WordFinder Grammatik 3 - Manual

Contents
INTRODUCTION ________________________________________________ 3
WordFinder Grammatik 3________________________________________________ 3
Technical specifications ____________________________________________ 3
Help ________________________________________________________________ 4
If you require help ________________________________________________ 4
About WordFinder Grammatik 3 __________________________________________ 4
WordFinder Grammatik as a standalone application ______________________ 4
WordFinder Grammatik as an Add-In _________________________________ 5
INSTALLATION ________________________________________________ 7
Uninstalling WordFinder Grammatik 3 ______________________________________ 8
HOW TO USE GRAMMATIK 3 _____________________________________ 9
Starting WordFinder Grammatik 3 _________________________________________ 9
Grammar check in Microsoft Word ________________________________________ 9
Grammar check in programs with text dialog windows ____________________ 9
Closing WordFinder Grammatik 3____________________________________10
Operating mode _______________________________________________________10
Editing words ___________________________________________________11
Adding new words ________________________________________________12
Linked errors ____________________________________________________12
Check complete _______________________________________________________13
Proofing history __________________________________________________14
CONFIGURE WORDFINDER GRAMMATIK _________________________ 16
System preferences _____________________________________________________16
Preferences ___________________________________________________________17
The options tab __________________________________________________17
The User Interface tab _____________________________________________20
The Colours tab __________________________________________________21
The Words tab___________________________________________________22
Custom Dictionaries ______________________________________________22
The Suggestions tab _______________________________________________24
The Spelling Helper Dialog box ___________________________________________25
Style and word choice helper______________________________________________25
The Explanation dialog window ___________________________________________26
USING THE EDITOR ___________________________________________ 27
Toolbar ______________________________________________________________27

© 2009 WordFinder Software Contents 2

Introduction
Postal address:
WordFinder Software International AB
P.O. Box 2212
SE-403 14 Göteborg
Sweden
Visiting address:
Västra Hamngatan 24-26
Göteborg, Sweden
Telephone: 031-719 62 00
Fax : 031-719 62 99
Please e-mail any questions and comments to info@wordfinder.com
For technical support, e-mail support@wordfinder.se

WordFinder Grammatik 3
WordFinder Grammatik 3 is a fast and powerful program that enhances your
ability to write English. This software can be customised to meet the individual
needs of those who have English as a second language.
WordFinder Grammatik 3 integrates suitable spell check and correction tools di-
rectly into the application in use.
With WordFinder Grammatik 3, you can:
• Improve your level of written English by checking spelling, grammar, lan-
guage style and choice of words.
• Understand and apply the grammar rules and guidelines supported by
WordFinder Grammatik 3.
• Customise WordFinder Grammatik 3 to meet your daily user requirements–
and add words to your personal dictionary – either before or during the
document checking process.

Technical specifications
The following criteria must be fulfilled, if you wish to use WordFinder Gram-
matik 3:
• Windows XP or above.
• Windows 2003 Server or above.
WordFinder Grammatik 3 is fully integrated with Microsoft Word 2003/2007 and
Microsoft Outlook 2003/2007. It also works with other applications including text
dialog windows.

© 2009 WordFinder Software Introduction 3

Help
The help section in Grammatik 3 contains all the details you require when adminis-
trating the software.
Do as follows to start the help guide:
1. Select Contents from the ? menu or press F1 to open the help dialog window.
The Contents section provides support and troubleshooting. It also includes a link
to WordFinder Software’s website, software details and system information re-
quired when you contact our customer support staff. The terms of the software li-
cense are also outlined in this section.

If you require help
If you need assistance on how to use Windows help, you can either select How to
use help in WordFinder’s help menu or press F1 when WordFinder’s help section
is displayed.

About WordFinder Grammatik 3
WordFinder Grammatik can be run in two different ways:
• As a standalone application. This is the recommended way.
• As an add-in for Microsoft Word and/or Microsoft Outlook.

