Microsoft Office Tutorials and References
In Depth Information
Proofreading a Finished Document
Proofreading a Finished Document
After you fi nish typing a document, you need to proofread it carefully from start to fi nish.
Part of proofi ng a document in Word is removing all wavy underlines, either by
correcting the text or by telling Word to ignore the underlined text because it isn’t really an
error. For example, Andrew’s last name is marked as an error, when in fact it is correct.
You need to tell Word to ignore “Siordia” wherever it occurs in the letter. You need to do
the same for your initials.
To proofread and correct the remaining marked errors in the letter:
1. Right-click Siordia . A shortcut menu and the Mini toolbar open.
2. Click Ignore All on the shortcut menu to indicate Word should ignore the word
“Siordia” each time it occurs in this document. The wavy red underline disappears
from below Andrew’s last name. Below your initials, you see a red wavy underline
(if your initials do not form a word) or a green wavy underline.
3. If you see a wavy red underline below your initials, right-click your initials, and
then click Ignore All on the shortcut menu to remove the red wavy underline. If
you didn’t see a wavy green underline below your initials before, you see one now.
4. Right-click your initials, and then on the shortcut menu click Ignore Once to
remove the green wavy underline.
5. Scroll up to the beginning of the letter and read through the letter to proofread it
for typing errors. Correct any errors using the techniques you have just learned.
6. Save your changes to the document.
The text of the letter is fi nished. Now you need to think about how it looks—that is,
you need to think about the document’s formatting . First, you need to adjust the spacing
in the inside address and between the signature and title lines.
Adjusting Paragraph and Line Spacing
When typing a letter, you might need to adjust two types of spacing—paragraph
spacing and line spacing. Paragraph spacing refers to the space that appears directly above
and below a paragraph. In Word, any text that ends with a paragraph mark symbol (¶)
is a paragraph. So, a paragraph can be a group of words that is many lines long, a single
word, or even a blank line, in which case you see a paragraph mark alone on a single
line. Paragraph spacing is measured in points; a point is 1/72 of an inch. The default
setting for paragraph spacing in Word is 0 points before each paragraph and 10 points after
each paragraph.
Line spacing is the amount of space that appears between lines of text within a
paragraph. Word offers a number of preset line spacing options. The 1.0 setting, which
is often called single spacing , allows the least amount of space between lines. All other
line spacing options are measured as multiples of 1.0 spacing. For example, 2.0
spacing (sometimes called double spacing) allows for twice the space of single spacing. The
default line spacing setting is 1.15, which allows a little more space between lines than
1.0 spacing.
Now consider the line and paragraph spacing in the Driscoll letter. The three lines
of the inside address are too far apart. That’s because each line of the inside address is
actually a separate paragraph. As you can see in Figure 1-10, Word inserted the default
10 points of space after each of these separate paragraphs. To match the conventions of
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