Software tools:
Proofing is a technique that used to ensure data is entered
and saved correctly. We are going to learn applying of this proofing
using: Ms. Word, Ms. Excel and Ms. Access.
Application Proofing tool
Ms. Word Spelling check – Grammar check
Ms. Excel Validation rule
Ms. Access Validation rule
The latest versions of Microsoft Office automatically check the
document for spelling and grammar errors.
Types of errors in Ms. Word are:
1) Spelling check
2) Grammar check
Strange words or phrases found in a document will be flagged
as an error (because they are not in the dictionary - Unknown).
The software may flag some names as errors even if they are
spelt correctly, so be careful not to change the spelling of names,
companies, people or places. Each time an error is flagged, read it
carefully and decide whether to change or ignore the spelling.
1) Spell check:
We need to ensure that our work is spelled correctly and contains
no data entry errors.
What is spell check?
Spell check is a test carried out by the software to check each
word and compares it with its dictionary (Often a word processor on
the text). If the words match, then the software moves on and
checks the next word. If the word does not match, then it uses a red
wavy underline to highlight the word to suggest it may be an error.
Example:
Does the spell check always work?
The red underline tells you that Word has compared this word to its
dictionary and not found a match.
If the word processor shows the red wavy underline, but it may not
be a spelling error. Why?
Because not all computers have the same dictionaries in them
(dictionaries depend on the regional settings used when setting up
your computer).
Sometimes, when a person’s name is entered into a word
processor, some names will be shown as an error and other names
will not.
Suggested spellings
When Word shows you a suggested error, right mouse click on it
and a drop-down menu of suggested words will appear. Choose the
word which is the most appropriate.
Other errors
Sometimes other errors may be flagged as spelling errors. For
example, a repeated word. Delete the extra word to correct this
error.
2) Grammar check:
What is a grammar check?
A grammar check will check the text with many grammatical rules
that checks the language structure of your work. A grammar error is
shown with a blue wavy underline like this.
Grammar check errors can be:
1- Grammar error.
2- Structure error (punctuation marks or letter case).