WordFinder Grammatik as a standalone application
While the WordFinder Grammatik Application is running, you will notice an icon
in the system tray area on the taskbar, like this:

This means that you at any time can initiate a grammar check directly in a text that
you are typing in a variety of programs just by pressing a hotkey. By default, this
hotkey is Win+W, but you may choose to specify a different key combination in
the System Preferences dialog box.
Applications that the WordFinder Grammatik Application will be able to directly
communicate with include (but are not limited to):
• Microsoft Word
• Microsoft Outlook
• MSN Messenger
• Notepad
• Wordpad
o Any application which exposes a “standard text input field”
Should you like to perform a grammar check in an application which the Word-
Finder Grammatik Application doesn’t recognize, then you can just copy the text


into the Editor of the WordFinder Grammatik Application, perform the grammar
check there and then copy the text back again. In this case, the WordFinder
Grammatik Application will offer to automatically assist you with this:

It is, however, important to understand that this method may not always work,
since all that it really does, is sending a ctrl-A followed by a ctrl-C to the executing
application and hoping that the application in question is polite enough to place the
text in the clipboard so that the WordFinder Grammatik Application can then re-
trieve it from the clipboard.

WordFinder Grammatik as an Add-In
Instead of keeping the WordFinder Grammatik Application running, there is also
the possibility to use the WordFinder Grammatik Add-In for:
• Microsoft Word
• Microsoft Outlook
Unless you have specific reasons for using WordFinder Grammatik this way, we recommend
using the WordFinder Grammatik Application instead. The WordFinder Grammatik
Add-In doesn’t offer any specific advantages over the WordFinder Grammatik
Application, apart from placing a convenient menu item under the Tools menu of
both applications:

WordFinder Software offers this alternative solution partly for long time users of
previous versions of WordFinder Grammatik who has grown accustomed to hav-
ing this menu item available and partly for companies with specific system policies.
By default, the WordFinder Grammatik Add-In is not activated and you need to
manually activate it using the System Preferences dialog box in the WordFinder
Grammatik Application:


Note: using both the WordFinder Grammatik Add-In and the WordFinder
Grammatik Application simultaneously will increase your computer’s memory con-
sumption.


Installation
For reasons of security, close all programs that are open in Windows before you
install WordFinder Grammatik 3.
1. Insert the WordFinder Grammatik 3 DVD in the DVD-ROM drive. The in-
stallation process starts automatically.

We highly recommend that you print the software manual prior to installation. It
can come in handy. You can do this in the Manual dialog window. Acrobat Reader
is required to read the manual that is available in PDF. If you have to install this
program, choose a suitable version from the Acrobat Reader menu.
2. Continue with the installation by clicking here to start the installation of Word-
Finder Grammatik.
3. Follow the instructions that appear on the screen. The installation program
guides you through the complete process.
4. Type in the program's code key as stated on the licence certificate supplied
with WordFinder Grammatik 3. When you have typed in the correct code,
click on Install to start installation.
NOTE! A code key consists of an alphabetic combination of 8 characters. This
code is unique and operates only with this software DVD.

© 2009 WordFinder Software Installation 7

5. Click Next to start the installation.
6. The final step in the installation process takes you to a registration interface.
Enter your details.
7. A new window opens to display the details you entered, as well as the compo-
nents that have been installed. Make sure the Send to website option on the
lower left-hand side is checked, if you wish to register online. If you wish to
register at a later date, you can save the details as a file that can be sent to us by
email to info@wordfinder.com. In this case, select the correct option.

8. Continue by clicking Next.
9. The installation has been successful.
If the installation does not start automatically, select Run in the Start menu in
Windows. Type in d:install (if D: is the correct name for the DVD-ROM drive)
and click OK.

Uninstalling WordFinder Grammatik 3
If you would like to uninstall WordFinder Grammatik 3, please use the Add/
Remove programs function in the Control Panel.
1. Click the Start button. Choose Settings and select Control Panel.
2. Double-click on Add/Remove programs.
3. Select WordFinder Grammatik 3 and click Add/Remove.

© 2009 WordFinder Software Installation 8

How to use Grammatik 3

Starting WordFinder Grammatik 3
Start WordFinder Grammatik 3 from the WordFinder Language Solution pro-
gram group by clicking Start/ Program. The active application is indicated by
the program icon on the right hand side of the taskbar.

