Correct Grammar 1993 Manual

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RESTRICTED RIGHTS LEGEND: Use, duplication, or disclosure by the Government is subject to restrictions as set forth in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFARS 252.227-7013. WordStar International Incorporated, 201 Alameda del Prado, P.O. Box 6113, Novato, CA 94949. Grammar. for Macintosh feats Notices Copyright © 1993 Writing Tools Group, Inc. All rights reserved. Writing Tools Group, Inc. isa subsidiary of WordStar International Incorporated. No part of this publication may be reproduced, displayed on a computer system, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the prior written consent of Writing Tools Group, Inc. Inquiries may be forwarded to: WordStar International Incorporated WordStar International Limited 201 Alameda del Prado Chancery House P.O. Box 6113 St. Nicholas Way Novato, CA 94948 Sutton, Surrey USA. SM1 1JB, England Correct Grammar is a registered trademark of Writing Tools Group, Inc. CorrecText is a registered trademark of Houghton Mifflin Company. WordStar is a registered trademark of WordStar International Incorporated. All other product names in this publication are trademarks or registered trademarks of their respective owners. CorrecText Grammar Correction System licensed from Houghton Mifflin Company. Copyright © 1990 by Houghton Mifflin Company. All rights reserved. Underlying technology developed by Language Systems, Inc. U.S. Pat. Nos. 4,868,750; 4,864,502; 4,864,501; 4,773, 009; 4,771,401; 4,730,269; and 4,580,241. Canadian Pat. No. 1,203,916. Reproduction or disassembly of embodied programs or databases prohibited. No investigation has been made of common-law trademark rights in any word. Words that are known to have current registrations are shown with an initial capital. The inclusion or exclusion of any word, or its capitalizations, in the CorrecText Grammar Correction System database is not, however, an expression of the developer's opinion as to whether or not it is subject to proprietary rights, nor is it to be regarded as affecting the validity of any trademark. RESTRICTED RIGHTS LEGEND: The use, duplication, or disclosure by the Government is subject to restrictions as set forth in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software Clause at DFARS 252.227-7013. Writing Tools Group, Inc., 201 Alameda del Prado, P.O. Box 6113, Novato, CA 94948. CGM3-01B Contents Preface vii Chapter 1 Getting Started Before You Begin What You Need to Get Started Enhancing Performance Installing Correct Grammar. If You’re Upgrading from a Previous Version Installing Correct Grammar on a Network About the Correct Grammar Files The Read Me First File Starting Correct Grammar Starting with a Copy of Launch CG Starting with an Alias Starting from the Apple Menu. COMANNAAWWNNYE HE Dragging to the Icon any =) Choosing a User Dictionary Learning About Correct Grammar Using Learn CG Using Tour CG If You Need Help System 7.0 Balloon Help If You Have Problems. Rm ar - any a i) m a B i Contents Chapter 3 Choosing Options Using the Options Menu Making Backup Copies of Documents Chapter 2 Using Correct Grammar Correct Grammar and Word Processors Checking a Document Directly Opening a Document Using the Correction Dialog Box. When Correct Grammar Makes a Suggestion. Editing a Document Scrolling a Document Closing a Document Saving Your Changes Interrupting the Checking Process Resuming the Checking Process Checking a Document Using the Clipboard Moving Text onto the Clipboard. Using the Correction Dialog Box. When Correct Grammar Makes a Suggestion Editing Text on the Clipboard Scrolling the Clipboard. Saving Changes Interrupting the Checking Process Tips on Working with Correct Grammar. Requesting Automatic Spelling Suggestions a) 16 19 19 20 BRRR 26 27 27 29 31 31 32 33 35 36 37 37 38 39 Contents Using a User Dictionary 39 Deleting or Changing a Word in the User Dictionary 40 Adding a Word to the User Dictionary 41 Adding Abbreviations to the User Dictionary 42 Emphasizing Related Errors 43 Checking Documents for Readability 45 Displaying the Readability Summary. 46 Saving the Readability Summary 46 Printing the Readability Summary 47 Checking for Readability Only 47 Making a Language Choice 48 Chapter 4 Customizing Correct Grammar 51 Deciding on a Predefined Style Guide 52 Displaying the List of Predefined Style Guides 52 Reviewing Rule Settings 54 Choosing a Predefined Style Guide 56 Customizing a Style Guide 57 Grammar Rule Classes 57 Using the Grammar Rules Dialog Box 60 Turning Off a Grammar Rule 62 Turning Off a Grammar Rule Class 63 Turning On a Grammar Rule Class 64 Customizing Readability Rules 64 Appendix A Common Grammar Problems val Appendix B The Philosophy and Methodology of Correct Grammar 7 Why Correct Grammar Works the Way It Does 77 Contents vi How Correct Grammar Checks Your Document. Sentence Expert Dictionary Expert Parsing Expert Parse Analyzing Expert What Is Readability and How Does Correct Grammar Check for It? Readability Scores Appendix C Writing Your Own Rules How Rules Work Writing New Rules Using MAKERULES to Compile the Rule File The Rule File RULETYPE Statements RULE Statements EMn and ALTn Statements Comments, Escape Sequences in Error Messages More Complex Rules. Spelling Errors in Matched Text Operators Macros and Their Functions Rule Compiler Error Messages Miscellaneous Error Messages Syntax Errors Index 80 80 81 82 83 86 89 89 91 93 93, 94 95 98 99 100 107 108 109 117 117 117 125 Preface Overview Correct Grammar is based on the powerful CorrecText® Grammar Correction System developed by the Houghton Mifflin Company and the world’s leading authorities on computational linguistics. Correct Grammar can function as an online editor and help you pro- duce clearly written, readable documents by checking your documents for spelling, word usage, grammar, and readability. You will find using Correct Grammar as easy as using your spelling checker—just let it search for possible problems, and you can respond to the easy prompts and menu choices. What Correct Grammar Does Correct Grammar identifies errors in grammar, word usage, punctua- tion, style, and spelling. In addition, Correct Grammar can apply standard readability tests to your documents to locate readability problems, such as overly long sentences or passive voice. And when Correct Grammar finishes checking your document, it can display a summary of its readability. As Correct Grammar checks your document, it suggests corrections that you can make. You can also request more information about the suggestions and related problems. vii Preface Correct Grammar can display explanations that tell you what may be wrong with the text that it has highlighted, how to correct the text, and how to avoid the mistake in your future writing. Why Correct Grammar Is Easy to Use = Correct Grammar is easy to install. You just run the installation program, and Correct Grammar is automatically installed onto your desktop. = You can check all or part of a document. You can check as much of a document as you want; you don’t have to waste time doing unnecessary checking. = Correct Grammar provides online help. Just use the Help command. If you are using System 7.0 or later, Help appears in balloons. = Many of the grammatical suggestions are linked to an online tutorial. When Correct Grammar finds a grammatical error in your document, it describes the error and suggests how to correct it. Many explanations are linked to the online tutorial, so you can use the Tutorial command to display a lesson on the writing principle that applies to the suggestion. The tutorial may include examples of correct sentences or word usage. When you finish with the tutorial, Correct Grammar returns you to the same place in your document. = You can use existing grammar rules or create your own rules. Correct Grammar is based on the expertise of the publishers of the American Heritage Dictionary. It has thousands of grammar rules and its own 135,000-word spelling dictionary. viii Preface You can either use these rules or write your own rules. The Correct Grammar MakeRules application allows you to create rules that Correct Grammar uses to find and correct errors. The rules you create may, for example, conform to a corporate standard or your personal writing style. Correct Grammar can check grammar in many types of word processing documents. And it works with any application that can copy text to the Clipboard. About This Manual This manual consists of the following chapters and appendices: Chapter 1, “Getting Started,” describes how to install Correct Grammar on your Macintosh, how to start Correct Grammar for the first time, how to learn to use Correct Grammar, and what to do if you need help or have problems installing or using Correct Grammar. Chapter 2, “Using Correct Grammar,” describes how to use Correct Grammar to check a document. Chapter 3, “Using Options,” describes the options that you can use to modify the way Correct Grammar checks your documents. Chapter 4, “Customizing Correct Grammar,” describes how to choose, review, and customize predefined style guides. Appendix A, “Examples of Common Grammar Problems,” describes common grammar problems and how Correct Grammar suggests correcting them. Appendix B, “The Philosophy and Methodology of Correct Grammar,” provides background information on how Correct Grammar checks documents and why it works the way it does. Preface = Appendix C, “Writing Your Own Rules,” gives detailed instructions for writing your own grammar rules and compiling them with the MakeRules application. Chapter 1 Getting Started In this chapter you'll learn a What you need to get started with Correct Grammar Q How to install the application on your computer a How to start Correct Grammar for the first time a How to use the tutorial files to learn about Correct Grammar Before You Begin To set up and use Correct Grammar on your Macintosh, you need an understanding of basic Macintosh concepts. Before you begin instal- ling Correct Grammar, you should know how to a Use icons on the desktop a Use the mouse to point, click, and double-click a Start and quit applications a Open, copy, and delete documents Getting Started = Pull down menus and choose commands = Scroll in windows = Use the Clipboard to store information If you are not familiar with these tasks, see the manual that came with your system software disks. What You Need to Get Started To use Correct Grammar, you must have a Macintosh computer with a hard disk. Also, your Macintosh System and Finder files must be compatible with Correct Grammar. You must be using System 6.0 or later, with a comparable Finder version. (Correct Grammar is compatible with System 7.0 and later.) To check the System and Finder versions on your computer, choose About the Finder from the Apple (@ ) menu. If your system software is not compatible with Correct Grammar, you can get the latest versions from your authorized Apple dealer in a sys- tem software update. Note: It’s a good idea to install your word processing programs before you install Correct Grammar, although you can also install word pro- cessing programs later. Enhancing Performance You may enhance the performance of Correct Grammar (and many other applications) by turning on RAM Cache. RAM Cache causes information that is frequently obtained from the hard disk to be saved in RAM. To find out how to turn on RAM Cache, see your Macintosh reference