@database @node main chapter09 9 PERFECTING A DOCUMENT @{" USING THE SPELLER " LINK 9-1} Word Verify .................................@{" 9-2 " LINK 9-2} Document Scan ...............................@{" 9-4 " LINK 9-4} Type and Spell ..............................@{" 9-5 " link 9-5} Correcting spelling errors ..................@{" 9-6 " LINK 9-6} From the keyboard ......................@{" 9-6a " LINK 9-6a} Asking for spelling suggestions ........@{" 9-6b " LINK 9-6b} Using the 'Words' list .................@{" 9-7 " LINK 9-7} Ignoring a word ........................@{" 9-7a " LINK 9-7a} Adding words ................................@{" 9-8 " LINK 9-8} Deleting words ..............................@{" 9-8a " LINK 9-8a} USING THE THESAURUS Using the thesaurus .........................@{" 9-9 " LINK 9-9} OBTAINING DOCUMENT STATISTICS Obtaining document statistics ...............@{" 9-10 " LINK 9-10} USING THE GRAMMAR CHECKER Cecking and correcting grammar ..............@{" 9-10a " link 9-10a} "Grammar" requester buttons ..............@{" 9-11 " link 9-11} SELECTING GRAMMAR AND STYLES RULES Selecting and applying rule groups ..........@{" 9-13 " link 9-13} @endnode @node 9-1 PERFECTING A DOCUMENT Now that you have created, edited, and formatted your document, it`s time to turn to Final Writer`s speller, thesaurus, and statistics feature to help make your document as perfect as possible. In this section, you will learn how to : * USE THE SPELLER - Includes information on checking a document, obtaining spelling suggestions from Final Writer, and working with your own personalized user dictionary. * USE THE THESAURUS - Final Writer allows you to obtain lists of synonyms for words in your document. * OBTAIN STATISTICS - Once your document is complete, you may instruct Final Writer to count its various elements, Including characters, words, lines, sentences, paragraphs, and pages. Averages are also provided. * USE THE GRAMMAR CHECKER - Final Writer provides a means to check and recheck your grammar and word usage. Perfecting a Document 9-1 USING THE SPELLER Final Writer`s built in spelling detector will scan your document for words it does not recognize and give you the opportunity to revise the spelling. Final Writer`s spelling corrector will provide spelling suggestions for words that it flags as possible misspellings. All spelling functions are accessed through the "speller" requester. Once the "Speller" requester is open, it can be moved to any place on the screen, or depth arranged behind a document window. @endnode @node 9-2 "WORD VERIFY" In "Word Verify" mode you instruct the speller to verify a single word in your document text. When checking a single word, the speller will check and word that you have selected. If you have selected more than one word, the speller will only check the first word in the selected range. TO CHECK A SINGLE WORD IN YOUR DOCUMENT: ------------------------------------------------------------------------ 1. Double-click the mouse in the word to be verified. *** @{" See Fig 9-1 " system "ps fw_41:fig9-1"} *** 9-2 Perfecting a Document 2. Choose "Speller ..." from the "Tools" menu. *** @{" See Fig 9-2 " system "ps fw_41:fig9-2"} *** The "Speller" requester will appear and the word is verified. The speller will display a message indicating whether or not the word is spelled correctly. *** @{" See Fig 9-2 " system "ps fw_41:fig9-2"} *** If the word is not spelled correctly, you can use any of the "Speller" requester`s options for obtaining suggestions or adding the word to your user dictionary. 3. Click the mouse in the "Seller" requester's close box when you are finished using it. TO VERIFY THE SPELLING OF A WORD THAT IS NOT IN YOUR DOCUMENT: ----------------------------------------------------------------------- 1. Choose "Speller .." from the "Tools" menu. *** @{" See Fig 9-2 " system "ps fw_41:fig9-2"} *** 2. Click the mouse in the data entry area under "Word:" and type in the word that you want to verify. 