Grammar check in Microsoft Word
There are a number of ways to check grammar, if you have started writing a
document in Microsoft Word:
• Select Tools in the menu bar and click on the WordFinder Grammatik 3
icon.
• Use the shortcut command key, CTRL+F7.
• Use the Hot key combination defined under Preferences.
The program searches the document for grammatical, spelling, sentence struc-
ture and language style errors.

Grammar check in programs with text dialog windows
WordFinder Grammatik 3 can easily be used to check grammar, spelling and
style in documents that are written in programs other than Microsoft Word, e.g.
Microsoft Outlook.
Carry out a check by using the hot key combination defined under Preferences.
The program searches the document for grammatical, spelling, sentence struc-
ture and language style errors.
If, however, the grammar check does not start using the hot key, you can use the
integrated word processor, “editor”, in the WordFinder Grammatik program.
If you try to spell check content that is not located in a text input field under-
stood by WordFinder Grammatik 3, the dialog window below opens:

© 2009 WordFinder Software How to use WordFinder Grammatik 9

Click Yes if you would like WordFinder Grammatik 3 to automatically copy
and paste the text into the editor. Your text will then be displayed in a separate
dialog window, where you check for grammatical errors, misspelled words, in-
correct structure and language style errors. When the check is complete, the text
can then be copied and pasted back into the original document.
Since WordFinder Grammatik 3 has no knowledge of how to interact with the
text input field, it tries to retrieve the text the standard way, simply by trying to
select the text by "pressing" Ctrl-A and then placing it onto the clipboard using
Ctrl-C. There is, however, no guarantee that this method will work. The appli-
cation you are using may, for example, use ctrl-A for a totally different purpose.
If it does not work, you will have to find some other way to copy the text into
the editor before it can be checked. The integrated word processor in Word-
Finder Grammatik can be accessed by:
1. Right clicking on the WordFinder Grammatik 3 icon in the task bar.
2. Select Open editor.
You can read more about the editor in the last chapter Using the editor.

Closing WordFinder Grammatik 3
Close the program by right clicking on the icon in the right hand side of the task
bar and select Exit.

Operating mode
The dialog window that opens when you start the program displays three boxes,
which work in the following way:
• The upper box, Sentence, highlights possible errors in red.
• The middle box, New Sentence, displays the new sentence when the sug-
gested error has been corrected.
• The lower box, Error, displays a grammatical description of the high-
lighted word, as well as providing you with the possibility of replacing the
proposed word with another. The Tell me more function, if available, al-
lows you to find out more about the grammar rule being referred to. This in-
formation is displayed in a new window.
• At the bottom of the dialog window, you can select the level of control car-
ried out by WordFinder Grammatik by selecting Spelling, Spelling &
Grammar or Spelling, Grammar & Style in the checkboxes under Check.
The dialog window also includes a number of other command buttons, which
offer the following functions:
• The Ignore button is used to ignore possible errors that WordFinder Gram-
matik 3 identifies.
• The Ignore All button allows you to ignore potential errors that appear
more than once in the same document.


• The Change button replaces the highlighted errors with the suggested cor-
rect ones.
• Click Add, if you wish to include new words suggested by the program in
your personal dictionary.
• If you wish to undo the replacement of an incorrect word, click on the
Undo button. This reverses the latest change made in the content.
• By clicking on the Preferences button, you open a dialog box from where
you can select the way you would like WordFinder Grammatik 3 to operate.
• Cancel closes the dialog box and cancels the content check process.
• Select Help if you require assistance with any aspect of the program.

Editing words
The upper box (Sentence) in the dialog window displays the complete sentence
with the incorrect words highlighted in red. In the next box, New Sentence, the
new sentence suggested by WordFinder Grammatik 3 is displayed. The pro-
posed word is written in bold style. The lower Error box provides an explana-
tion of the error in question.
The WordFinder Grammatik 3 program may propose more than one solution
when highlighting an incorrect word, depending on the significance of the word
in the context of the text. Suggestions are shown in the lower box together with
an explanation. These words are highlighted in bold style in a light-green col-
our. The word that is suggested by WordFinder Grammatik 3 and included in
the new sentence is highlighted in a green background. Click on any of the
other suggestion shown to insert it in the new sentence.


