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Program Guidesheets

Guidesheet for Using WORD 2010 with Language Proofing Tools

N.B. This guidesheet is for French, German, Italian, Portuguese, Spanish languages only. For Chinese, Japanese, Hebrew, and Russian, you will need to use an Input Method Editor, which will be explained to you by your instructor.

  1. Getting started: After logging on, open Microsoft Word.
  2. Setting the language: After typing a sentance in a particular language, click on >>Review >>Language>> Set Proofing Language>> Choose the Language>>Set as Default>>Yes>>OK

    If you are importing a document, click on >>Edit >> Select All (to highlight the entire text), then Click on >>Review >>Language>> Set Proofing Language>> Choose the Language>>Set as Default>>Yes>>OK

  3. Checking your spelling: Spelling errors will be underlined in red as you type.

    At any time, you can highlight a word, paragraph, or the entire document and activate the spell and grammar checkers by clicking on >>Review >> ABC Spelling and Grammar.

    Spelling errors are detected first and indicated in red. Select the correct spelling and click on Change. (If the word appears frequently in your document and you suspect that it has been spelled incorrectly systematically, click on Change All. If the correct spelling is not indicated in the list, move the cursor to the word in the text box and type in the correct spelling, then click on OK to enter the correction.)

  4. Checking your grammar: Grammatical errors will be underlined in green -- IF the program detects them.

    Please be warned that the user needs a good dose of grammatical knowledge to be able to use the grammar checker effectively. The grammar checker is not brilliant: it focuses primarily on punctuation errors, agreement errors, double negatives, pronoun errors, jargon and passive verbs.

    The program may suggest changes; do not accept them blindly. Instead, it is better to edit the problematic sentence for yourself.

    Sometimes it helps to see what the program thinks is wrong. To obtain details, place the cursor on the portion of the sentence underlined in green and right click on the mouse.

  5. Thesaurus: You can use the Thesaurus to look up synonyms.

    To activate the Thesaurus, place the cursor on the work for which you wish to find a synonym, then click on >>Review >> Thesaurus.

  6. Saving Documents: Save your file on USB Key or "MLC X or F" drive

    To do so, click on File, then Save As, and then in the box labeled Save as Type, select the version of Word you normally use, you should save documents in the MLC X or F drive in the space allocated to you on the York servers or on your USB key.

Typing Accented Characters Using the US International Keyboard

The US International Keyboard on the MLC computers allows you to type the most common accents for the Western European languages.

Please remember that the apostrophe becomes a "dead key" so that it can be used in combinations to produce accented characters. To type an apostrophe, you must type apostrophe and then press the space bar. To obtain quotation marks, type them (shift apostrophe) and then press the space bar.

Below is a list of the most common accents and punctuation marks and how to type them. To obtain an accent on a capital letter, type shift plus the letter in question. Please note: when you are typing the following accents, nothing appears on the screen until you type the vowel or consonant to be accented.

    For the acute accent, type the apostrophe plus any vowel: . é, É

    The circonflexe accent is located above the number 6. Type shift 6 followed by any vowel , e.g. ê, Ê

    The grave accent is located above the Tab key, to the left of the number 1. Type the accent plus any vowel, e.g. à, À

    The tilde sign is located above the grave accent. Type it first followed by the letter, e.g. ñ, Ñ .

    The cédille is obtained by typing the apostrophe, followed by the letter "c" e.g. ç, Ç

    The umlaut is obtained by typing the quotation marks (shift apostrophe) followed by any vowel (ü, Ü, ë, Ë)

    The "guillemets français": « » will automatically appear when you type quotation marks if you have set your Language to French under Tools, Set Language

    To obtain the German consonant "ß" hold down right Alt key and type the letter "s"

    To obtain inverted punctuation marks ¿ and ¡ for Spanish, hold down right Alt key and type ? to obtain ¿, and type 1 to obtain ¡ .