manual. Set RAM Cache for 64K or higher. Installing Correct Grammar Installing Correct Grammar The Correct Grammar program and its associated files are contained on two disks. The disks contain an installation program that automat- ically installs Correct Grammar on the hard disk. If you do not have an earlier version of Correct Grammar on your computer, follow the steps below to install this version of Correct Grammar. @ To install Correct Grammar: 1 Insert the Correct Grammar Disk 1 into the disk drive. Note: Disk 1 may contain a Read Me First file. This file contains information that was developed too late to be included in the manual. Be sure to open this file and read it before continuing the installation. To open the file, just double-click the Read Me First icon. 2 Double-click the Correct Grammar Installer icon. 3 Follow the instructions on the screen. If You’re Upgrading from a Previous Version If you're upgrading from a previous version (except any version of Correct Grammar 1.0), you can save the files containing your user dic- tionary, customized style guides, option preferences, and compiled user rules to use with the new version of Correct Grammar. To deter- mine whether you want to save these files, consider the following: User Dictionary The Correct Grammar user dictionary file contains the words you added with the Add button while using Correct Grammar, unless you have been sharing the MS Word user dictionary. If you have been sharing the Word user dictionary, that dictionary con- tains your added words and you don’t need to save the Correct Grammar user dictionary file. The Correct Grammar user dictionary Getting Started is named “User Dictionary” and is stored in the Correct Grammar Preferences folder. Style Guides If you customized any of the style guides, or developed your own, you may want to save them. Customized style guides are stored in the Correct Grammar Preferences folder. The names of the original style guides are listed in Chapter 4, “Customizing Correct Grammar.” Preferences This file contains your option choices and current stand- ard style guide. The Preferences file is stored in the Correct Grammar Preferences folder. CompiledRules This file contains the grammar rules you have written and compiled with the MakeRules application. The CompiledRules file is stored in the Correct Grammar folder. To save any or all of the above files from a previous version for use with this version of Correct Grammar, follow the steps below. @ To save files and install Correct Grammar: 1 Inthe System folder, open the Correct Grammar Preferences folder. 2. Drag the files you want to save out of the Correct Grammar Preferences folder and store them on the desktop. 3 Close the Correct Grammar Preferences folder, and then close the System folder. 4 Ifyou want to save the rules you have written, open the Correct Grammar folder and drag the CompiledRules file to the desktop. 5 Insert the Correct Grammar Disk 1 into the disk drive. 10 11 12 13 Installing Correct Grammar Note: Disk 1 may contain a Read Me First file. This file contains information that was developed too late to be included in the manual. Be sure to open this file and read it before continuing with the installation. To open the file, just double-click the Read Me First icon. Double-click the Correct Grammar Installer icon. Follow the instructions on the screen to install Correct Grammar. Double-click the Correct Grammar application icon to start Correct Grammar. Correct Grammar asks if you want to share MS Word’s user dictionary. If you use MS Word as your word processor, click the Yes button. If you use another word processing program, click the No button. Correct Grammar displays the Open dialog box. Choose Cancel to close the Open dialog box. Pull down the File menu and choose Quit. Correct Grammar creates a new Preferences folder in the System folder. If you are saving the CompiledRules file, drag it to the Correct Grammar folder. Open the System folder and drag the other saved files to the new Correct Grammar Preferences folder. This completes the installation and Correct Grammar is now ready to use. Note: If you are using System 6.0.8 or earlier, the Correct Grammar Preferences folder is located in the current System folder. If you are using System 7.0 or later, the Correct Grammar Preferences folder is located in the Preferences folder in the current System folder. Getting Started Installing Correct Grammar on a Network Correct Grammar can be installed and used on a network. If you want to use Correct Grammar on a network, you must obtain a network license agreement and installation instructions from WordStar® International Incorporated. About the Correct Grammar Files After you install Correct Grammar and open the Correct Grammar folder, you'll see the icons for the Correct Grammar application and its associated files. The Correct Grammar files are described below: Correct Grammar This is the application file. Learn CG and TourCG You can use these files to learn how to use Correct Grammar and to see the kinds of errors Correct Grammar can help you fix. Launch CG You use this program to start Correct Grammar from within other folders or from the desktop. Read Me First This file contains last-minute information about using Correct Grammar. Using CG with MS Word This file contains information about using Correct Grammar with Microsoft Word. Using CG with WordPerfect This file contains information about using Correct Grammar with WordPerfect. Using CG with Others This file contains information about using Correct Grammar with other word processors and desktop publishing programs. Starting Correct Grammar MakeRules This is the application you use to compile the grammar rules you write. For more information, see Appendix C, “Writing Your Own Rules.” Correct Grammar Data This folder contains the style guides and dictionaries Correct Grammar uses to check documents. UserRules This file contains a template for writing new grammar rules. When you write your own grammar rules, you must write them in this file. For more information, see Appendix C, “Writing Your Own Rules.” TeachText This is the Macintosh plain text (ASCII) word processing application. You use this application to read and print plain text docu- ments like the Read Me First file and the UserRules file. You also use TeachText (or another ASCII word processor) to write new rules in the UserRules file. The Read Me First File If you see a Read Me First file when you open the Correct Grammar folder, be sure to open and read it before using this version of Correct Grammar. Double-click the Read Me First icon or retrieve the file, which is a plain text document, with your word processor. The file contains any last-minute information about Correct Grammar that is not included in this manual. Starting Correct Grammar To start Correct Grammar, open the Correct Grammar folder and double-click the Correct Grammar icon or the Launch CG icon. You can also make Correct Grammar easier to use by setting up additional ways to start the program. Additional ways to start Correct Grammar are described in this section. Getting Started Note: When you start Correct Grammar for the first time, you'll be asked to choose a user dictionary for Correct Grammar to use. The steps for choosing a user dictionary are described later in this chapter. Starting with a Copy of Launch CG In addition to starting Correct Grammar as shown above, you can start Correct Grammar by using copies of the Launch CG program. You do this by placing copies of the Launch CG icon on your desktop or in various folders on your hard disk. For example, you might put copies of Launch CG in folders containing documents and in the folder con- taining your word processor. Then Launch CG is always available in the active window when you quit your word processor, and you won't need to search through folders to locate and start Correct Grammar. @ To make a copy of Launch CG: 1 Open the Correct Grammar folder. 2 Hold down the Option key, and drag the Launch CG icon to the desktop or to another folder. 3 Release the mouse button. The computer copies the program and a copy of the Launch CG icon appears. You can make as many copies of Launch CG as you want, but you can put only one copy on the desktop and in each folder. To start Correct Grammar, double-click the Launch CG icon. Starting with an Alias If you are using System 7.0 or later, you can create aliases for the Correct Grammar application and put them wherever you want. Once you create a Correct Grammar alias, just double-click it to start Correct Grammar. Starting Correct Grammar @ To create a Correct Grammar alias: 1 Open the Correct Grammar folder. 2 Select the Correct Grammar application icon. 3 Atthe File menu, choose Make Alias. The alias icon appears with its name in italic type (you can edit the name if you want). 4 Drag the alias icon to the desktop or to a folder. To start Correct Grammar, double-click the alias icon. Starting from the Apple Menu If you are using System 7.0 or later, you can start Correct Grammar from the Apple menu instead of having to find a Correct Grammar alias or Launch CG icon. @ To add Correct Grammar to the Apple menu: 1 Create a Correct Grammar alias as described above in “Starting with an Alias.” 2 Open the System folder, and drag the alias icon to the folder named Apple Menu Items. To start Correct Grammar, pull down the Apple menu and choose the Correct Grammar alias. Dragging to the Icon If you are using System 7.0 or later, you can start Correct Grammar and begin checking a document in one step. Just drag the icon of the document you want to check to a Correct Grammar alias or to the Getting Started Correct Grammar application icon, and then release the mouse button. If the document is a word processing document, Correct Grammar starts, opens the document, and begins checking it. Choosing a User Dictionary 10 The user dictionary is a special dictionary file that you use with Correct Grammar to check spelling. This file allows you to add words that a standard spelling dictionary might not recognize or words that might be flagged as misspellings (for example, trade names, company names, or names of individuals). Correct Grammar is designed to share the Microsoft Word user dic- tionary. If you use MS Word as your word processor, you can add words to its user dictionary using Word or Correct Grammar, and the words will be recognized as correct by both programs. If you do not use MS Word, Correct Grammar will use its own user dictionary. When you start Correct Grammar for the first time, you must select a user dictionary. You can also select a user dictionary using the Options menu. To start Correct Grammar for the first time and select a user dictionary, follow the steps in the procedure below. @ To select a user dictionary: 1 Start Correct Grammar using one of the procedures described above. Correct Grammar displays a message asking if you want to share the MS Word user dictionary. 