9 Editing Text and Formatting This chapter contains the following topics: Overview. Accessing Editing Commands. Moving Through Text. Selecting Text. Using Editing Keys. Cutting, Copying and Pasting. Editing Formatting. Undoing Edits. Proofreading. Searching for Text or Tables. Replacing Text. Using the Spell Checker. Editing Your Spell Checker List. Using Ranked Spelling. Changing a Word’s Pronunciation. Editing the Pronunciation List. Applying Corrections Throughout a Document. Editing Your Corrections List. Inserting a Signature File. Shortcut Keys for Editing. Overview You can create a new document, open an existing Kurzweil 1000 file or open one from another software program for editing in the Kurzweil 1000 program. This chapter only presents information on creating and saving new files in Kurzweil 1000. For detailed information on opening, saving and managing all types of files, go to Chapter 13, Files and Folders. Once you create a new file or open an existing one in Kurzweil 1000, you can type using the alphanumeric and editing keys on the keyboard (including Delete, Backspace, and arrow keys). Kurzweil 1000 reads as you type and edit, and provides a variety of Reading features to help you proofread your writing. In addition, you can do a fair amount of formatting, including font changes for characters and paragraph alignment. Accessing Editing Commands You can access editing commands through the menu bar or keyboard shortcut keys. Many people find it convenient to use just the shortcut keys for editing text. Kurzweil 1000 uses the same shortcut keys as do most word processing programs. The only editing tasks you can access from the keypad are the cut and paste page operations. For more information about using the keypad to edit documents, you can either download the document, Using the Keypad to Access Kurzweil 1000, from the Kurzweil Educational Systems website—www.kurzweiledu.com—or refer to Appendix E in the Online Help manual. To create a new file and start editing: 1. Open the File menu and select New, or press ALT+F+N. The Edit menu is now part of the Kurzweil 1000 menu bar, and is located to the right of the File menu. 2. Begin typing or editing. To access the Edit menu, you can use the mnemonics ALT+E. Moving Through Text If you are familiar with other word processors, you can move through text in Kurzweil 1000 using the standard keyboard keys such as ARROW, PAGE UP, HOME and END keys to move by character, word, line, paragraph, page screen, or top and bottom of the document. To move by character: Press the LEFT ARROW key to place the cursor to the left of, or before, a character. Press RIGHT ARROW to place the cursor to the right of, or after, a character. If Kurzweil 1000 is reading when you press one of these keys, it stops reading and speaks each character as you move. You can resume continuous reading by using the Read menu. To move by word: Press CONTROL+LEFT ARROW to move to the word before the cursor, or CONTROL+RIGHT ARROW to move to the word after the cursor. If the cursor is in the middle of the word, the cursor position moves to the beginning or end of the word. To move by line: Press UP ARROW to move to the line above the cursor or DOWN ARROW to move to the line below the cursor. Both UP and DOWN arrows cross page boundaries. Kurzweil 1000 automatically reads the new line. Press HOME or END to move to the beginning or end of the current line. To move by paragraph: Press CONTROL+UP ARROW to move to the beginning of the previous paragraph, or CONTROL+DOWN ARROW to move to the beginning of the next paragraph. To move by region: Press SHIFT+F6 to move to the beginning of the previous region, and SHIFT+F8 to move to the beginning of the next region. This feature only works if layout information has been retained for the current page. To move by page: PAGE UP places your cursor at the top of the previous page; PAGE DOWN places it at the top of the next page. You can also go to the top of the current page by pressing SHIFT+PAGE UP, or to the bottom of the current page by pressing SHIFT+PAGE DOWN. To go to the beginning or end of the document: Use CONTROL+HOME to move to the top of the document, or CONTROL+END to move to the bottom of the document. To move by screen: Press CONTROL+PAGE UP to move up by one screen, or CONTROL+PAGE DOWN to move down by one screen. Selecting Text Before you can cut or copy text, you must select it. Selection defines the starting and ending points for a text string. Use the keyboard to select text by character, word, line, paragraph, or page. To select a character: Hold down the SHIFT key and press LEFT ARROW to select the character before the cursor, or RIGHT ARROW to select the character after the cursor. To select a word: Hold down the SHIFT key and press CONTROL+LEFT ARROW to select the word before the cursor, or CONTROL+RIGHT ARROW to select the word after the cursor. If the cursor is in the middle of the word, the text from the cursor position to the beginning or end of the word is selected. To select a line: Hold down the SHIFT key and press UP ARROW to select from the current line position to the same position in the line above