CHAPTER 9 WORKING WITH OTHERS in Microsoft Word

Print DataMatrix in Microsoft Word CHAPTER 9 WORKING WITH OTHERS

206 CHAPTER 9 WORKING WITH OTHERS
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Using Translation ScreenTips
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Another way to translate specific words is to use the new feature Translation ScreenTips. You can instantly translate document text in Arabic, English, French, or Spanish. (Other languages are available, depending on the Translation dictionary service that has been downloaded.) By default, this option is turned off. To turn this option on, click the Translate ScreenTip button in the Proofing group, and then select the desired language. When enabled, you can point to any word in the document, and Word will display the translation in a ScreenTip above the word (see Figure 9-7). Because Word is translating a single word, the tip will often include several options showing the translation for a noun, a verb, an adjective, and so forth.
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Figure 9-7 The new Translation ScreenTip provides instant translation.
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Setting a Language for Proofing
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If you use more than one language in a document, you can use proofing tools for all of the languages. Versions of Word purchased in the United States automatically proof for English, but you can identify other languages so that the foreign language in the document is also checked for spelling and grammar errors. You can also turn on the options to automatically detect the language and apply the same rules for checking spelling and grammar. When you add the language to the list for proofing, it remains selected for future documents. You can, of course, deselect the language at any time. To proof the text written in a foreign language: 1. Click the Set Language button in the Proofing group. The Language dialog box will display. 2. Select the language you want to use. Notice that English (U.S.) is already selected.
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NOTE The available languages with proofing tools are identified with an ABC spelling check icon.
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3. If desired, turn on the option Detect language automatically. If you have the option to check spelling as you type enabled, Word will identify any potential errors with wavy lines. You can use the shortcut menu to make corrections as shown in Figure 9-8. 4. Click OK.
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CHAPTER 9 WORKING WITH OTHERS 207
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Figure 9-8 You can automatically check spelling and grammar for foreign languages.
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Suppressing the Spelling and Grammar Check
You can also mark text so that Word does not check spelling and grammar. For example, if you write an article and quote someone, you want the quote to remain unchanged. You can suppress the display of possible spelling and grammar errors in the quoted text. To mark text that you don t want proofed: 1. Select the text you want to mark. 2. Click the Set Language button in the Proofing group. 3. Turn on the option Do not check spelling or grammar. 4. Click OK.
Counting Words
The Word Count command is also available in the Proofing group. When you click the Word Count button, a summary displays showing the number of pages, words, characters, paragraphs, and lines in the entire document. If you want a count of only part of a document, select the portion of the document you want to include in the count,
208 CHAPTER 9 WORKING WITH OTHERS
and then click the Word Count button. You can continually display the word count in the status bar (see Figure 9-9) by right-clicking the status bar and selecting Word Count in the shortcut menu. The word count is displayed next to the page number, and it is automatically updated as you edit the document.
Figure 9-9 You can customize the status bar to display the current Word count.
Making Comments
The Comments group provides options for creating and deleting comments, as well as navigating among the comments (see Figure 9-10). In previous versions of Word, you can find these commands on the Reviewing toolbar. Word 2007 organizes these features in the Comments group.
Figure 9-10 The Comments group provides buttons for inserting and deleting comments.
Adding Comments
When you add a comment to a document, the comment is connected to a word closest to the location of the insertion point. To identify a section of text related to the comment, select all of the text before inserting the comment. By default, the text will display in a balloon on the right side of the page in all views except Outline view. The size of the balloon will grow as needed to provide the necessary space for the text. Word automatically adjusts the zoom of the document so that you can see the document contents and the balloons. When there are multiple users adding comments to the document, you can quickly identify each user s comments by the color of the balloon. The comment data includes the initials of the author or reviewer, the date and time, and the comment text. The author s or reviewer s initials display in the balloon with the comment text (see Figure 9-11). When you position the mouse pointer over the balloon, a ScreenTip displays the name of the user and the date and time the comment was added.
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