2 If youare using MS Word as your word processor and you want Correct Grammar to share the Word user dictionary, click the Yes button. If you are not using MS Word as your word processor, click the No button. Learning About Correct Grammar Correct Grammar displays the Open dialog box so you can select a document to check. If you want to change your user dictionary later, see “Using a User Dictionary” in Chapter 3, “Choosing Options.” Learning About Correct Grammar The Correct Grammar folder contains two files, Learn CG and Tour GG, that can help you learn about Correct Grammar. Using Learn CG The Learn CG document is a tutorial that introduces you to Correct Grammar. You can use this file to learn, for example, how to correct mistakes Correct Grammar finds or how to ignore suggestions Correct Grammar makes. Learn CG contains a sample document that shows you how to use the Correct Grammar checking features. The document contains deliberate errors that Correct Grammar detects. Correct Grammar stops when it finds one of these errors. The tutorial describes the error and how Correct Grammar suggests correcting it. The best way to learn about Correct Grammar is to read what Learn CG displays on your screen, and follow the instructions. @ To use Learn CG: 1 Open the Correct Grammar folder and double-click the Learn CG icon. Correct Grammar starts and begins checking the sample document. Note: If Correct Grammar is already started, choose Open from the File menu, find Learn CG in the list box, and double-click its icon. Getting Started 2 When Correct Grammar displays a suggestion, read the suggestion in the upper part of the screen, the explanation below it, and the Learn CG text in the lower part of screen. 3 Click an Action button or choose a command from the Action menu to tell Correct Grammar what to do. When Correct Grammar finishes checking Learn CG, the Save dialog box appears. 4 Click the Discard button. The Readability Summary appears. 5 Click the OK button, and choose Quit from the File menu. Correct Grammar returns you to the desktop. Using Tour CG The Tour CG file contains a short, poorly written letter. The purpose of the Tour file is to provide examples of errors Correct Grammar finds and show how it can help you correct them. For example, Tour CG shows you how Correct Grammar finds and corrects run-on sen- tences, verb agreement problems, split infinitives, redundancies, long noun strings, and spelling errors. Tour CG allows you to practice using Correct Grammar and to explore its power and versatility. When you start Tour CG, Correct Grammar automatically checks the document and stops when it finds a problem. If you're not sure how to respond to the errors Correct Grammar finds, use Learn CG first and then come back to the Tour file. @ To use Tour CG: 1 Open the Correct Grammar folder and double-click the Tour CG icon. Correct Grammar starts and begins checking the document. 12 If You Need Help Note: If Correct Grammar is already started, choose Open from the File menu. Find the Tour CG file in the list box and double-click its icon. Correct Grammar will start and begin checking the document. 2 When Correct Grammar makes a suggestion, read the suggestion, the explanation, if any, and the Tour CG text. 3 Click an Action button or choose a command from the Action menu to tell Correct Grammar what to do. When Correct Grammar finishes checking Tour CG, the Save dialog box appears. 4 Click the Discard button. The Readability Summary appears. 5 Click the OK button, and choose Quit from the File menu. Correct Grammar returns you to the desktop. If You Need Help Correct Grammar provides online help for the following: = Using Action commands To get help with using Action commands, choose Help from the Action menu or click the Help button in the Action button bar in the Correction window. = Changing style guides To get help with changing style guides, click the Help button in the Rule Classes dialog box. = Changing readability rules To get help with changing readability rules, click the Help button in the Readability Rules dialog box. Getting Started System 7.0 Balloon Help If you are using System 7.0 or later, Correct Grammar provides help in balloons. You can turn on Balloon Help at any time by clicking the Help button. You can also turn on Balloon Help by choosing Show Help from the ? menu. As you move the mouse pointer to menu choices or buttons, windows, or boxes containing help, Correct Grammar displays the help information in balloons. To turn off Balloon Help, click the Help Off button or choose Hide Balloons from the ? menu. If You Have Problems 14 If you have problems installing or using Correct Grammar, and you cannot resolve them by reading this manual or the online help, contact WordStar Technical Support. For more information, see the WordStar Support Policy card in your Correct Grammar package. If you are a CompuServe subscriber, you can communicate with us through the Writing Tools section of the WordStar Forum (Go WordStar). Chapter 2 Using Correct Grammar In this chapter, you'll learn how to a Use Correct Grammar to check documents directly a Use Correct Grammar to check documents on the Clipboard Correct Grammar checks documents in one of two ways depending on the word processor that created the document you're checking. Here are the two ways Correct Grammar checks documents: a Correct Grammar checks documents directly. With this method, you use Correct Grammar to open your document and check it. If you make changes you want to save, Correct Grammar saves the changes directly to your document. With documents produced by several popular word processors, Correct Grammar preserves the page layout, formatting, fonts, and highlighting. You can also use the direct method to check documents produced in plain text (ASCII) format. To use Correct Grammar to check a document directly, see “Checking a Document Directly” later in this chapter. a Correct Grammar also checks document text on the Clipboard. With this method, you use your word processor to open the document and save all or part of it to the Clipboard. Then, you open the Clipboard with Correct Grammar and check the text. If Using Correct Grammar you make changes you want to save, Correct Grammar saves them to the Clipboard and you use your word processor to paste the changes into your document. With documents produced by several word processors, Correct Grammar preserves the page layout, formatting, fonts, and highlighting. To use the Clipboard to check a document, see “Checking a Document Using the Clipboard” later in this chapter. Correct Grammar and Word Processors 16 Correct Grammar works with word processors and other text-produc- ing applications in different ways depending on whether Correct Grammar can read and write the native file format and the Clipboard file format of the word processor. There are five categories: Category 1 You can open the document file using the Correct Grammar Open command, check the document, and save changes to the document in the original file format, retaining the formatting and style attributes (page layout, highlighting, fonts) of the original document. You can also exchange text between the document and the Clipboard using the Macintosh Copy and Paste functions. With Category 1 pro- grams, Correct Grammar can check text on the Clipboard and save changes to the Clipboard, retaining the formatting and style attributes of the original document. Category 2 You can open the document file using the Correct Grammar Open command, check the document, and save changes to the document in the original file format, retaining the formatting and style attributes (page layout, highlighting, fonts) of the original document. (This is the same as Category 1.) Correct Grammar and Word Processors You can also exchange text between the document and the Clipboard using the Macintosh Copy and Paste functions. With Category 2 word processors, Correct Grammar can check text on the Clipboard and save changes to the Clipboard, but will not retain the formatting and style attributes of the original document. If you want to use the Clipboard to check grammar on Category 2 documents, it is recommended that you check grammar before adding style and formatting attributes. Category 3 You cannot open the document file using the Correct Grammar Open command. You can exchange text between the document and the Clipboard using the Macintosh Copy and Paste functions. With Category 3 word pro- cessors, Correct Grammar can check text on the Clipboard and save changes to the Clipboard, retaining the formatting and style attributes of the original document. Category 4 You cannot open the word processor’s document file using the Correct Grammar Open command. You can exchange text between the document and the Clipboard using the Macintosh Copy and Paste functions. With Category 4 word pro- cessors, Correct Grammar can check text on the Clipboard and save changes to the Clipboard, but will not retain the formatting and style attributes of the original document. If you want to use the Clipboard to check grammar on Category 4 documents, it is recommended that you check grammar before adding style and formatting attributes. Category 5 Correct Grammar can be used with word processors that can produce document files in plain text (ASCII) format. If you cannot use Correct cg Using Correct Grammar 18 Grammar with your word processor using one of the methods described in categories 1-4, save your document in a plain text file and then check it with Correct Grammar using the direct checking method. (For more information, see “Checking a Document Directly” later in this chapter.) When you finish checking grammar, use your word pro- cessor to convert the document back to its original file format. You can open plain text (ASCII) files using the Correct Grammar Open command, check the document, and save changes to the document in the plain text file format. You can also exchange text between plain text files and the Clipboard using the Macintosh Copy and Paste functions. In addition to word processors, many other applications produce text documents that Correct Grammar can check. These applications include spreadsheets, databases, desktop utilities, and most modem communication programs. To check text documents produced by these applications, save the text you want to check in plain text (ASCII) format and then check it using the direct checking method. The following table summarizes the word processor categories. 