Lesson 14: Spell Check and Printing

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Introduction

By the end of this lesson, you should be able to:

  • Use spell check
  • Print slides
  • Print handouts
  • Print notes pages
  • Print an outline

Using spell check

The spell check tool allows you to check your entire presentation for spelling errors. PowerPoint has a dictionary you can customize with words typically not included in a standard dictionary.

To use the spell check tool:

  • Click Tools Spelling.

Click on Tools, choose Spelling

OR

  • Click the Spelling button on the Standard toolbar.

Spelling button

Scanning for errors

Once you launch the spell check tool, one of two scenarios will occur:

  • PowerPoint quickly scans your presentation, searching for words that aren't in its dictionary. If there are no recognizable errors, a dialog box will appear stating that the spelling check is complete.

Spelling Check Complete dialog box

  • If there are possible spelling errors, the Spelling dialog box opens and offers you several options. Any unrecognized word appears in the Not in Dictionary box.

Spelling dialog box

Spell check options

Spelling dialog box with Change selected

You can choose from one of the options in the Spelling dialog box:

  • Ignore: The word is correct and does not need to be added to the custom dictionary.
  • Ignore All: Ignore all occurrences of the word.
  • Change: Correct the word.
  • Change All: Change all occurrences of the spelling of a word.
  • Add: Add a word to the custom dictionary.
  • Suggest: PowerPoint suggests possible correct spellings of a word. Scroll through the list to find the correct spelling. Select the appropriate one, then click the Change button.
  • AutoCorrect: This automatically corrects many common spelling, typing, and grammatical errors.

Once the entire presentation has been checked for spelling errors and you have made your corrections or changes, click Close.

The spell check tool does not catch all errors. Be sure to read through your text carefully to find any typographical errors.

Previewing and printing

Once you've corrected any errors in your document, you can print it. PowerPoint XP allows you to preview your presentation before you print. You can preview and print slides, handouts, notes pages, and outlines.

To preview and print a presentation:

  • Click File Print Preview.

Click on File, choose Print Preview

OR

  • Click the Print Preview button on the Standard toolbar.

Print Preview button

  • On the Print Preview toolbar, click the down-pointing arrow next to the Print What box.

Print What box

  • Select the layout you want to preview or print.
  • Click Close to return to the presentation, or choose Print to print the layout.

Printing a slide presentation

If you don't want to preview your presentation in the various formats, you can print it.

To print:

  • Click File Print.

Click on File, choose Print

  • The Print dialog box opens.

Print dialog Box

  • Click the down-pointing arrow next to the Print What box.
  • Choose Slides, Notes, Handouts, or Outline.
  • Select the print range and number of copies.
  • Click OK.

Challenge!

  • Open the presentation Tips for Getting Organized.
  • Use spell check to check spelling.
  • Make any necessary corrections.
  • Preview handouts (6 slides per page).
  • Print handouts.

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