Display the proofing options

Many of the procedures in this article require you to first display the proofing options. To display the proofing options, do the following in one of these Microsoft Office programs.

Word, Excel, PowerPoint, or Access

  1. Click the Microsoft Office Button ms word 2007 logo, and then click Program Name Options.
  2. Click Proofing.

Outlook

  1. On the Tools menu, click Options, click the Spelling tab, and then click Spelling and AutoCorrection.
  2. Click Proofing.

Visio, OneNote, Publisher, or InfoPath

  • On the Tools menu, click Spelling, and then click Spelling Options.
  • can’t click Spelling Options because it is not available

A file must be open before you can click Spelling Options. Create or open a file to make this command available.

Project

  1. On the Tools menu, click Options.
  2. Click the Spelling tab, and then click More Spelling Options.

Select the AutoCorrect options

Select the spelling correction options that affect all Microsoft Office programs

To view and change these options, you must first display the proofing options. After you do this, you can view and change the settings described in the following sections.

Select the global Office spelling checker settings

Some of the options shown in the window that is displayed apply to all Microsoft Office programs. Regardless of which program you are using to change the option, the setting that you select applies to all the programs.

The following is a list of the check box options and what they do.

Select this check box To do this
Ignore words in UPPERCASE Ignore words in which all letters are uppercase. For example, if you select this option, the spelling checker does not flag ABC as a mistake.
Ignore words that contain numbers Ignore words that contain numbers. For example, if you select this option, the spelling checker does not flag a1b2c3 as a mistake.
Ignore Internet and file addresses Ignore words that are Internet and file addresses. Some examples of words that the spelling checker ignores when this option is selected include:

http://www.proseware.com/

\\proseware\public\

mailto:andy@proseware.com

Flag repeated words Ignore repeated words. For example, if you select this option, the spelling checker does not flag beep beep as a mistake.
Enforce accented uppercase in French Alert you to French words that contain uppercase letters that are missing an accent mark.

When you are using the French (Canadian) dialect, by default this option is always turned on, because the dictionary for this language includes the accented uppercase form of words in this language. This means that the option is selected by default whenever you do the following:

Use French (Canadian) as your Primary editing language.

Check the spelling of text that is in the French (Canadian) dialect.

Suggest from main dictionary only Suggest words only from the main dictionary that is built into the spelling checker. If you select this option, words from your custom dictionaries are not included in the list of suggested words when you check the spelling of a document.

Select a French mode

The other option that affects all Microsoft Office programs is the French modes menu. This option affects only text in the French language.

Option Effect
New spelling Click this option to use spelling rules that have been recommended by the French Academy of Language since the spelling reform of 1990. If you select this option, words that are not spelled according to these rules are treated as mistakes. Also, the spelling checker suggests only words from the new spelling dictionary, which includes words not affected by the spelling reform, for misspelled words.
Traditional spelling Click this option to use spelling rules that predate the spelling reform of 1990. If you select this option, words that are not spelled according to these rules are treated as mistakes. Also, the spelling checker suggests only words from the traditional spelling dictionary, which includes words not affected by the spelling reform, for misspelled words.
Traditional and new spellings If you click this option, the spelling checker accepts words as spelled correctly regardless of whether they are spelled according to new or traditional spelling. Also, words from both the new and traditional spelling dictionaries are suggested for misspelled words.

For example, if you click the Traditional spelling option and edit a document with the French word bruler, the word is treated as a mistake by the spelling checker because this is the post-reform spelling of this word. However, if you click either the New spelling option or the Traditional and new spellings option, the word is not treated as a mistake.

Change how the spelling checker works in the background

While you work in a document, the spelling checker can work in the background, searching for mistakes. As a result, when you finish the draft that you are working on, the check spelling process goes faster. This can save you time, especially with large documents.

 Note    In Microsoft Office Access, Microsoft Office Excel, and Microsoft Office Project, these options are not available. The spelling checker does not work in the background in these programs.

To view and change these options, you must first display the proofing options. After you do this, you can view and change the settings described in the following sections.

Select or clear the Check spelling as you type check box

In most cases, you should leave the Check spelling as you type check box selected. Some reasons you might want to clear this check box include the following:

  • You want to hide spelling mistakes (the wavy red lines) in Microsoft Office Outlook items that you are editing.
  • You are using a computer that runs slowly because of hardware limitations (for example, because of lack of memory or CPU speed) or software limitations (for example, because you run a lot of large programs at the same time).