1 Y Y Y 2 Y ¥ N 3 N x Y! 4 N x N 5 a Y N/A To find out how Correct Grammar works with your word processor, see the files named “Using CG with MS Word,” “Using CG with WordPerfect,” or “Using CG with Others” in the Correct Grammar folder. Checking a Document Directly Checking a Document Directly When you check a document directly, Correct Grammar opens the document and saves changes directly to the document. The direct method also allows you to interrupt checking and resume checking, later, starting in the same place in the document where you stopped earlier. The direct method allows you to switch between documents quickly and easily. Checking a document directly in Correct Grammar involves the fol- lowing tasks: = Opening a document using Correct Grammar a Checking grammar and spelling = Making changes in the document using Correct Grammar commands m Saving changes to the document Opening a Document You can open a document in one of the following ways: = If youare using System 7.0 or later, start Correct Grammar and open a document by dragging its icon to the Correct Grammar application icon or an alias icon. Correct Grammar starts, opens the document, and begins checking. You can also start Correct Grammar by double- clicking the application icon or an alias icon or choose Open from the File menu. Correct Grammar displays the Open dialog box with the message Open document to check. Select the document you want to check and click the Open button. Correct Grammar starts checking the document. = If you are using System 6.0.8 or earlier, start Correct Grammar by double-clicking either the application icon or a Launch CG icon, or 18 Using Correct Grammar by choosing Open from the File menu. Correct Grammar displays the Open dialog box with the message Open document to check. Select the document you want to check and click the Open button. Correct Grammar starts checking the document. Note: If you are using Correct Grammar with MultiFinder, here is a point to remember: If you attempt to start Correct Grammar again while it is already running in the background, you will see the message Some ‘Correct Grammar’ documents could not be opened or printed. Please open the documents from within the application. To bring Correct Grammar to the foreground to check a document, click the MultiFinder icons in the menu bar until you see the Correct Grammar icon, or choose Correct Grammar from the Apple menu. Using the Correction Dialog Box 20 When Correct Grammar starts, it displays the Correction dialog box. ek [carn C6 (efault Style Guide) = Consider using “that” as the restrictive relative pronoun Some writers prefer to use ‘that’ rather than ‘which’ in restrictive a (defining) relative clauses. If the relative clause is nonrestrictive, ‘which’ should be preceded by a comma. Learning Correct Grammer: Welcome to Correct Grammar (CG) and to our tutorial document [IN has deliberate errors. CG flags each error by highlighting it. AT EACH ERROR, read this text. For this first example, replace “which” by clicking the Correct button. el The title bar displays the name of the document and the current style guide being used to check the document. The Action button bar divides the dialog box in half. In the lower part of the dialog box, Checking a Document Directly Correct Grammar displays the text of the document being checked. In the upper part of the dialog box, Correct Grammar displays sugges- tions, choices, directions, and tutorial information. When Correct Grammar Makes a Suggestion When Correct Grammar finds an apparent problem in a document, it stops checking the document and displays the document text in the lower part of the screen, with the problem highlighted. In the upper part of the screen, Correct Grammar displays a suggestion for resolv- ing the problem. Depending on the type of suggestion, Correct Grammar may also display a list of choices and directions for resolv- ing the problem. Learn C6 (Default Style Guid) —=—=—=<=r| The word "werd" is not in Main or User Dictionary. Choose @ suggestion, Ignore, or revise text. If you don’t want to add @ word to your user dictionary, just click Ignore. CG will recognize that word until the end of your session, when you quit CG. If you have deliberately misspelled a werd (sic), click on Skip 1X. Then CG will flag any further occurrences of the as misspellings. KT When Correct Grammar makes a suggestion, you can do one of the following: = Use an action command to tell Correct Grammar what to do. = Click the Help button for information about your current choices. = Click the document text and make changes. = Double-click a replacement word from the spelling list. 21 Using Correct Grammar 22 Using the Action Commands The action commands tell Correct Grammar what action to take. The action commands appear on the Action menu and on buttons in the Correction dialog box and will vary, depending on the suggestion Correct Grammar makes. For example, the Look Up command replaces the Correct command when Correct Grammar makes a spell- ing suggestion. Correct Ignore 1 Next] 38N Quiet 3D add en Tutorial Help To choose an action command, click the button or choose the com- mand from the Action menu. Ifa button is double-outlined, pressing the Return key causes the same action as clicking the button. You can also choose a command by using its keyboard equivalent. The key- board equivalents are displayed next to the commands on the Action menu. Use This Command To Do This Add Add the highlighted word to your user dictionary. The Add command appears when Correct Grammar questions the spelling of a word. If you are sharing the MS Word user dictionary, using the Add command adds the word to that dictionary. For more information, see “Choosing a User Dictionary” in Chapter 1, “Getting Started.” Use This Command Checking a Document Directly To Do This Check Correct Help Ignore Look Up Next Resume checking the document, including the changes you just made. The Check command appears when you click in the text and start typing new text or deleting existing text. Insert the correction in your text and recheck the sentence. The Correct command appears when Correct Grammar displays a suggested correction. Get help with Correct Grammar. Tell Correct Grammar not to make the suggested change. Correct Grammar resumes checking. Using the Ignore command on a spelling suggestion causes the word to be accepted for the remainder of the grammar checking session. Use the Skip 1x command if you want Correct Grammar to skip the current instance but make the same spelling suggestion if the word occurs again. Note: If you want to turn off the rule that flags this error, use the Quiet command instead of Ignore. Ask Correct Grammar to make alternative spelling suggestions. The Look Up command replaces the Correct command when Correct Grammar finds an apparent misspelling. The spelling suggestions appear in a list above the Help button. Skip the current paragraph. Correct Grammar goes to the beginning of the next paragraph. To resume checking, use the Check command. 23 Using Correct Grammar 24 Use This Command To Do This Quiet Resume Skip 1x Tutorial Turn off the rule that Correct Grammar used to make the current suggestion. When you use the Quiet command, a dialog box appears that allows you to turn off the rule permanently or just for this grammar checking session. Note: If you use the Quiet command when a readability maximum has been exceeded, Correct Grammar displays the Readability Rules dialog box so you can enter a new value. For more information, see “Customizing Readability Rules” in Chapter 4, “Customizing Correct Grammar.” Close the Tutorial window and return to the checking process. The Resume command replaces the Tutorial command after Correct Grammar displays the tutorial text. Skip the current spelling problem this time only. Correct Grammar will highlight any future occurrences of the same problem. The Skip 1x command replaces the Tutorial command when Correct Grammar makes a spelling suggestion. Note: See the Quiet and the Ignore commands for other ways you can tell Correct Grammar to skip certain spelling problems. Display a tutorial lesson on the writing principle that applies to the current grammar suggestion. If a lesson is longer than one screen, you can scroll down or up using the scroll bar. When Correct Grammar makes a grammar suggestion, the Tutorial command replaces the Skip 1x command. When you finish the tutorial, use the Check command to resume checking your document. Checking a Document Directly Editing a Document Correct Grammar lets you edit a document during grammar checking. When Correct Grammar stops to make a suggestion, move the mouse pointer to the place you want to edit, and click. You can type new text, use the Delete, Backspace, or Clear key to remove characters or selected text, and perform other editing functions available on the Edit menu. For major text revisions, however, it is best to use your word processor. When Correct Grammar stops with text selected (highlighted) and you begin typing, your characters replace the selected text. If you want to undo your changes and restore the original text, choose Undo Typing from the Edit menu. To make a paragraph revert to the form it had before editing, choose Revert from the Edit menu. Note: Correct Grammar retains smart (curly) quotes where they appear in your document, even if you change the text. You can also add smart quotes while editing in Correct Grammar. Scrolling a Document Correct Grammar reads a document from beginning to end; however, it reads only a part of the document at a time, in chunks of text. There- fore, while Correct Grammar is running, you cannot scroll backward in the document. If you need to go back to a previous page, close the document, saving changes if appropriate. Then reopen the document and use the Next {| button to move forward to the text you want to check. Closing a Document While using Correct Grammar to check documents directly, you can open and close as many documents as you want. To close the current document, choose Close from the File menu or click the close box. If 25 Using Correct Grammar you have made changes that you haven't saved, Correct Grammar asks if you want to save them. Saving Your Changes While working in Correct Grammar, you can save your changes at any time. When you check a large document, it is a good idea to save revi- sions from time to time. After saving a document, you can continue checking the document or you can close the document and open another one. If you decide to close the document or quit Correct Grammar, and you haven’t saved the latest changes, Correct Grammar displays the Save Changes dialog box. The Save Changes dialog box commands are described below. Use This Command To Do This Save Save changes and close the document, replacing the original document. If the Make Backup Document command (Options menu) is on, the original document is preserved with “(old)” added to the name. For more information, see “Making Backup Documents” in Chapter 3, “Choosing Options.” Discard Abandon changes made with Correct Grammar and. close the original document. Cancel Cancel the Save request and return to Correct Grammar without taking any action. Save As Display the Save As dialog box. A message asks you to name the document. The document is saved with this name. The original document is preserved under its original name. 26 Checking a Document Directly Interrupting the Checking Process You can interrupt Correct Grammar’s checking process if you want, and then resume checking the document later. Correct Grammar remembers where you interrupted grammar checking. When you reopen the document, Correct Grammar gives you the option of resuming where you stopped. You can interrupt the checking process in either of two ways: = If Correct Grammar has stopped analyzing text and is offering a suggestion, click the close box or choose Close from the File menu. Correct Grammar interrupts the checking process. If you have not made any changes to the document during the grammar checking session, Correct Grammar closes the window and saves the document. If you have made changes to the document, Correct Grammar displays the Save dialog box. You can save the changes, discard the changes, cancel the interruption process, or save the document under a new name. = If Correct Grammar has not stopped to offer a suggestion and is displaying the word “analyzing” in the Suggestion box, you can press $8 -. (period) to interrupt the grammar checking process. Then close and save the document. Resuming the Checking Process You can resume grammar checking where you left off only in the docu- ment you most recently saved with Correct Grammar, and only if you have not made any changes to the document since you last saved it. @ To resume checking the same document: 1 Choose Open from the File menu and select the document again. Correct Grammar asks if