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Proofreading TipsSpeak and Search: Word 2013

Arlene Zimmerly, CoauthorGregg College Keyboarding & Document Processing, 11e

Note: This presentation includes proofreading tips using Word 2013’s Speak and Search features. Your screens may vary slightly. See the handout “Developing Proofreading Skills” for details on all topics in this presentation.

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Proofreading: Speak • Use Word 2013’s Speak feature to listen to

copy read aloud.• Add the Speak button: From the Quick Access

Toolbar list arrow, click More Commands; from the Word Options window, click All Commands, Speak, Add>>, OK.

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Speak (cont’d)

• In Word 2013, select the desired text.• From the Quick Access Toolbar, click Speak.• As Speak is reading your typed copy, review

your typed copy; click Speak again to stop reading; edit your copy as needed; reselect text; click Speak.

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Navigation Pane: Extra Spaces To check for extra spaces:

• Activate Show/Hide to see formatting marks.• In the Navigation Pane Search document

box, type 2 spaces. (To open the pane, type CTRL+F.) • All instances of 2 spaces will be highlighted.

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Extra Spaces (cont’d)

• Click in the document at the first error; correct the error.

• Note that Search paused appears under the Search box and the Search pane is cleared.

• Click the Next Search Result arrow (or Previous

Search Result arrow) to continue.

• Repeat until all errors have been corrected.

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Navigation Pane: Trailing Spaces To check for trailing spaces (a space before ¶):

• In the Navigation Pane Search document box, type SHIFT+6, w, SHIFT+6, and p. (Typing SHIFT+6 inserts a caret code (^); w represents white

space and p represents paragraph mark.) • Click the Next Search Result arrow.• All trailing spaces will be highlighted.• Correct errors using the same routine you used

for extra spaces.

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Navigation Pane: PunctuationTo check for any character or character string:

• In the Search document box, type a desired character, such as a period.

• All instances of that punctuation mark will be highlighted.

• Edit errors using the same routine you used for extra spaces.

• Check for any other character(s) in the same way.

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SummaryTo proofread a document:

• Add Speak to the Quick Access Toolbar to check for content errors—missing words, incorrect numbers, extra words, etc.

• Use the Navigation Pane, Search document box to check for:• Extra spaces.

(type 2 spaces)• Trailing spaces.

(type SHIFT+6, w, SHIFT+6, p)• Any other character or character string.

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Feedback?If you have any questions on

Speak or the Navigation Pane features, e-mail me:

Note: This presentation was created as a generic guideline. Your specific screens and procedures may vary.

Enjoy using Speak and

Search!