
• 03:58 So I would actually go through my spell check process and when I'm all done at
• 04:02 the very end, let me just show you what's gonna happen cuz I took a picture of it.
• 04:08 You'll see the readability statistics come up it'll give you the word count,
• 04:13 the average words per sentence, but right down here and
• 04:16 actual grade level, grade level 6.6.
• 04:18 Now one thing you need to know about readability statistics
• 04:22 you don't want too high of a grade level if you're in business.
• 04:25 You wanna stick around the seventh grade level for business letters.
• 04:29 If I'm in college I absolutely want a 12th grade level,
• 04:33 which means longer words, longer sentences longer paragraphs.
• 04:37 That's how this is measured, okay?
• 04:39 For business, keep it short and simple.
• 04:41 Sixth grade level for a business letter?
• 04:42 Absolutely fine.
• 04:44 That means most everyone's gonna understand what you're talking about.
• 04:46 All right, well, that's the lesson and
• 04:49 please make sure you proofread before you finish your documents.

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