you want to resume checking from where you stopped the last time. 27 Using Correct Grammar 2 To resume checking at the point where you interrupted the process, click the Yes button. To begin checking at the beginning of the document, click the No button. Checking a Document Using the Clipboard 28 Use Correct Grammar with the Clipboard if you want a convenient way to edit your document or if your word processor is listed in one of the “Using CG with...” files as one that Correct Grammar works with only through the Clipboard. The Clipboard method allows you to check a document quickly and easily. You can copy any part or all of your document to the Clip- board, check it with Correct Grammar, and then paste the corrected text back into your document. Checking a document using the Clipboard involves performing the fol- lowing tasks: = Moving the text to be checked onto the Clipboard = Checking grammar and spelling with Correct Grammar = Making changes in the document using Correct Grammar commands = Pasting changes from the Clipboard into the document There are two ways to use the Clipboard with Correct Grammar to check a document. The one you choose depends on how you're using your computer. Checking a Document Using the Clipboard = Ifyou are using the Macintosh multiple application management mode available in MultiFinder and System 7.0 or later, with enough RAM to run Correct Grammar and your word processor simultaneously, follow the steps in “Moving Text with Multiple Applications Running” in this chapter. = Ifyou are using the standard single application mode, follow the steps in “Moving Text with One Application Running” in this chapter. Moving Text onto the Clipboard There are two ways to start grammar checking using the Clipboard. The one you choose depends on whether you are running Correct Grammar and your word processor simultaneously or running one application at a time. Moving Text with Multiple Applications Running Use this procedure if you are using MultiFinder or System 7.0 or later, and your computer has enough memory to run Correct Grammar and your word processor simultaneously. If your computer does not have enough memory for this procedure, follow the steps in “Moving Text with One Application Running” later in this chapter. @ To move text onto the Clipboard and begin grammar checking: 7 Open the document with your word processor. 2 Select the text you want Correct Grammar to check. (If you want to check the entire document, choose Select All from the File menu.) 3 Copy the selected text to the Clipboard. 29 Using Correct Grammar 30 4 If Correct Grammar is already started, switch to it (if necessary) and choose Open Clipboard from the File menu. If Correct Grammar is not started, start it by double-clicking a Launch CG icon or Correct Grammar alias. Correct Grammar displays the Open dialog box. 5 Click the Clipboard button. Correct Grammar begins checking the text on the Clipboard. Moving Text with One Application Running If you are not using MultiFinder or System 7.0 or later, or if your com- puter does not have enough memory to run Correct Grammar and your word processor simultaneously, you can still use the Clipboard to check documents with Correct Grammar. @ To move text onto the Clipboard and begin grammar checking: 1 Start your word processor and open the document you want Correct Grammar to check. 2 Select the text you want to check. (If you want to check the entire document, choose Select All from the File menu.) 3 Copy the text to the Clipboard. 4 Quit your word processor. 5 Start Correct Grammar. The Open dialog box appears. 6 Click the Clipboard button. Correct Grammar begins checking the text. Checking a Document Using the Clipboard Using the Correction Dialog Box When Correct Grammar starts the checking process, it displays the Correction dialog box. ELI Learn C6 (Default Style Guid) —=======r7) Consider using “that” as the restrictive relative pronoun. Some writers prefer to use ‘that’ rather than ‘which’ in restrictive (defining) relative clauses. If the relative clause is nonrestrictive, ‘which’ should be preceded by a comma. Oy Learning Correct Grammar: Welcome to Correct Grammar (CG) end to our tutorial document MIJiilag has deliberate errors. CG flegs each error by highlighting it. AT EACH ERROR, read this text. For this first exemple, replace “which” by clicking the Correct button. Heal The title bar displays the name of the document and the current style guide being used to check the document. The Action command bar divides the dialog box in half. In the lower part of the dialog box, Correct Grammar displays the text of the document being checked. In the upper part of the dialog box, Correct Grammar displays sugges- tions, choices, directions, and tutorial information. When Correct Grammar Makes a Suggestion When Correct Grammar finds an apparent problem in a document, it stops analyzing document text, displays the text in the lower part of the screen, and highlights the problem. In the top part of the screen, Correct Grammar displays a suggestion for resolving the problem. Depending on the type of suggestion, Correct Grammar may also display a list of choices and directions for resolving the problem. 31 Using Correct Grammar SSS [carn 6 (cfu Sure cd) —=os| The word “werd” is not in Main or User Dictionary. Choose @ suggestion, Ignore, or revise text. If you don’t want to add @ word to your user dictionary, just click Ignore. CG will recognize thet word until the end of your session, when you quit CG. If you have deliberately misspelled a werd (sic), click on Skip 1X. Then CG will flag any further occurrences of the as misspellings SI When Correct Grammar makes a suggestion, you can do one of the following: = Use an action command to tell Correct Grammar what to do. (For more information, see “Using the Action Commands” in “Checking a Document Directly” earlier in this chapter.) = Click the Help button for information about your current choices. = Click in the document text window and make changes. = Double-click a replacement word from the spelling list. Editing Text on the Clipboard 32 Correct Grammar lets you edit text on the Clipboard during grammar checking. When Correct Grammar stops to make a suggestion, move the mouse pointer to the place you want to edit, and click. You can type new text, use the Delete, Backspace, or Clear key to remove char- acters or selected text, and perform other editing functions available on the Edit menu. For major text revisions, however, it is best to use your word processor. Checking a Document Using the Clipboard When Correct Grammar stops with text selected (highlighted), and you begin typing, your characters replace the selected text. If you want to undo your changes and restore the original text, choose Undo Typing from the Edit menu. Choose Revert from the Edit menu to make the paragraph revert to the form it had before editing. Note: Correct Grammar retains smart (curly) quotes where they appear in the text, even if you change the text. You can also add smart quotes while editing in Correct Grammar. Scrolling the Clipboard You can scroll the Clipboard text forward and backward as usual, once Correct Grammar has stopped with a suggestion or you have interrupted the checking process. Saving Changes When the checking process is finished, Correct Grammar closes the Clipboard and displays the Readability Summary (if that command is on). Click the OK button. If you did not make any changes in the text, you have finished check- ing grammar on this text. If you made changes to the text, those changes are now saved on the Clipboard. You must paste the changed text back into the document. There are two ways to paste changes from the Clipboard back to the document. = If you are using the Macintosh multiple application management mode available in MultiFinder and System 7.0 or later, with enough RAM to run Correct Grammar and your word processor simultaneously, follow the steps in “Saving Changes with Multiple Applications Running” in this chapter. 33 Using Correct Grammar = If youare using the standard single application mode, follow the steps in “Saving Changes with One Application Running” below. Saving Changes with Multiple Applications Running Use this procedure if you are running Correct Grammar and your word processor simultaneously. @ To paste changes from the Clipboard to the document: 1 Open your word processor. Your original document and selected text are displayed. Make sure the original text you selected is still highlighted. (It should be selected unless you have deselected it accidentally.) 2 Paste the revised text from the Clipboard into your document; it replaces the selected text. Saving Changes with One Application Running Use this procedure if you are not running Correct Grammar and your word processor simultaneously. @ To save changes from the Clipboard to the document: 1 Choose Quit from the File menu to quit Correct Grammar. 2 Inyour word processor, reopen the original document and select the text to be replaced. (The text you originally selected is no longer selected because you quit the application.) 3 Paste the text from the Clipboard into the original document. The revised text replaces the selected text. Interrupting the Checking Process You can interrupt the Correct Grammar checking process if you want, and then close the Clipboard or quit Correct Grammar. You can 34 Checking a Document Using the Clipboard resume checking the Clipboard later. When you reopen the Clip- board, Correct Grammar starts checking the text at the beginning. You can interrupt the checking process in either of two ways. If Correct Grammar has stopped analyzing text and is offering a suggestion, click the close box or choose either Close or Quit from the File menu. Correct Grammar interrupts the checking process, closes the window, and saves the Clipboard. If the Display Readability Summary command is on, the summary is displayed. Click the OK button. If you chose Quit, Correct Grammar quits and returns you to the desktop. If Correct Grammar has not stopped to offer a suggestion and is displaying the word “analyzing” in the Suggestion box, you can press 36 -.(period) to interrupt the grammar checking process. Then close the document or quit Correct Grammar as described above. The Clipboard saves the text until you copy other text to it (by using 38-C). The Clipboard text is also lost when you turn off your com- puter. To avoid losing changes you have made with Correct Grammar, you must do one of the following: Paste the Clipboard text into the original document, as described in “Saving Changes” earlier in this chapter. Open a new document with your word processor. Then paste the Clipboard text into it to save the changes until you resume grammar checking. 