3. Click on the requester`s "Lookup" button. The spell checker will indicate whether the word is misspelled or spelled correctly in the area under "Words". Perfecting a Document 9-3 @endnode @node 9-4 DOCUMENT SCAN In "Document Scan" mode, you instruct the speller to scan a document starting at the insertion point and continuing until the end of document, or until you tell it to stop. When scanning a document, the speller will start at the position in the document where the insertion point is. TO BEGIN A DOCUMENT SPELL CHECK: ------------------------------------------------------------------------ 1. Set the insertion point where you want the spell check to begin, and choose "Speller ..." from the "Tools" menu. *** @{" See Fig 9-3 " system "ps fw_41:fig9-3"} *** The "Speller" requester will appear on the screen. *** @{" See Fig 9-3 " system "ps fw_41:fig9-3"} *** 2. Click on the "Spell" button. The spell check will begin at the insertion point, wrapping around if necessary to examine the entire document for errors. As they are found, potentially incorrect words will be highlighted in your document, and the highlighted word will appear in the "Word" data entry area of the "Speller" requester. A message indicating the potential error simultaneously appears in the "Alternatives" section of the requester. 9-4 Perfecting a Document @endnode @node 9-5 TYPE AND SPELL Final Writer`s "Type and Spell" feature will flash the screen whenever you type a word that can not be found in its spelling dictionaries. Before the program checks a word, it waits for you to enter some character that cannot be part of a word (space, period, comma, etc.). "Type and Spell" is an option feature that is enabled in the "General" settings area of the "Project Preferences" requester. TO ENABLE OR DISABLE "TYPE AND SPELL": ----------------------------------------------------------------------- 1. Choose "Preferences" from the "Project" menu. *** @{" See Fig 9-4 " system "ps fw_41:fig9-4"} *** The "Project Preferences" requester will appear showing the "General" settings. *** @{" See Fig 9-4 " system "ps fw_41:fig9-4"} *** 2. Click the "type and Spell" box. A check mark indicates "Type and Spell" is enabled. 3. Click on either the "Use" or "Save" button. Perfecting a Document 9-5 @endnode @node 9-6 CORRECTING SPELLING ERRORS Once a potential error has been identified Final Writer offers you several ways in which to correct it. You may enter the replacement from the keyboard, ask Final Writer to provide a list of potential alternatives from which to choose, or you may skip a word that has been incorrectly flagged by the spell checker. Please remember that if you have turned on the "Automatic Suggestions" feature in the "Speller" section of the "tools Preferences" requester, spelling alternatives will be provided automatically for every flagged word. In any of these correction scenarios, the spell checker will automatically resume its document scan after the revision has been made. @endnode @node 9-6a TO CORRECT AN ERROR FROM THE KEYBOARD: ------------------------------------------------------------------------ 1. Click the mouse in the data entry area next to "Change To", and type in the correct word. *** @{" See Fig 9-5 " system "ps fw_41:fig9-5"} *** 2. After verifying that the word you have typed in appears as you wish it to, click on the "Replace" button. The original highlighted word in your document text will be replaced with the characters you typed. @endnode @node 9-6b TO ASK FOR SPELLING SUGGESTIONS: ------------------------------------------------------------------------ 1. After the word has been highlighted on he screen, click on the requester`s "Suggest" button. A list of correctly spelled alternatives will appear in the "Alternatives" section of the requester. The first word in the list is the one the spell checker considers the most likely replacement for the Perfecting a Document 9-6 word highlighted in your document. This most likely word will automatically appear in the "Change To" data entry area. *** @{" See Fig 9-6 " system "ps fw_41:fig9-6"} *** 2. If the spell checker`s most likely alternative is not the correct replacement, you may examine the remainder of the list. If the list is lengthy, use the scroll bar to move through the remaining alternatives. @endnode @node 9-7 TO MAKE A CORRECTION USING THE "WORDS" LIST: ------------------------------------------------------------------------ 1. Once you have determined which of the alternatives is the correct replacement, select that word by clicking the mouse on the word. The word you selected will appear in the "Changes To" data entry area in the requester. 