You can also correlate any misspellings or grammar errors by editing directly in
the content in the Sentence or New sentence box. Set the box of your choice
under the User Interface tab under Preferences.
Use the command buttons as follows:
Change Replaces the incorrect word in your document with the new
Ignore Ignores the proposed change.
Ignore All Ignore a word/error in the whole document.
Delete Delete word that is highlighted in red.

Adding new words
If the content includes a word that WordFinder Grammatik 3 does not recog-
nise, you can index it in your personal dictionary. Click on the Add command
button that appears in the dialog window to index the word that is highlighted in
red.

Linked errors
WordFinder Grammatik 3 has the ability to identify linked errors. A description
of the errors found is shown in the Error box. This explanation may consist of
two words that are used in a new sentence. This is indicated by –AND-. The ex-
planation may also consist of other solutions that are fully correct and can be
used to replace the incorrect highlighted text in the Sentence box. These solu-
tions are separated by the word –OR–.
Each suggestion includes an explanation why it should be used. Click on the
small blue arrow at the right of the suggested text to display this explanation,
which appears under the suggestion. Click on the arrow again to hide the expla-
nation.


Check complete
When the grammar check is completed, a dialog box is displayed that can look like
this:


This presents the number of words, sentences, and paragraphs that have been
checked. You can change settings by clicking on Preferences and you can undo
recent changes by clicking Undo.
If you ran the check on a large volume of text, you can click on the Statistics but-
ton to get more information about the check (a smaller amount of text does not
provide an adequate basis for creating meaningful statistics.)
This is how the statistics information may look:

Proofing history
All changes you make during a session are saved. You can examine them more
closely and save the history.
NOTE!
If you wish to save Proofing history, you must do that before closing the program.
When you close the program, the proofing history is normally emptied. In the set-
tings section you can indicate that you want the history to be saved automatically.
1. Click on Preferences.
2. Select the Options tab.
3. Click on View under Proofing History.


Here you see all the changes you made during the session. You see all the altered
sentences and how these sentences looked before the changes.
Refer to The Options tab section in the chapter Configure WordFinder for
more information.


Configure WordFinder Grammatik
There are many ways you can customise WordFinder Grammatik. You have, on
the one hand, System Preferences where you can create general settings and on the
other hand Preferences with a variety of detailed settings. You access System Preferences
from the editor-window. Preferences is available via the program window.

System preferences
You can customise WordFinder Grammatik 3 to suit your own needs. This is done
by right clicking on the program icon in taskbar and selecting Preferences, after
the program has been started.
The following dialog window opens:

You can set the Hot key by pressing on the key combination you wish to use. If
you can use that combination, you get a green light; otherwise a red light appears.
The combination must be one or more of the Ctrl, Shift, Alt or Windows keys, to-
gether with a function key, letter or number.
Under Start check you indicate where in the text you want the check to begin.
This is also affected by the program containing the text. In certain programs the
check must always start from the beginning of the text.
At Look and feel, you can select the appearance in the program's window -
WordFinder appearance or Windows appearance. Under Start up you have the op-
tion to turn off the small start-up screen that appears when the program starts.
Selections in Paste back affect how changes occur in the original text when you
work with an "unknown program". You can choose to always receive a question
before changes are made to the original text, have changes added automatically or
have no changes made.

© 2009 WordFinder Software Configure WordFinder Grammatik 16

Under Microsoft Add-ins, you choose whether you want to activate these for Mi-
crosoft Word and Microsoft Outlook. These add-ins are not necessary to Word-
Finder Grammatik 3, but you can still choose to activate them. Refer to the section
WordFinder Grammatik as an Add-In in the Introduction for more informa-
tion.

Preferences
You can modify the default settings in WordFinder Grammatik 3 to personalise
content checks. Select Preferences to change the settings.

The options tab
The Options tab includes the following:

You can select the following options under Selections:
• Ignore words in UPPERCASE.
• Ignore words with numbers.
• WordFinder Grammatik 3 proposes words that are only indexed in the main
program dictionary. This means that words you manually have stored in your
personal dictionary will not be proposed.
• WordFinder Grammatik 3 checks for possible word choice errors, i.e. words
that are often wrongly translated and used in the wrong context.
• Check text in "quotes".
Under Writing style, you can define the language style that WordFinder Gram-
matik 3 checks, choosing from:
• Formal style
• Standard style


• Informal style
• Custom style
When you have defined a certain language style, you can then set the required
grammar rules by clicking on the Settings… button. Please refer to the section on
settings below for more information.
Under Spelling & Punctuation Conventions, select which form of the English
language is to be checked by WordFinder Grammatik 3.
Choose either:
• American English
• British English with either - ise or -ize pronunciation
Make sure you select the English language before you begin the check process to
obtain the correct suggestions.