35 Using Correct Grammar Tips on Working with Correct Grammar 36 Here are some tips to help you work with Correct Grammar: = If you think Correct Grammar has missed an error it should have found, check the Rule Classes dialog box to see if any rule classes are turned off. For more information, see “Customizing a Style Guide” in Chapter 4, “Customizing Correct Grammar.” = If Correct Grammar does not seem to be finding any errors, pull down the Options menu and verify that the Analyze Readability Only option is turned off. For more information, see “Checking for Readability Only” in Chapter 3, “Choosing Options.” = If your document is typed in all capital letters, Correct Grammar checks for spelling errors only and makes no grammar suggestions. = If Correct Grammar opens a document but displays blank windows, it usually indicates a conflict with a screen-oriented INIT. Disable any INIT that you suspect of conflicting with Correct Grammar, restart your computer, and open the same document again. There are known conflicts with the INITs named “Gun,” “Oliver's Button,” and “ClickChange.” WordStar International is currently working to resolve these conflicts. Chapter 3 Choosing Options In this chapter, you'll learn how to a Use the Options menu so that Correct Grammar checks your documents according to your preferences a Use the Options menu to control how Correct Grammar checks your documents for readability Using the Options Menu To display the Options menu, start Correct Grammar and click Options in the menu bar. v Make Backup Document Automatic Spelling Suggestions Share MS Word User Dictionary... Emphasize Related Errors... v Display Readability Summary Write Readability Summary File Analyze Readability Only Language... 37 Choosing Options The commands on the Options menu are either on or off. (Exceptions are the Emphasize Related Errors and Language commands, which display dialog boxes when chosen.) Note: The Language command is available only in the International version of Correct Grammar.) A check mark next to a command means the command is on. The Make Backup Document and Display Readability Summary com- mands are on when you start Correct Grammar for the first time. Choosing a command toggles it on and off. To turn a command on or off, drag the mouse pointer to the command to highlight it, and then release the mouse button. The check mark disappears to indicate that the command is off. To turn the command on again, simply choose it again. The following sections describe how to use the Options commands to tell Correct Grammar how to proceed with document checking. Making Backup Copies of Documents 38 When the Make Backup Document command is on, Correct Grammar makes a backup copy of your word processing document each time it checks the document. Having a backup copy of your document ensures that you can go back to the previous version of the document, even though you may have saved changes to the current version. Correct Grammar stores the backup copy of a document in the same folder as the current document. The backup copy has the same name as the previous document with (old) appended to it. For example, the backup copy of a document named MyText would be named MyText(old). Requesting Automatic Spelling Suggestions Requesting Automatic Spelling Suggestions When Correct Grammar finds a spelling error in your document, it can either display a Look Up command that you can use to request alterna- tive spelling suggestions or it can automatically display the spelling suggestions. When the Automatic Spelling Suggestions command is on, Correct Grammar displays spelling suggestions each time it finds a possible spelling error. When the Automatic Spelling Suggestions command is off, you have to use the Look Up command to see the spelling sugges- tions. Turn this command off if you want Correct Grammar to display alternative spellings only when you request them. You may find this preferable when the document contains many specialized words that aren’t in your spelling dictionary. Using a User Dictionary When you first started Correct Grammar after installing it, you chose a user dictionary for Correct Grammar to use to check spelling. You can change that choice by using the Share MS Word User Dictionary com- mand on the Options menu. @ To select a new user dictionary: 1 Pull down the Options menu. If Correct Grammar is sharing the MS Word user dictionary, a check mark appears next to the command Share MS Word User Dictionary. If no check mark appears, it means Correct Grammar is using its own user dictionary. 2 Choose the Share MS Word Dictionary command from the Options menu. 39 Choosing Options If you have been sharing the MS Word user dictionary, the check mark disappears and Correct Grammar begins using its own user dictionary. If you have been using the Correct Grammar user dictionary, the Open dialog box appears. Locate the MS Word folder that contains the user dictionary. (The dictionary may be named “Custom Dictionary.”) Select the MS Word user dictionary file and click the Open button. Correct Grammar closes the dialog box and begins sharing the MS Word user dictionary. Deleting or Changing a Word in the User Dictionary If you are using the Correct Grammar user dictionary, you can delete or change a word that you have added. 40 @ To delete or change a word in the user dictionary: 1 2 Quit Correct Grammar. Open the Correct Grammar Preferences folder. If you are using System 6.0.8 or earlier, this folder is located in the System folder. If you are using System 7.0 or later, this folder is located in the Preferences folder in the System folder. Drag the User Dictionary icon to the desktop. Double-click the User Dictionary icon. Correct Grammar starts, displays the Correction window, and opens the dictionary. 10 11 12 Using a User Dictionary Each word in the user dictionary will be flagged as a possible misspelling since Correct Grammar no longer has a user dictionary to use. Move the insertion point to the word you want to delete or change. To delete a word, select the word and the entire line it is on, and press the Delete key. To change a word, delete or add letters or characters as necessary. Choose Quit from the File menu. The Save Changes dialog box appears. Click the Save As button or press Return to save the dictionary changes. The Save As dialog box appears. Click the Save button. Correct Grammar displays the message Replace existing ‘User Dictionary?’ Click the Yes button. Correct Grammar displays the Readability summary, if that command is on. Click the OK button. Correct Grammar returns you to the desktop. Drag the User Dictionary icon to the Correct Grammar Preferences folder, and close the folder. Adding a Word to the User Dictionary You can add special words and special constructions, such as abbrevia- tions, to the Correct Grammar user dictionary. TIP Ifyou have many words to add, you can save time by creating a special document containing the words you want to add. a Choosing Options @ To add a word to the user dictionary: 1 Start Correct Grammar and open a document containing the word(s) you want to add. 2 When Correct Grammar suggests that the word may be misspelled, click the Add button. 3 When you finish adding words, quit Correct Grammar. Correct Grammar adds the words to the user dictionary. Adding Abbreviations to the User Dictionary 42 To Correct Grammar, a period indicates the end of a sentence. There- fore, if you use an abbreviation that ends with a period, (for example, “Ibs.”) Correct Grammar flags the abbreviation. You can avoid this by adding the abbreviation to the user dictionary. @ To add an abbreviation to the dictionary: 1 Replace the period with another character, such as “z”. 2 Add the word to the user dictionary using the steps in “Adding a Word to the User Dictionary” above. In this example, add the word “Ibsz”. 3 Replace the “z” with a period using the steps in “Deleting or Changing a Word in the User Dictionary” above. Note: If Correct Grammar displays the message Internal user dictionary full, it means your dictionary is too large for the space allowed in Correct Grammar. Contact WordStar Technical Support to find out how to adjust Correct Grammar for a larger user dictionary. Emphasizing Related Errors Emphasizing Related Errors When Correct Grammar makes a grammar suggestion that involves two words, such as the agreement of a subject and a verb, it displays the related words with different highlighting. For example, in the screen below, notice the differences in the highlighting. Saaz con Oemutsyue ul <—_— 5 Consider “problem” instead of "problems". is Sentences like the previous one have a disagreement between the subject (problems) and the verb (is). Fixing either one will create 6 grammatically correct sentence, but anly one will result in the sentence you want. In such cases you may need to click Ignore for the first suggestion, and then you will see the appropriate suggestion, changing “is” to “are.” Then click Correct to fix the text. You can use the Emphasize Related Errors command to choose the type of highlighting you want Correct Grammar to use on related words. @ To make highlighting choices: 1 At the Options menu, choose the Emphasize Related Errors command. The Related Error Emphasis dialog box appears. Related Error Emphi Style Cora O Mtatic (Underline & Outline (Shadow CCondense OleEntend 43 Choosing Options 2 Click the check boxes for the types of highlighting you want. 3 Click the OK button or press Return to save your choices. If you are using a color monitor, you can change the colors used in the highlighting. @ To change the highlighting color: 1 Inthe Related Error Emphasis dialog box, click the Color box. The Color Wheel dialog box appears. Choose an Emphasis Color tue [21546 |) saturation [46917 |(3) Brightness [65535 |) Red [19905 Green |65535 Blue [18619 |) (« | 2 Inthe color wheel, click the color (hue) you want used for highlighting related errors. The color appears in the sample color box in the upper-left corner of the dialog box. You can also select the hue by changing values in the Hue box. Click the Hue box and type the new value. Or you can click the Up or Down arrows to increase or decrease the values. (The range is 0-65535.) Checking Documents for Readability 3 Inthe color wheel, click the desired color saturation. (The greatest saturation is at the outer edge of the color wheel.) You can also select the saturation by changing the values in the Saturation box. Click the Saturation box and type the new value. Or click the Up or Down arrows to increase or decrease the values. (The range is 0-65535. Zero is white (no color); 65535 is maximum color saturation.) 4 Select the desired brightness by sliding the scroll bar or changing the value in the Brightness box. To change the value, click the box and type the new value. Or click the Up or Down arrows to increase or decrease the values. (The range is 0-65535; 65535 is maximum brightness.) § Click the OK button or press Return to save the changes. Checking Documents for Readability The readability of a document is determined by many factors, includ- ing the length of paragraphs, sentences, and words, and the use of pas- sive voice in the document. (For more information about readability and how Correct Grammar checks for it, see Appendix B, “The Philos- ophy and Methodology of Correct Grammar.”) During a grammar check, Correct Grammar identifies the portions of your document that may cause readability problems. Correct Grammar can also display a summary of the readability problems in the document. This readability summary can help you determine if your document is appropriate for its intended audience. 