Lyla Lindsey
Microsoft Word is a powerful tool for writers, with a range of proofreading features to help you present your work professionally. However, Word defaults to US English, which can be frustrating for Australian writers wanting to use Australian English. This is a guide to making sure your document is being thoroughly and correctly spell-checked for Australian English, as well as some other proofreading tips.
| Characteristics | Values |
|---|---|
| Spell check | Ensure that the spell check is appropriate for your document and that all text is included in the spell check |
| Language | Select 'English (Australia)' or 'Australian English' |
| Custom dictionary | Add technical terms or foreign words to your custom dictionary |
| Grammar check | Check the 'Grammar & more' or 'Grammar & Style' box under 'When correcting spelling and grammar in Word' |
| Read aloud | Use the 'Read Aloud' function to have your computer read your document to you |
| Editor function | Use the Editor function to access an overview of errors, tone of voice, spelling and grammar corrections, and refinements |
| Gender-neutral pronouns | Select 'Gender-Neutral Pronouns' under 'Inclusiveness' in the 'Grammar Settings' box to make your writing more gender-inclusive |
| Tracking | Use 'Tracking' and 'Simple Markup' to keep your document tidy during the editing/proofreading process |
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What You'll Learn
Set the language to Australian English
Microsoft Word defaults to US English, which can be frustrating for Australian writers submitting to Australian universities or journals. To set the language to Australian English, follow these steps:
Step 1:
Go to the Review tab in the document. Click on the Language drop-down menu and select 'Set Proofing Language'. This will bring up the Language box.
Step 2:
Select the most suitable version of English, which will be 'English (Australia)' for Australian writers.
Step 3:
In Windows, go to the Control Panel and access the Regional and Language Settings. Choose your language on the Regional Options tab.
Step 4:
Still in the Regional and Language Settings, click on the 'Details' button on the Languages tab. Set the Default Input Language to your chosen language. Delete any unwanted languages in the 'Installed services' box.
Step 5:
Click on 'Start', then 'All Programs', followed by 'Microsoft Office' and 'Microsoft Office Tools'. Find the Language Settings tool and select 'English (Australia)'. Delete all other languages.
Step 6:
Open a blank Word document and set the language within the document to Australian English.
You can also change the template settings by editing the Normal.dotx file. Open this file, select all content, and set the language to Australian English. Save the file.
By following these steps, you can ensure that your Microsoft Word documents are proofread according to Australian English standards.
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Customise your dictionary
To customise your dictionary, you must first set your default language to Australian English. This is because your custom dictionary is linked to your default language.
To set your default language to Australian English, you must set four settings:
- In Windows, in the Control Panel, go to Regional and Language Settings. On the Regional Options tab, choose your language.
- Still in the Regional and Languages Settings, on the Languages tab, click the Details button. Set the Default Input Language to the language of your choice. In the Installed services box, delete any language you don't want.
- Click Start > All Programs > Microsoft Office > Microsoft Office Tools. Find the Language Settings tool. Choose the language you want, and delete all other languages.
- Start Word. If it does not open with a blank document, do ctrl-n to create a new document. Set the language within Word to Australian English.
Once you have set your default language to Australian English, you can customise your dictionary by adding words to it. If you are writing in a field with technical vocabulary, Word may incorrectly identify some words as misspelled. Rather than ignoring these, you can add them to your custom dictionary. To do this, go to Proofing Options and look for 'Custom Dictionaries'. Make sure the tick box 'Suggest from main dictionary only' is clear. Click on 'Custom Dictionaries' to open a window. Select the default custom dictionary and select 'Edit Word List'. You can then add or delete entries.
Customising your dictionary will allow you to correct your typos and grammar errors as you type, and will make your final grammar and spell check faster and more effective.
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Check grammar settings
To make Microsoft Word proofread in Australian English, you must ensure that the language settings are set to English (Australia). Here is how you can do that:
- Highlight your entire document (Ctrl+A>).
- Go to the ‘Review’ tab.
- Click on the ‘Language’ dropdown menu and select 'Set Proofing Language'.