Settings
In this dialog window, you can define the rules of grammar that WordFinder
Grammatik 3 uses to check your document. The check is carried out based on the
language style you have selected. Select a rule by ticking the box to the left. Re-
move a rule by clicking in the corresponding checkbox. You can also select gram-
mar rules from the list shown.

The selected language style is displayed in the Writing style box. You can choose
between standard, formal or informal styles from the dropdown menu. It is also
possible to create your own style settings, if you have a personal language style that


you often use. Use the Custom option to make these changes. You can change
language styles by clicking on the dropdown list and selecting the option that is
most suitable.
In the Display rules for box, you can set the rules for spelling, spelling and gram-
mar or spelling, grammar and style. You can changes style settings by selecting one
from the drop down menu to view the corresponding rules.
The centre box displays a number of rules relating to the various language control
options. The set of rules that are active for the selected style are highlighted by the
relevant checkboxes. In the Long description of selected rule box, a description
of each rule can be viewed by clicking on them.
Once you have selected the rules of your choice by the checking the relevant
checkboxes, click OK. Choose Reset in the top right hand corner of the dialog
box if you wish to undo your selection, restoring WordFinder Grammatik to the
default settings.

Proofing history
All changes you make during a session are saved. By clicking on View under
Proofing history, you can examine all the changes, create general settings and
choose to save.
NOTE!
If you wish to save Proofing history, you must do that before closing the program.
When you close the program, the proofing history is emptied.
This is how it may look:


Here you see all the changes you made during the session. To the right you see the
original sentence, to the left the same sentence after a change was made.
At the bottom left, you can create settings for the proofing history memory. You
select what happens when the program ends. The default setting is that nothing is
saved, i.e. that the memory is emptied. The alternatives include choosing to always
get a question on whether the memory should be saved, or automatically adding
the session’s proofing history memory to existing information in a designated file.
You can choose to save the session memory to a new file regardless of the selec-
tion you made on the left. Click the Save to file button, enter the file name and
choose a location.
Use Clear if you for any reason want to empty the memory before continuing with
your work.
Click OK to save the settings you made, Cancel to not implement them. If you
emptied the memory, however, you cannot retrieve it by clicking Cancel.

The User Interface tab
The User Interface tab includes the following setting options:

By selecting the Double click makes change option under Confirm suggestion,
you can paste the highlighted suggested word into the text being checked by dou-
bleclicking on it in the Error field.
Under Manual sentence editing, select which box in the main program dialog
window you wish to edit your text. Select either the Sentence or the New sen-
tence box.
Helper Dialogs activates the grammar check dialog boxes, if you have ignored to
check the spelling, style or word choice in your document.
Choose from the following options:
• Spell check helper


• Style and word selection check helper
For more details, please choose Spelling Helper Dialog box or Style & Word
Helper Dialog box.

The Colours tab
Under the Colours tab, you can set the colour scheme used by WordFinder
Grammatik to distinguish between different words and suggestions. The colour
palette shown in the dialog window shows the default colours used in the program.
The numbers assigned to each coloured square refer to the numbers in the text in
the text window above. Any changes made to the colouring scheme can be pre-
viewed in the text window.

The numbers represent:
1. Words/sentences highlighted as incorrect in your text.
2. New words/sentences proposed by the program. Text shown in the New
Sentence window.
3. Suggested changes. Other suggestions displayed by the program
4. Selection colour for the word/sentence change suggested by WordFinder
Grammatik 3.
5. Other possible suggestions provided by the program. Any proposals that are
not displayed in the New Sentence box.
6. The link colour for the Tell me more link.
Click Reset, if you wish to reset the default colour scheme used in WordFinder
Grammatik 3 at any time.


The Words tab
Any words that were not recognised by WordFinder Grammatik 3 and which you
chose to ignore during a grammar check, are saved under the Words tab. These
words are displayed in the Ignored words box.