45 Choosing Options Correct Grammar Readability Analysis Paragraphs: 15 Sentences: 63 (4.2 per paragraph) Words 948 (15.0 per sentence) Letters: 4482 (4.7 per word) Syllables per 100 words: 152 Passive sentences: 3 (4 & passive) Long sentenoes: a (0 & long) Misspelled words: 0 (100 % correct) Sentences fixed o (100 % correct) Sentences hard toread: 0. (100 % correct) Flesch Reading Ease score: 62.2 (Easy) Grade level required: 8 (89 % of US. adults) Flesch-Kincaid grade level: 8.3 Gunning Fog Index: 10.0 Displaying the Readability Summary You may want to request a summary of a document's readability before Correct Grammar begins checking the document for grammar and spelling errors. Then, when Correct Grammar finishes checking the document, it either displays the summary, or saves it to a file so you can review or print it later. To ask Correct Grammar to display a readability summary after check- ing a document, turn on the Display Readability Summary command on the Options menu. Then select the document you want to check. Correct Grammar automatically displays the summary when it completes the checking process. Saving the Readability Summary 46 You can ask Correct Grammar to save a readability summary in a file. When the Write Readability Summary File command on the Options menu is turned on, Correct Grammar saves the summary as a docu- ment in the same folder as the checked document. The summary docu- ment has the same name as the checked document followed by (Stats). Checking Documents for Readability For example, a readability summary for a document named MyText would be saved ina file called MyText(Stats). Once you save a readability summary for a document, Correct Grammar saves the next readability summary for that document in the same Stats file, without erasing the previous summary. Each new readability summary is added to the end of the previous summary. This allows you to compare the new summary to previous summaries so you can review the effects of your editing on the document's readability. @ To write a readability summary file: 7 Pull down the Options menu and turn on the Write Readability Summary File command. 2 Choose Open from the File menu and select the document you want to check from the list box. 3 Click the Open button and check the document normally. Correct Grammar automatically writes the summary file when it completes the checking process. Printing the Readability Summary To print a readability summary, first create a Stats document by saving the summary as described above. Then open the Stats docu- ment with your word processor and print it. Checking for Readability Only You can choose the Analyze Readability Only command to limit Correct Grammar to checking your document for readability only. Checking for readability only is quicker than checking for grammar errors and readability in your document. When the Analyze Readability Only command is on, Correct Grammar does not stop to identify spelling or grammatical errors, 47 Choosing Options but checks for readability only. It also displays a readability summary when it completes the checking process. When the Analyze Readability Only command is off, Correct Grammar checks the document for spelling and grammar, stopping to make suggestions when it finds an apparent problem. @ To check readability only: 1 Pull down the Options menu and turn on the Analyze Readability Only command. 2 Choose Open from the File menu and select the document you want to check from the list box. 3 Click the Open button. Correct Grammar checks readability only and displays a summary when it completes the checking process. Making a Language Choice 48 If you're using the International version of Correct Grammar, the Options menu contains the Language command. This command tells Correct Grammar whether to check for American English or British English spellings. You can also specify whether “ise” or “-ize” will be used for word endings. If you specify “-ise” for word endings, Correct Grammar will flag “-ize” endings. If you choose British English, Correct Grammar will suggest British spellings instead of American (for example, “colour” instead of “color,” or “aeroplane” instead of “airplane”). Correct Grammar will also suggest the British form for compound words, such as “non-smoking” instead of the American form “nonsmoking.” Making a Language Choice @ To choose American or British English spellings: 1 Choose Language from the Options menu. The Language dialog box appears. Language-specific options @ American Dictionary CO British Dictionary O Require -ise spellings O Require -ize spettings (cancer) = (0K) 2 Select American Dictionary or British Dictionary. 3 Click the OK button to save your settings. 49 Chapter 4 Customizing Correct Grammar In this chapter, you'll learn how to a Customize Correct Grammar by choosing a predefined style guide a Customize a style guide to fit your writing style You can customize the way Correct Grammar checks documents by choosing a predefined style guide designed for specific types of writ- ing or by modifying a style guide to more closely fit your writing style. You can choose a style guide that fits your writing style and makes suggestions that complement that style. For example, if you are writ- ing an academic paper, you might choose the Academic style guide, which checks for formal language. Or, if you are writing fiction, you might choose the Fiction style guide, which allows you more freedom to express yourself. The predefined style guides provide you with different levels of gram- mar and readability checking, but you are not limited to those styles. You can change styles as often as you like and you can customize style guides. 51 Customizing Correct Grammar Deciding on a Predefined Style Guide Astyle guide consists of a set of grammar rules and a set of readability rules that Correct Grammar uses to check documents. Before deciding on a predefined style guide, you should do the following: = Display the list of predefined style guides. = Read the descriptions of the predefined style guides in this section. = Review the settings for grammar and readability rules for each style guide. Displaying the List of Predefined Style Guides The list of predefined style guides appears on the Rules menu. To dis- play the list, pull down the Rules menu. (Hold down the mouse but- ton to keep the Rules menu displayed.) Open Style Guide... Save A Copy of Style Guide As... Review Style Guid #R v Default Acade: Advertising Basics Business Custom Fiction Informal Legal Readability (ONLY) Reviewer Technical 52 Deciding on a Predefined Style Guide A check mark appears next to the name of the style guide that is cur- rently active. If you customize style guides, the Rules menu displays them also. Customized style guides are grouped at the top of the style guide list, in the same section as the Default style guide. The predefined styles are described below. Style Name Description Default This style guide is selected the first time you start Correct Grammar. The Default style guide is the strictest style guide, with all grammar rules turned on. Academic Very formal. Advertising Allows for creative freedom. Basics Very informal. Business Allows some informality, including cliches (“the bottom line is”). Allows the use of some passive voice. Custom Strict. You can customize this style guide to complement your own writing style. Fiction Allows for creative freedom. Informal Very relaxed; the least strict style guide. Legal Allows for characteristics of legal writing, such as long sentences. Readability Checks readability only. All spelling rules and most (only) grammar rules are turned off. Reviewer Very strict. All grammar rules are turned on. Readability rules are relaxed. Technical Allows for complex material and the use of passive voice. 53 Customizing Correct Grammar Reviewing Rule Settings The settings for the grammar and readability rules used in the prede- fined style guides are displayed in the Grammar Rules dialog box and the Readability Rules dialog box associated with each style guide. ° To review the grammar rule settings of a style guide: 1 Pull down the Rules menu, and choose the style guide you want to review. 2 Press 9-R or pull down the Rules menu and choose Review Style Guide. The Grammar Rules dialog box appears. Style Guide: Default [Rare | Caan Spelling & Format Usage Core Grammar @] Speting | vargon * [Noun group consistency '*| Punctuation @| —wise ize | Verb group consistency Help #|capitatzation | || ctene «| subject-verd agresment | Proper nouns | |e] Redundant «| Ungramatiest sayings : | Variants | Wordy @ | Mass and count misuse Class Ba | Format «| Pretentious * | Pronouns, prepositions Mutt words | cotioquiat «| Muttipte negation, eto (Goss 077) re ©} informal 2 | Miscellaneous Class bit | Fragments | ver é Se fal erste Readability Rules. Restore gietease isle Haas | © | Misplaced ; @| Confused Permanent __Elass * | question? | sion /that (eeraseatl @|Passive-main | | | usnoes @ |Pasrive-subord, | |e | Beginner This Session ) Cancel The Grammar Rules dialog box displays the grammar rule settings for the current style guide. Correct Grammar uses thousands of rules to check grammar. These rules are grouped into rule classes and dis- played by type, as follows: = Spelling and Forma m Sentence a Usage = Core Grammar 54 t Deciding on a Predefined Style Guide A bullet in front of a rule class name means that all rules in that class are active for the current style guide. A hollow diamond in front of a rule class name means that at least one rule is turned off in that rule class. If no bullet appears in front of a rule class name, it means that all rules in that class are turned off for the current style guide. For more information about the grammar rules settings, see “Customizing a Style Guide” later in this chapter. . 2 To review the readability rules settings: Pull down the Rules menu, and choose the style guide you want to display. Press 38-R or choose Review Style Guide from the Rules menu. The Grammar Rules dialog box appears. Click the Readability Rules button. The Readability Rules dialog box appears. Split Infinitives ‘0 boldly go..." not OK ie) © "..to not very boldly go..." O Onn oK to rather boldly gi to not at all boldly g Consecutive Nouns ° office automation division..." not 0K office automation database division..." office automation database development division..." O all ok Prepositional Phrases oO" O° ina ship at the bottom of the sea..." not 0K he hold of a ship at the bottom of the sea..." in_a jar in the hold of a ship at the bottom of th Onl 0K [woras in Sentence: [32 | Grade Level: Cancel (Grammar Rutes...] (Help }( Permanent } [This Session The Readability Rules dialog box displays the settings for the current style guide’s readability rules. The settings limit the number of words allowed in a split infinitive, the number of consecutive nouns allowed ina phrase, and the number of words and consecutive prepositional phrases allowed in a sentence. Grade Level sets the maximum reading 55 Customizing Correct Grammar grade level of your target audience. For more information about the readability rules settings, see “Customizing Readability Rules” later in this chapter. Choosing a Predefined Style Guide 56 Choose the style guide that is appropriate for the document that you want to check. However, if you check multiple documents that require the same style, you don’t need to choose a style each time; Correct Grammar remembers which style guide was the last one used and uses it for the next document. ® To choose a predefined style guide: 1 Pull down the Rules menu. 2 Choose the style guide you want. The style guide you select becomes the current style. On the Rules menu, a check mark appears next to the new style guide. Correct Grammar uses that style to check your documents. Correct Grammar stores predefined style guides in the Correct Grammar Data folder and displays them on the Rules menu automat- ically. If you store a style guide outside the Correct Grammar folder, you can select that style guide by using the Open Style Guide command. @ To choose a style guide stored outside the Correct Grammar Data folder: 1 Pull down the Rules menu and choose Open Style Guide. The Open dialog box appears. 