Select or clear the Hide spelling errors check box (wavy red lines)

Clear the Hide spelling errors check box if you want your Microsoft Office program to flag spelling mistakes automatically while you type. Clearing this option gives you confidence that you won’t have to resolve a lot of spelling mistakes when you are about to finish your document. Your Microsoft Office program flags misspelled words while you work, so that you can easily see them, as in this example.

To turn the automatic spelling checker on or off, do one of the following in these Microsoft Office programs:

Word

To turn on or off automatic spelling checking for the currently opened document:

  1. Under Exceptions for, click Name of currently open file.
  2. Select or clear the Hide spelling errors in this document only check box.

To turn on or off automatic spelling checking for all documents that you create from now on:

  1. Under Exceptions for, click All New Documents.
  2. Select or clear the Hide spelling errors in this document only check box.

Important  If you turn off automatic spelling checking for a file that you share with other people, you may want to notify those people that you made this change.

Outlook

Select or clear the Check spelling as you type check box.

 Note    The spelling checker is available for all items except Notes.

InfoPath, OneNote, PowerPoint, Publisher, SharePoint Designer, or Visio

  • Select or clear the Hide spelling errors check box.

Improve the spelling checker results by using contextual spelling

To view and change this option, you must first display the proofing options.

Have you ever typed a mistake similar to the following? I will see you their. In Outlook, PowerPoint, and Word, you can select the Use contextual spelling check box to get help with finding and fixing this type of mistake.

For example, if you selected the Use contextual spelling and Check spelling as you type check boxes and cleared the Hide spelling errors check box, the spelling checker flags the mistake and offers a suggestion when you right-click the flagged word, as in the following illustration.

spelling correction

 Notes 

  • After you install Microsoft Office, the Use contextual spelling check box is cleared by default if your system has less than 1 gigabyte (GB) of RAM.
  • Selecting the Use contextual spelling check box on a system with low memory can cause slow performance. If you notice this type of problem while you are using this option, you may want to clear the Use contextual spelling check box to resolve the problem

Change the grammar checking options for Outlook and Word

Outlook and Word offer you the ability to check grammar as well as spelling. To view and change the grammar checking options, you must first display the proofing options.

Turn on or off automatic grammar checking

You can choose to have Outlook and Word flag grammar mistakes automatically, as shown in the following illustration.

gramar correction

To turn on or off the automatic grammar checker, do one of the following in these Microsoft Office programs.

Word

To turn on or off automatic grammar checking for the currently opened document:

  1. Under Exceptions for, click Name of currently open file.
  2. Select or clear the Hide grammar errors in this document only check box.

To turn on or off automatic grammar checking for all documents that you create from now on:

  1. Under Exceptions for, click All New Documents.
  2. Select or clear the Hide grammar errors in this document only check box.

Important  If you turn off automatic grammar checking for a file that you share with other people, you may want to notify those people that you made this change.

Outlook

Select or clear the Check grammar as you type check box.

 Note    The grammar checker is available for all items except Notes.

Turn on grammar checking all at once

Select the Check grammar with spelling check box if you want to include grammar errors when you check the spelling all at once.

Show the readability statistics

Select the Show readability statistics check box if you want to display the readability statistics after you finish checking spelling all at once. For more information about this feature, see Test your document’s readability.

For more information about how to use the grammar checker, see Check spelling and grammar.

Control the rules that the grammar checker applies to your writing

You can select one of two options from the Writing style menu: Grammar Only or Grammar & Style. If you want to change the types of grammar and style rules that the grammar checker uses when checking your writing, click Settings. You can use the Grammar Settings dialog box to view the settings and make any changes that you want. For more information, see Select grammar and writing style options.

Why aren’t the Writing style and Settings buttons available in Outlook?

There is a known problem that makes this menu and button unavailable in Outlook. You can work around this problem by viewing the proofing options from an open item.

  1. From any open Outlook item, such as an e-mail message but not a Note, click the Microsoft Office Button ms word 2007 logo, and then click Editor Options.
  2. Click Proofing.

 Note    Any changes that you make to these settings apply to all items that you edit, not just the the one you are currently working in.

Select the Outlook spelling options

  • On the Tools menu, click Options, and then click the Spelling
  • If you want the spelling checker to run all at once when you click Send, select the Always check spelling before sending check box.
  • To specify that the original text of a message not be checked for spelling when you reply to or forward the message, select the Ignore original message text in reply or forward check box.

Turn on or off fields for the spelling checker in Project

You may have some fields in Project that you don’t want the spelling checker to check.

  1. On the Tools menu, click Options, and then click the Spelling
  2. For each field, select Yes to turn on spelling checking for that field or No to turn off spelling checking for that field.

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