Module – Word Processing

Lesson 5 – Proofing, Printing and Finalising Documents

Before a document is shared or printed, it should be reviewed for accuracy, layout quality, consistency and accessibility. This lesson covers proofing tools, printing features, document security and final checks recommended in the syllabus.

Learning outcomes

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

• Use spelling, grammar and thesaurus tools.
• Check word count and document statistics.
• Adjust page setup and print settings.
• Use Print Preview to avoid layout errors.
• Apply basic accessibility checks.
• Save, export and protect documents (including PDF and passwords).
• Use Track Changes and comments for reviewing.
• Carry out final checks before sharing or printing.

1. Spell check and grammar tools

Word processors include tools to help find spelling, grammar and typing errors.

Features include:

• Automatic underlines – red for spelling errors, blue/green for grammar suggestions.
• Spelling & Grammar check – reviews the whole document.
• Suggestions – recommended corrections for each error.
• Custom dictionary – add names, acronyms or technical words.
• Language settings – set the proofing language for a document.

2. Thesaurus

The thesaurus helps find synonyms to improve vocabulary and avoid repeating the same words.

Example: Selecting “important” may show: essential, vital, significant.

3. Word count

Word count helps meet assignment, report or form requirements.

Word count displays:

• Total words.
• Characters with/without spaces.
• Number of pages.
• Number of paragraphs.
• Option to count only selected text.

4. Page setup

Adjust page settings before printing or finalising the layout.

• Margins – narrow, normal or custom.
• Orientation – Portrait or Landscape.
• Paper size – A4, Letter, Legal, etc.
• Headers & footers – ensure they appear correctly on all pages.

5. Print preview

Print Preview shows how the document will look when printed.

Advantages:

• Check layout and spacing.
• Ensure page breaks appear correctly.
• Verify margins and alignment.
• Prevent printing errors and wasted paper.

6. Printing options

Word processors allow flexible printing choices.

• Select printer device.
• Print specific pages (e.g., 2–4 only).
• Print double-sided (duplex).
• Print multiple copies.
• Choose colour or black & white.
• Collate pages when printing multiple sets.
• Print selection only (selected text).

7. Accessibility checks

Accessible documents help all users, including people with disabilities.

Accessibility considerations:

• Use clear headings created with Styles.
• Add alt text to images for screen readers.
• Use high-contrast colour combinations.
• Choose readable font sizes (11pt or larger).
• Ensure tables have header rows.

8. Saving and exporting

Different formats are used depending on how the document will be shared.

• Save As – save a new version without changing the original.
• Export as PDF – ideal for printing or sharing with others.
• Save to cloud – access across multiple devices.
• Read-only – prevent accidental editing.
• Password-protect document (ICDL requirement) – restrict editing or opening.

9. Track Changes and comments

Used for reviewing and collaborating on documents.

• Track Changes – highlights added, deleted or moved text.
• Comments – leave notes, suggestions or questions.
• Reviewing pane – view all tracked edits in one place.
• Accept/Reject changes – finalise the edited document.

10. Final document checks

Before sharing or printing:

• Read the document carefully.
• Check formatting consistency (fonts, sizes, spacing).
• Ensure headings follow the same style.
• Confirm page numbers are correct.
• Verify no blank pages remain at the end.

11. Practical Activity

In your word processor, complete these steps:

• Run a full Spelling & Grammar check.
• Use the Thesaurus to replace three words.
• Check the total word count of your document.
• Insert a page break before a new section.
• Open Print Preview and review the layout.
• Export your document as a PDF.
• Create a read-only or password-protected version.
• Add a comment to one paragraph.
• Turn on Track Changes and make two edits.

Quick self-check quiz

Click each question to reveal the answer.

1. Which tool shows the total number of words in your document?

2. Which format is best for sharing a finished document so it does not change on other computers?

3. What does Track Changes do?

4. Why is adding alt text to images important?

5. What should you do if Print Preview shows a blank page at the end?