2 Select the style guide from the folder where it is stored. 3 Click the Open button. Correct Grammar chooses the style guide and closes the dialog box. Customizing a Style Guide Setting a Standard Style Guide If you change style guides during a grammar checking session, and then quit Correct Grammar, Correct Grammar asks if you want to make the latest style guide your standard style. If you respond “Yes,” the style remains the same for all subsequent grammar checking ses- sions (until you choose a different style guide). If you respond “No,” Correct Grammar returns to the previous standard style guide. If you rename or discard the standard style guide, Correct Grammar uses the Business style guide. Customizing a Style Guide One of the most useful features of Correct Grammar is that you can change a style guide to make choices about how Correct Grammar checks your documents. You can turn off a specific grammar rule or an entire rule class, and you also can modify readability rules. Grammar Rule Classes Since Correct Grammar allows you to turn off rule classes, it is impor- tant to understand what each rule class does. The rule classes are described below. Spelling and Format Rule Classes These rule classes contain the rules Correct Grammar uses to check spelling, punctuation, capitalization, and formats. Rule Class What It Does Spelling Checks the spelling of words in your documents. Punctuation Checks punctuation in your documents. Capitalization Checks for capitalization errors, especially words that begin a sentence. 57 Customizing Correct Grammar 58 Rule Class What It Does ProperNouns Checks for capitalization of proper nouns. Variants Checks for spelling variants. When more than one spelling is technically correct, Correct Grammar tells you which is preferred. This rule class also checks for correct spelling of common foreign phrases, such as “a capella.” Format Checks the format of dates, compound numbers, times, and abbreviation punctuation. Mult. words Checks for words that are also words when split, Ea such as “everyone,” “awhile, and “anymore.” Sentence Rule Classes These rule classes contain rules that Correct Grammar uses to check sentence structure and voice. Rule Class What It Does Fragments Checks for incomplete sentences. Run-on Checks for run-on sentences. A run-on sentence often contains multiple sentences separated by commas. And/Or/But — Checks for sentences that begin with “And,” “Or,” or “But.” and...and Checks for sentences that contain two consecutive clauses beginning with “and.” Misplaced ; Checks for occurrences of a semicolon where a comma would be more correct. Question? Checks for sentences consisting only of a relative clause beginning with a question word and not ending with a question mark. Rule Class Customizing a Style Guide What It Does Passive - main Passive - subord. Checks for passive voice in the main clause. For example, for the sentence “The car was driven by John,” Correct Grammar suggests “John drove the car. Checks for passive voice in a subordinate clause. Usage Rule Classes These rule classes contain rules that Correct Grammar uses to check word usage. Rule Class What It Does Jargon Checks for jargon, such as “bottom line” and “feedback.” ..Wise,...ize Checks for words that have a nonstandard “-wise” or “ize” suffix such as “personnelwise.” Cliche Checks for cliches such as “cutting edge” and “point blank.” Redundant Checks for redundant phrases such as “past history” and “these same.” Wordy Checks for wordy expressions such as “a half a” and “point in time.” Pretentious Checks for pretentious word usage such as “orientate” and using “author” as a verb. Colloquial Checks for nonstandard intensifiers such as “real” and “awful.” Informal Checks for extremely informal expressions such as “this here,” “try and,” and “inside of.” Well- Checks for nonstandard usage of “well-” as a prefix. 59 Customizing Correct Grammar Rule Class What It Does Archaic Checks for archaic words such as “whence” and “henceforth.” Weak Checks for weak modifiers that detract from meaning, such as in the phrases “awfully hard,” “considered opinion,” and “past achievements.” Misused Checks for misused words, such as in the phrase “is comprised of.” Confused Checks for commonly confused words, such as in the phrase “The bride stood at the alter.” Which/that Checks for proper word choice to introduce restrictive (that) and nonrestrictive (which) clauses. Nuances Checks for words that are similar in meaning but different in nuance such as “adverse” and “averse.” Beginner Checks for mistakes beginning writers commonly make, such as confusing “bazaar” and “bizarre” or “right” and “rite.” These rules are intended for writers who are learning English as a second language. Core Grammar Rule Classes The Core Grammar rule classes form the fundamental rules of gram- mar by which Correct Grammar operates. These rule classes cannot be turned off, since doing so would undermine the basic usefulness of Correct Grammar. However, individual rules in these rule classes can be turned off. For more information, see “Turning Off a Grammar Rule” later in this chapter. Using the Grammar Rules Dialog Box A Rule Class may contain hundreds of different but similar rules. Turning off one rule will not prevent Correct Grammar from making 60 Customizing a Style Guide other apparently similar suggestions. For example, turning off the rule that flags one phrase as “wordy” will not stop Correct Grammar from flagging other similar wordy phrases. To turn off all such similar rules, you must turn off the entire rule class. You can use the Grammar Rules dialog box to turn off grammar rules and grammar rule classes. The name of the current style guide ap- pears in the upper-left corner of the dialog box. The current grammar suggestion (if any) is displayed below the style guide name. The Command Buttons The command buttons in the Grammar Rules dialog box are described below. Use This Command To Do This Rule Off Disable the specific rule that triggered the current suggestion. If you select this option, the rule class will be marked with a hollow diamond to indicate that one or more rules are turned off in that rule class. Class On Turn ona rule class that has been turned off. All rules in that class that were turned off with the Rule Off command or the Quiet command will remain off when the class is turned on again. Class Off Turn off all rules in the rule class. (Core Grammar rule classes cannot be turned off.) Restore Rules _ Restore (turn on) rules that were turned off using the in Class Quiet command or the Rule Off command. This command does not turn on a rule class that has been turned off. See “Class On” above. Cancel Cancel any changes you may have made and return Correct Grammar to your document to continue checking. 61 Customizing Correct Grammar Use This Command To Do This This Session Tell Correct Grammar to use your style guide changes for this session of grammar checking only. The next time you start Correct Grammar, it will use the style guide settings that were in effect prior to the current changes. Permanent Save your style guide changes permanently (or until you change them again). These changes will be in effect the next time you start Correct Grammar. Readability Close the Grammar Rules dialog box and open the Rules Readability Rules dialog box. Turning Off a Grammar Rule Correct Grammar allows you to turn off the rule that was used in making the current suggestion for revising your sentence. Rules can be turned off using the Rule Off command in the Grammar Rules dialog box or the Quiet command in the Correct Grammar Correction dialog box. @ To turn off a rule using the Rule Off command: 1 Press 9-R or pull down the Rules menu and choose Review Style Guide. The Grammar Rules dialog box appears. The rule class containing the flagged rule is highlighted. 2 Click the Rule Off button. A hollow diamond replaces the bullet next to the Rule Class name, indicating that at least one rule in the rule class is turned off. 62 Customizing a Style Guide 3 If you want to turn off the rule permanently, click the Permanent button. If you want to turn off the rule for this grammar checking session only, click the This Session button. Correct Grammar resumes checking your document. CAUTION Use caution in turning off rules permanently. Individual rules cannot be turned back on except by restoring all rules in the rule class. @ To turn off a rule using the Quiet command: 1 Click the Quiet button in the Correction dialog box or choose Quiet from the Action menu. The Quiet Rule dialog box appears. 2 If you want to turn off the rule permanently, click the Permanent button. If you want to turn off the rule for this grammar checking session only, click the This Session button. Correct Grammar resumes checking your document. Turning Off a Grammar Rule Class As mentioned earlier in this chapter, Correct Grammar allows you to turn off any rule class, except a Core Grammar rule class (only individual rules can be turned off in the Core Grammar Rule Class.) @ To turn off a rule class: 1 Press 38-R or pull down the Rules menu and choose Review Style Guide. The Grammar Rules dialog box appears. 63 Customizing Correct Grammar 2 Double-click the rule class you want to turn off, or click the rule class and then click the Class Off button. The bullet in front of the rule class name disappears, indicating that the rule class is turned off. 3 If you want to turn off the rule class permanently, click the Permanent button. If you want to turn off the rule class for this grammar checking session only, click the This Session button. Correct Grammar resumes checking your document. Turning On a Grammar Rule Class @ To turn ona grammar rule class: 1 Press 38-R or pull down the Rules menu and choose Review Style Guide. The Grammar Rules dialog box appears. 2 Double-click the rule class you want to turn on, or select the rule class and then click the Class On button. The rule class becomes active and displays a bullet in front of its name. Customizing Readability Rules 64 Correct Grammar allows you to customize its review of the readability of your writing by modifying the readability rules attached to the cur- rent style guide. You can modify these rules by changing the limits for the number of words allowed in a split infinitive, the number of con- secutive nouns allowed in a phrase, and the number of words and con- secutive prepositional phrases allowed in a sentence. You can also set the reading grade level of your target audience. Correct Grammar checks each sentence to determine whether it exceeds the limits you have set. For more information on readability, see Appendix B, “The Philoso- phy and Methodology of Correct Grammar.” Customizing a Style Guide The Correct Grammar readability rules are in the Readability Rules dialog box. Split Infinitives Onl oK @"...to boldly go..." not 0K OQ *...to rather boldly go..." O"..to not very boldly go...". © "...to not at all boldly go..." Consecutive Nouns © all ok office automation division..." not 0! office automation database division..." office automation database development division..." ie) Prepositional Phrases Onl ok ship at