Here you can:
1. Add words to your personal dictionary.
2. Remove words from your personal dictionary.

Add words
1. Select the word you wish to add in the Ignored words box.
2. Click Add.
3. The word is transferred to your dictionary, which is now displayed in the Per-
sonal dictionary box.
If you often use certain words that the program does not recognize, use the Add
new option to include these words in your personal dictionary. Enter the word in
question in the new window that is displayed. You can enter more than one word
at a time. Separate the words with a bar space or a line break by pressing enter.
Click OK to enter the words in the dictionary. The words, now shown in the per-
sonal dictionary window, will be accepted by WordFinder Grammatik 3 in future.

Delete words
1. Select the word in the Personal dictionary that you wish to remove.
2. Click Delete.

Custom Dictionaries
Adding custom dictionaries to WordFinder Grammatik can easily be done from
the Preferences dialog box.


There is, however, an alternative way which may be of interest if you manage sev-
eral computers, and that is to edit the WFGRM3.INI file located in the application
directory.
By default it will look like this:
[Settings]
wfLook=1

[CustomDictionaries]
Dir1=.CustomDictionaries
Dir2=
Dir3=
Dir4=
Dir5=
Dir6=
Dir7=
Dir8=
Dir9=
File1=
File2=
File3=
File4=
File5=
File6=
File7=
File8=
File9=

The first section should be ignored.


Under the [CustomDictionaries] section, you can add the paths of both folders and
specific files that will be used as dictionaries by WordFinder Grammatik, without
having to add them using the user interface. After editing this file, it can also be
copied to other computers with WordFinder Grammatik installed.

The Suggestions tab
The Suggestions tab displays the individual grammar rules that you chose to ig-
nore in the text check using the Spelling helper dialog box and the Style &
Word Choice Helper dialog box.

Here you can define the rules that apply:
• For the current session
• For all session
For the current session displays the rules that have been ignored in the current
work session only.
For all sessions displays the rules that are ignored at all times.
To restore a rule, select the corresponding checkbox in front of the rule and then
click OK.


The Spelling Helper Dialog box
After choosing to ignore a potentially misspelled word three times, WordFinder
Grammatik will ask you:

If you chose to ignore word or if you chose to add it to the Personal Dictionary,
you will in both cases be able to find it again under the Words tab in the Prefer-
ences dialog box.

Style and word choice helper
After choosing to ignore a rule three times, WordFinder Grammatik will ask you:

Or, in the case you used the Ignore All button:

Should you chose to turn off a rule (either for the present session or all sessions), it
will displayed under the Suggestions tab in the Preferences dialog box where you
can chose to turn it back on again.


The Explanation dialog window
More details are available for certain grammatical errors. By clicking on the Tell
me more link in the Error dialog box, a new window appears displaying detailed
explanations of various grammatical topics. Click OK to close the window when
you are finished reading the explanation.


Using the editor
If you cannot activate WordFinder Grammatik 3 from the application you are us-
ing, you can still carry out a language check by copying the content in question and
pasting it into the editor, which is an integrated text editor.
The following dialog window opens if you choose to activate WordFinder Gram-
matik’s own text editor, to where you can copy and paste text.

Paste the text from your document into the empty window. Carry out a grammar,
spelling and style check by clicking on the icon in the toolbar. When the check is
done in the the editor, select the text to cut and paste it into your document.

Toolbar
The editor toolbar contains the following options:
Functionality
New – Create a blank document.

Open – Open a document. It is only possible to open docu-
mentsthat have been saved as Rich Text Format (*.rtf) or text
(*.txt) files.
Save as – The document can be saved as a Rich Text Format
(*.rtf) or a text (*.txt) file.
Cut out the selected text.

Copy the selected text.

Paste the text into the Clipboard.

© 2009 WordFinder Software Using the editor 27

Undo last action.

Formatting text – Select fonts, font size and font style, etc.
The text formatted in the editor can easily be inserted into
other programs such as Outlook.
Start check.

Systems Preferences

About WordFinder Grammatik 3

Open help

Close WordFinder Grammatik 3

© 2009 WordFinder Software Using the editor 28

WordFinder Grammatik 3 - Manual

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