2. Click on the requester`s "Replace" button. The highlighted word in your document will be replaced with the alternative word you selected. @endnode @node 9-7a TO IGNORE A WORD THE SPELLER THINKS IS MISSPELLED: ------------------------------------------------------------------------ 1. Determine if the word highlighted by the spell checker is actually spelled correctly. Final Writer`s spell checker will automatically flag any word that does not appear in the main or user dictionaries. It is always a good idea to verify the correct spelling of such words before ignoring them. 2. Click on the requester`s "Ignore" button. The spell checker will automatically ignore other instances of the same word as long as the "Speller" requester is open. Perfecting a Document 9-7 @endnode @node 9-8 ADDING WORDS Final Writer flags words as possible misspellings when it cannot find them in either the main or user dictionary. You can add any word to the user dictionary so it will not be flagged again. TO ADD A WORD TO THE USER DICTIONARY DURING A SPELLING CHECK: ------------------------------------------------------------------------ 1. Verify that the highlighted word is spelled correctly and that it should be added to the user dictionary. 2. Click on the requester`s "Add" button. The word will be added to the user dictionary. If you are examining your entire document for errors, the spell checker will automatically continue its scan. All future instances of the word will be verified against the spelling you have entered in the user dictionary. The word will only be highlighted in the future if it does not match the entry in the user dictionary. @endnode @node 9-8a DELETING WORDS You can remove words from the user dictionary when you no longer want that word to be accepted as a correctly spelled word. TO DELETE A WORD FROM THE USER DICTIONARY: ------------------------------------------------------------------------ 1. Click on the requester`s "View" button to bring up the list of words in the user dictionary. The list will appear in the "Words" section of the requester. 2. Click on the word to be deleted. *** @{" See Fig 9-7 " system "ps fw_41:fig9-7"} *** 3. Click on the "Delete" button. 9-8 Perfecting a Document @endnode @node 9-9 USING THE THESAURUS Final Writer`s thesaurus is a tool that helps you find the best word for given situation. The thesaurus gives a list of synonyms for words you specify. TO USE THE THESAURUS FOR A WORD IN THE DOCUMENT: ------------------------------------------------------------------------ 1. Double-click on the desired word. 2. Choose "Thesaurus ..." from the "Tools" menu. *** @{" See Fig 9-8 " system "ps fw_41:fig9-8"} *** The "Thesaurus" requester will appear on your screen. Notice that a selected word appears in the "Word" data entry area, and that a number of alternatives are listed. *** @{" See Fig 9-8 " system "ps fw_41:fig9-8"} *** 3. Review the list, using the scroll bars if necessary. 4. If you like to view additional lists of alternatives, click on any word in the current list, then click on the "Find" button. A new list of definitions and synonyms will appear. 5. Once you have found the desired word to replace the selected word in your document, click on that word in the list. 6. Click on the "Replace" button. The selected word in your document will be replaced with the word from the list. Perfecting a Document 9-9 @endnode @node 9-10 OBTAINING DOCUMENT STATISTICS Final Writer`s document statistics feature is helpful if you are writing a document that has certain limitations on the number of words. TO OBTAIN DOCUMENT STATISTICS: ------------------------------------------------------------------------ 1. Choose "Statistics" from the "Extra" menu. *** @{" See Fig 9-9 " system "ps fw_41:fig9-9"} *** The "Document Statistics" requester will appear on your screen. *** @{" See Fig 9-9 " system "ps fw_41:fig9-9"} *** @endnode @node 9-10a USING THE GRAMMAR CHECKER Final Writer identifies sentences that contain possible grammatical or stylistic errors and suggests improvements through the Grammar Check feature. For example, if you wrote, "The software were installed by the technician," Final Writer would question the grammar, first for subject- verb agreement and then for passive voice. Final Writer also questions style errors, such as wordiness and the use of trite phrases. You can define how strictly Final Writer observes grammar and style rules by using rule groups. Final Writer provides six rule groups which you can customize to observe or ignore specific grammar or style rules. CHECKING AND CORRECTING GRAMMAR Final Writer checks your entire document, starting at the insertion point. You may check part of a document by selecting that part of text prior to choosing the "Grammar" command. 