Checking Spelling

If you send business- related e- mails , you will certainly want to check the spelling in your mail messages before you send them. Outlook includes a spelling checker you can use for that purpose. If you are using Word as your e-mail editor, you will use the Word Spelling and Grammar features. (Using Word as your e-mail editor also allows you to check for grammar errors.) These features are discussed in Lesson 4 of the Word section (Part IV) of this book, "Using Proofreading and Research Tools."

To check the spelling in a message, follow these steps:

  1. In a message window, choose Tools , and then select Spelling or press F7 . If the spelling checker finds a word whose spelling it questions, it displays the Spelling dialog box (shown in Figure 4.5). (If no words are misspelled , a dialog box appears saying that the spelling check is complete; choose OK to close the dialog box.)

    Figure 4.5. Check your spelling before sending a message.

    graphics/18fig05.jpg

  2. Your response to the questions in the Spelling dialog box will vary. If you recognize that Outlook has correctly flagged a misspelled word, choose one of the following:

    • Suggestions Select the correct spelling in this text box, and it automatically appears in the Change To text box.

    • Change Click this button to change this particular occurrence of the word in question to the spelling in the Change To text box.

    • Change All Click this button to change the word in question to the spelling listed in the Change To text box every time the spelling checker finds the word in this message.

    If Outlook checks a word that you know is already spelled correctly (such as a proper name ), choose one of the following:

    • Not in Dictionary Enter the correct spelling into this text box.

    • Ignore Click this button to continue the spelling check without changing this occurrence of the selected word.

    • Ignore All Click this button to continue the spelling check without changing any occurrence of the word in question throughout this message.

    • Add Click this button to add the current spelling of the word in question to the dictionary so that Outlook will not question future occurrences of this spelling.

    • Undo Last Click this button to undo your last spelling change and return to that word.

  3. Continue until the spelling check is complete (or click Cancel to quit the spelling check).

  4. Outlook displays a message box telling you that the spell check is complete. Click OK to close the dialog box.

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Set Your Spelling Options Click the Options button in the Spelling dialog box to set options that tell Outlook to do such things as ignore words with numbers , ignore original message text in forwarded messages or replies, always check spelling before sending, and so on.




Microsoft Office 2003 All-in-One
Microsoft Office 2003 All-in-One
ISBN: B005HKSHB2
EAN: N/A
Year: 2002
Pages: 660
Authors: Joe Habraken

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