Outlook 2010 Advanced – Lesson 9 – Spelling Features

Setting Spelling Options

You should write your messages as carefully as you write other documents. Careless spelling and grammar errors reflect poorly on you. In 2010 you can set spelling options via the File tab on the top left hand corner of your new message screen and select Options, Editor Options and then the option called Proofing.

Figure 27: The Proofing Page of the Editor Options Dialog Box

To set spelling options:

1. In a new message, choose File and Options, select Editor Options tab

2. Choose Proofing

3. In the Proofing dialog box, select the Check grammar with spelling check box

4. Choose OK.

5. Choose OK

In the following exercise, you will set spelling options.

1. Open the Mardi Gras Plans message, and then position the insertion point in the message area
2. In the New Message window, , choose the File tab, Options and select the Editor Options tab The Editor Options dialog box appears.
3. Select Proofing tab
4. If necessary, select the following check boxes:

Check spelling as you type

Always suggest from main dictionary only

Ignore words in UPPERCASE

Ignore words with numbers

Ignore Internet and file addresses

5. Choose OK The Editor Options dialog box closes.
6. Choose OK The Options dialog box closes.

Setting Additional Spelling Features

You set additional spelling features, such as AutoCorrect, in the AutoCorrect dialog box, shown in Figure 28. AutoCorrect corrects common spelling errors as you type and speeds up your typing.

Figure 28: The AutoCorrect Page of the AutoCorrect Dialog Box

Table 23 describes the additional spelling features that are available.

Feature Location Function
AutoCorrect AutoCorrect tab in the AutoCorrect in Email dialog box Automatically corrects spelling errors as you type.
AutoFormat AutoFormat tab in the AutoCorrect in Email dialog box Applies headings, borders, tables, bullets, and numbers as you type. Replaces straight quotation marks with curly ones, ordinals with superscript (4th with 4th), fractions with fraction characters (1/2 with ½), symbol characters with the symbols (– with –), and so forth.
Actions Actions tab of the AutoCorrect in Email dialog box Word recognizes certain types of data in the document, for each recognized type you can perform action with the data.
Math AutoCorrect Math AutoCorrect tab in the AutoCorrect in Email dialog box Give you quick access to Math symbols. It allows you to type maths symbols by hitting a few letters on your keyboard. It works just like the autocorrect tool for words.
AutoFormat As You Type AutoFormat As you type tab in the AutoCorrect in Email dialog box Use the AutoFormat As You Type options to control the automatic formatting that you want, e.g., automatically replacing typed hyphens with a dash etc.

Table 23: The Additional Spelling Features

You add additional “errors” to the AutoCorrect list to speed up your typing. For example, you are reviewing a cookbook called What’s New in Orleans Cookin’ and you expect to mention the title of the book several times in the article. Before you begin writing, you open the AutoCorrect dialog box and, on the AutoCorrect page, enter the letters wn in the Replace text box. Then you enter the words What’s New in Orleans Cookin’ in the With text box. When you write the article, you type wn and press Spacebar or type wn and add punctuation wherever you want the full title. Outlook automatically replaces the letters you typed and types the title for you.

AutoFormat improves the appearance of your messages automatically. If your recipient does not use Outlook, the appearance reverts back to what you typed.

To set AutoCorrect:

1. In a new message, position the insertion point in the message area.

2. Select the File tab, Options, and then choose the Spelling and AutoCorrect button.

3. The Editor Options Dialog box opens, click the AutoCorrect Options button.

4. The AutoCorrect in Email dialog box will open.

5. Select the AutoCorrect tab. Select the check boxes for the features you want and deselect the check boxes for the features you do not want.

4. If desired, in the Replace text box, type the text you want to replace, and in the With text box, type the replacement text; then choose Add.

5. Choose OK, OK. And OK again

To set AutoFormat:

1. In a new message, position the insertion point in the message area.

2. Select the File tab, Options, then choose the Spelling and AutoCorrect button.

3. The Editor Options Dialog box opens, click the AutoCorrect Options button.

4. Choose the AutoFormat As You Type tab select the check boxes for the features you want and deselect the check boxes for the features you do not want.

5. Choose the AutoFormat tab and select the check boxes for the features you want and deselect the check boxes for the features you do not want.

6. Choose OK, OK. Choose OK again.

To set Action Tags:

1. In a new message, position the insertion point in the message area.

2. Select the File tab, Options, then choose the Spelling and AutoCorrect button.

3. The Editor Options Dialog box opens, click the AutoCorrect Options button.

4. The AutoCorrect in Email dialog box will appear

5. Choose the Actions tab

6. Select check boxes for the features you want and deselect the check boxes for the features you do not want.

7. Choose OK, OK. And OK again

In the following exercise, you will set additional spelling options.

1. Make sure the Mardi Gras Plans message is open and the insertion point is positioned in the message area
2. Select File, Options and Choose Spelling and AutoCorrect. The AutoCorrect in Email dialog box appears.
3. Select the AutoCorrect tab and then select the following check boxes:

Correct TWo INitial CApitals

Capitalize first letter of sentences

Capitalize names of days

Correct accidental usage of cAPS LOCK key

Replace text as you type

4. Scroll through the Replace text as you type list to examine the available words
5. In the Replace text box, type your initials using lowercase letters
6. In the With text box, type your full name
7. Choose Add Your initials and name are added to the Replace text as you type list.
8. Select the AutoFormat As You Type tab The AutoFormat As You Type page appears.
9. Select all the check boxes
12. Select the AutoFormat tab The AutoFormat page appears.
13. Select all the check boxes
14. Choose OK The AutoCorrect dialog box closes.
15. Choose OK twice to close the Editor Options dialog box and Options then Close the message

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