9-10 Perfecting a Document TO CHECK GRAMMAR: ----------------------------------------------------------------------- 1. Choose "Grammar" from the "tools" menu *** @{" See Fig 9-10 " system "ps fw_41:fig9-10"} *** The "Grammar" requester will appear. When Final Writer finds a sentence with questionable grammar or style, it displays the sentence in the "Sentence" dialog box. *** @{" See Fig 9-10 " system "ps fw_41:fig9-10"} *** 2. Use the buttons on the "Grammar" requester along with information shown within this requester to correct your document. NOTE. See descriptions of buttons below. 3. When you are finished correcting your document, click the mouse on the "Grammar" requester`s close box. @endnode @node 9-11 "GRAMMAR" requester buttons You will use the buttons in the "Grammar" requester to interactively check and correct grammar in a document. Descriptions of these buttons are: Check This button begins the grammar checking process. During the actual document examination process, the title of this button changes to "Stop". When a possible grammar error is detected, the title of this button then becomes "Ignore". Stop The "Check" button changes to a "Stop" button while the program is examining the document. Clicking on the "Stop" button halts the grammar correction process. Ignore The "Check" button changes to an "ignore" button once the program detects a possible grammar error. Clicking on the "Ignore" button instructs the program to ignore the current error and continue checking for grammar. Perfecting a Document 9-11 Change The "Change" button is enabled when grammar exception exists and there are one or more correction choices to choose from in the "Message" area. Click the mouse on the desired correction choice and then click on "Change". The program will modify the document text with the chosen correction. Not all grammar exceptions will have correction choices. Next Sentence The "Next Sentence" button is enabled when a grammar exception exists. There may be more than one exception within the sentence being checked. If you want to ignore the error, as well as any other possible errors in the sentence, click on "Next Sentence". The program will begin grammar detection with the next sentence. Ignore Rule The "Ignore Rule" button is enabled when a grammar exception exists. The exception may be one that you don't want flagged again during the correction session (for example, a passive voice error). If you click on "Ignore Rule" the program will continue grammar checking and will not flag any more exceptions for the ignored rule. Clicking on this button does not turn off the rule forever only during the current grammar correction session. Explain .. The "Explain .." button is enabled when a grammar exception exists ant there is an additional explanation available about the exception. If you click on the "Explain .." button, the program opens a separate window that contains the explanation. Suggest The "Suggest" button is enabled when a spelling exception exists. If you click on the "Suggest" button, the program will display one or more spelling alternatives for the misspelled word. Add .. The "Add .. button is enabled when a spelling exception exists. If the word is actually spelled correctly and you want it added to the grammar corrector's user dictionary, click on "Add ..". Options .. The "Options .." button is used to access the "Grammar Preferences" requester. 9-12 Perfecting a Document @endnode @node 9-13 SELECTING GRAMMAR AND STYLES RULES Final Writer will observe grammar and style rules as strictly or as leniently as you desire. You can use rule groups to instruct Final Writer as to your preferences. Final Writer provides six predefined rule groups which you can customize to suit your needs. TO SELECT A GRAMMAR AND STYLE RULE GROUP: ----------------------------------------------------------------------- 1. Choose "Preferences" from the "Tools" menu. *** @{" See Fig 9-11 " system "ps fw_41:fig9-11"} *** The "Tools Preferences" requester will appear. 2. Click on the "Grammar" tab that appears in the row of tabs at the top of the requester. The "Grammar" preference choices will appear. *** @{" See Fig 9-11 " system "ps fw_41:fig9-11"} *** 3. Using the popup menu under "use Grammar Rules", select the set of rules you wish to enforce. The program will redraw the "Rule Types" list showing the status of rules defined by the selected rule set. TO CUSTOMIZE A GRAMMAR AND STYLE RULE GROUP: ----------------------------------------------------------------------- 1. Locate the rule within the "Rule Types" list that you want to enable or disable, and click on the rule type's name to enable or disable it. 2. Click on "Use" or "Save". Perfecting a Document 9-13 @endnode