Microsoft Office Tutorials and References
In Depth Information
Word’s Grammar Checker
Checking Spelling
and Grammar
If you prefer to give the entire document a grammatical once-over, you can run a
grammar check simultaneously with a spelling check. When you fire up the spell
checker (Review Spelling & Grammar or Alt, R, S), look in the bottom-left part
of the Spelling and Grammar dialog box and make sure there’s a checkmark in the
“Check grammar” checkbox. This tells Word to look for grammatical problems at
the same time it scours your document for spelling mistakes.
When Word finds a potential grammatical problem, the Spelling and Grammar
dialog box looks something like the one in Figure 4-4. Word highlights the potential
problem in green and suggests alternatives (or names the problem, as shown in
Figure 4-4). Here are your options for dealing with text flagged in a grammar check:
Ignore Once. Click this button to skip over this one instance and move on,
while still applying the grammatical rule that flagged this instance.
Ignore Rule. Maybe you’re writing a novel or play, for example, and don’t care
if your document has sentence fragments, because people often use them in
speech. If there’s a grammatical rule you don’t want Word to apply, click this
button to skip all potential violations of the rule.
Change. When Word suggests a fix, apply it to your document by clicking this
button. If Word identifies a problem but can’t say how to fix it in this case, you’ll
see something like “Fragment (consider revising)” in the Suggestions box. To
fix the problem, click the flagged sentence in the Spelling and Grammar dialog
box and make your changes there. Then click Change to insert your changed
text into the document.
Next Sentence. Click this button to leave this sentence as is and check the next
sentence for errors.
Figure 4-4:
When you run a grammar check, Word offers
a correction or, as here, identifies the potential
problem.
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