- Select 'English (Australia)' from the language box.
Customise Proofing Options
- Go to Proofing Options and look for 'Custom Dictionaries'.
- Ensure that the tick box 'Suggest from main dictionary only' is clear.
- Click on 'Custom Dictionaries' to open a window.
- Select the default custom dictionary and choose 'Edit Word List'.
- Add or delete words from your custom dictionary as needed.
Set Default Language
To set Australian English as the default language in Word, follow these steps:
- In Windows, go to Control Panel > Regional and Language Settings.
- On the Regional Options tab, choose English (Australia) as your language.
- Click on the 'Languages' tab, then click 'Details'.
- Set the Default Input Language to English (Australia).
- Delete any unwanted languages from the 'Installed services' box.
- Click 'Start' > 'All Programs' > 'Microsoft Office' > 'Microsoft Office Tools'.
- Find the Language Settings tool and choose English (Australia).
- Delete all other languages.
By following these steps, you can ensure that Microsoft Word is proofreading your document using Australian English grammar and spelling conventions.
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Read your work aloud
Reading your work aloud is one of the most powerful proofreading techniques. This method is especially useful for native English speakers, but it can also be helpful for non-native speakers. When you read your work aloud, you can identify errors that you might have missed when reading it silently. For example, you might notice that you've left out a word, used the wrong word, or made a grammatical mistake. These types of errors can be difficult to spot on the page, but they often stand out when you read the sentence aloud.
In addition to catching errors, reading your work aloud can help you evaluate the flow and tone of your writing. You might realise that a sentence is too long, too convoluted, or too repetitive. Hearing your writing read aloud can also give you a sense of whether the tone is appropriate for your intended audience. For instance, you might find that it sounds too formal, too casual, or too chatty.
To enhance the effectiveness of this technique, try working from a printed copy. As you read, follow along with your finger, pointing at each word to help you stay focused and ensure you don't skip anything. Reading your work aloud sentence by sentence, starting at the end and working backward, can also help you focus on the structure of each sentence rather than the overall flow of your argument.
If you find it challenging to catch errors when reading your work aloud, consider using a text-to-speech tool or asking a friend to read your work to you. Sometimes, hearing your work read by someone else or by a computer program can help you identify issues that you might have otherwise missed. For instance, Microsoft Word has a built-in "Read Aloud" feature that you can use to proofread your work.
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Use the 'Ignore All' function
When using Microsoft Word, the program automatically detects spelling errors and flags them for you to review. However, there may be instances where you want to ignore certain errors, especially if they are false positives or stylistic choices. This is where the "Ignore All" function comes in.
The "Ignore All" feature allows you to dismiss specific errors throughout your document with just one click. Instead of having to address each instance individually, "Ignore All" ensures that Word won't flag that particular error again, keeping your page tidy and making it easier to identify genuine mistakes.
To use the "Ignore All" function, right-click on the flagged word or error, and select "Ignore All" from the bottom left corner of the spelling menu. This is particularly useful if you are using technical vocabulary, foreign phrases, or author names that Word may not recognise.
It's important to note that the "Ignore All" function is different from the "Add to Dictionary" option. When you "Add to Dictionary," you are adding that word to your custom dictionary, which can be useful if you want Word to recognise and autocorrect that word in future documents. In contrast, "Ignore All" is a one-time instruction for that specific document.
By utilising the "Ignore All" feature, you can streamline your proofreading process and focus on the errors that truly matter, making your writing more polished and professional.
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Frequently asked questions
Go to the Review tab, click on the Language dropdown menu and select Set Proofing Language. Choose English (Australia) from the language box.
Click on Default after selecting 'English (Australia)' from the language box.
In Windows, go to Control Panel > Regional and Language Settings. Choose Australian English as your language. Then, click on Details and set the Default Input Language to Australian English.
If Word identifies technical terms as misspelled, you should Add them to Dictionary. This will add those words to your custom dictionary.
Use the Read Aloud function in Word to have your computer read the document to you. This will help you identify any errors or mistakes.
