How to Use Office 2010 Proofing Tools

MS Office 2010 introduces new, shared Proofing Tools  for Spelling and Grammar which are now dealt with by the MS Office 2010 Language Preferences tool:

• MS Office 2010 Language Preferences

• Spelling and Grammar

• Known Issues

MS Office 2010 Language Preferences

With MS Office 2010 Language Preferences, languages for proofing tools such as Spelling and Grammar can now be defined once and made available to all Office applications such as Word, Oulook and PowerPoint.

The Language Preferences tool can be started via Start menu > All Programs > Microsoft Office > Microsoft Office 2010 Tools or directly whithin each Office application:

1. Open a Microsoft Office application, such as Word
2. Click the File tab
3. Click Options
4. Click Language
5. In the Set the Office Language Preferences dialog box, under Choose Editing Languages, select the editing language whose proofing tools you want to use
6. Default proofing language is English UK but you may choose among the other available ones (French, German, Italian and Spanish) by selecting it and clicking Set as Default.
7. Close all your Office 2010 programs and then open them again for the change(s) to take effect.

Spelling and Grammar (Proofing Tools)

MS Office 2010 is pre-installed with Proofing Tools which allow you to check Spelling and Grammar in documents, mail and presentations in the following languages [1]:

• English UK (default)
• French
• German
• Italian
• Spanish

Click on the below Tutorials to find out how to:

• Turn On Automatic Spelling and Grammar Checking

• Turn Off Automatic Spelling and Grammar Checking

• Manually Check Spelling and Grammar

Turn On Automatic Spelling and Grammar Checking

Automatic Spelling and Grammar Checking is turned on by default for all Office applications. If this is not the case, turn it on as follows:

• Word 2010

  1. Click the File tab and then click Options
  2. Click Proofing
  3. Tick the Check spelling as you type check box
  4. Tick the Mark grammar as you type check box
   

• Outlook 2010

  1. Click the File tab and then click Options
  2. Click Mail and then click Editor Options
  3. Tick the Check spelling as you type check box
  4. Tick the Mark grammar as you type check box
   

• PowerPoint 2010

  1. Click the File tab and then click Options
  2. Click Proofing
  3. Tick the Check spelling as you type check box
  4. Tick the Hide spelling errors check box

Turn Off Automatic Spelling and Grammar Checking

To turn off Automatic Spelling and Grammar Checking, procede as follows:

• Word 2010

  1. Click the File tab and then click Options
  2. Click Proofing
  3. Click to clear the Check spelling as you type check box
  4. Click to clear the Mark grammar as you type check box
   

• Outlook 2010

  1. Click the File tab and then click Options
  2. Click Mail and then click Editor Options
  3. Click to clear the Check spelling as you type check box
  4. Click to clear the Mark grammar as you type check box
   

• PowerPoint 2010

  1. Click the File tab and then click Options
  2. Click Proofing
  3. Click to clear the Check spelling as you type check box
  4. Click to clear the Hide spelling errors check box

Manually Check Spelling and Grammar

To manually start Spelling and Grammar Checking after you have turned it off and/or to temporarily define a proofing language different than the default one, procede as follows:

1. Highlight the section of document you want to spell-check by holding down the left mouse button while dragging the mouse over the text; or
2. You can select the whole document by going to the Home tab and choosing Select All (alternatively, you can use the keyboard shortcut 'CTRL+A'):
   
   

   Image 1: Selecting a Document Section

    

3. go to the Review tab and select Language  Set Language:
   
   

    

   Image 2: Set Language Menu

    

4. A list of available languages will appear. The proofing tools are available only for languages with the symbol next to their names:
   
   

   Image 3: List of Available Proofing Languages

    

5. Choose the correct language for the selected area of text and/or entire document. Press OK to confirm selection or Cancel to leave it in the current language.

   Please Note: you can set different areas of the document to be in different languages by repeating the process.

6. Start Spelling Checking the document by clicking on the toolbar button , by selecting Spelling and Grammar from the Review tab, or by pressing the F7 key:
   
   

   Image 4: Start Spelling Checking

The text will be checked against the language which you set for that particular section and/or entire document.

[1] = Additional Proofing Languages can be made available to eligible users by the IT User Support (Site Office) on Staff Configurations ONLY, upon request.