the cursor. Hold down the SHIFT key and press DOWN ARROW to select from the current line position to the same position in the line below the cursor. SHIFT HOME selects to the beginning of the current line. SHIFT END selects to the end of the current line. To select by paragraph: Hold down the SHIFT key and press CONTROL+UP ARROW to select to the beginning of the current paragraph, or CONTROL+DOWN ARROW to select to the beginning of the next paragraph. To hear selected text Open the Read menu, choose Say Selection, or press CONTROL+Y. Hot Keys for Modifying Selections You can use hot keys to change the amount of text you have selected. CONTROL+F8 and CONTROL+SHIFT+F8 expand and contract a selection, respectively. The amount by which the selection changes depends on how much text was originally selected. When expanding a selection: • If nothing is selected, CONTROL+F8 selects the current word. • If a word is selected, CONTROL+F8 selects the current sentence. • If a sentence is selected, CONTROL+F8 selects the current paragraph. • If a paragraph is selected, CONTROL+F8 selects the current page. When contracting a selection: • If a page is selected, CONTROL+SHIFT+F8 selects the first paragraph of the page. • If a paragraph is selected, CONTROL+SHIFT+F8 selects the first sentence of the paragraph. • If a sentence is selected, CONTROL+SHIFT+F8 selects the first word of the sentence. • If a word is selected, CONTROL+SHIFT+F8 returns the cursor to the beginning of the word, with nothing selected. Selecting Text Across Multiple Pages 1. Position the cursor at the point where you’d like the selection to start. 2. Do one of the following: • Open the Edit menu and choose Mark a Position. • Or press ALT+E+M. • Or press CONTROL+M. 3. Move the cursor to the ending position for the selection. This can be before or after the starting point. Note: This kind of selection is useful only for cutting or copying text, or for applying format changes. Selecting the Entire Document Open the Edit menu and choose Select All. You can also press ALT+E+A or CONTROL+A. This Select All differs from the same function in many word processors. After the Select All operation, the only valid operations are Cut, Copy, or format editing. Most other operations (such as Delete or typing a single letter to replace the selected text) apply only to the text on the last page of the document. That is, if you select the entire document and then type the letter “B,” you replace all of the text on the last page with the letter “B” while the rest of the document remains unchanged. Additionally, you cannot undo operations performed before the Select All. Using Editing Keys Many of the editing keys you use in your word processor or editing program also work in Kurzweil 1000. While editing text, you can use: • The BACKSPACE key on the keyboard to erase the character to the left of the cursor, or any text you have selected. • The DELETE key on the keyboard. Delete erases the character to the right of the cursor, or any text you have selected. • The INSERT key on your keyboard lets you switch between Insert and Overtype modes. In Insert mode, any words you type appear at the cursor position. Your typing does not affect the words already in the document. If you select text and then begin typing, however, your typing replaces the selected text. In Overtype mode, your typing replaces existing words. Each character you type replaces a character already in the document, starting at the current cursor position and moving to the right. Other keys and combinations that work: • CAPS LOCK. • CONTROL+ENTER to insert a page break. • SHIFT+CONTROL+ENTER to delete the first page break before the cursor. A convenient option is to have Kurzweil 1000 echo the words or characters as you type. The Echo setting is located in the Reading Settings tab, and is accessible through the Settings menu. Go to Chapter 12, Working with Settings for details. Cutting, Copying and Pasting You can cut, copy, and paste text as well as images in a document: • Cutting removes the object, whether selected text or image, from its current location. You can then paste it into another place in the document or into another document. • Copying the object leaves it in its current location, but you can paste its copy into another place in the document or into another document. • Pasting the object places it at your current cursor location in the document. You can copy, cut and paste entire pages within a document or across different documents. Before you can cut or copy, you must first select a block of text or an image. A block of text can consist of a single character or multiple pages. To select a block of text using the marker: 1. Position the cursor at the point where you’d like to start. 2. Do one of the following: • Open the Edit menu and choose Mark a Position. • Or press ALT+E+M. • Or press CONTROL+M. 3. Move to the position where you’d like to end the selection. This position can be either before or after the mark. To copy an object: Do one of the following before or after the marker you placed: • Open the Edit menu and choose Copy or press ALT+E+C. • Or press CONTROL+C. To cut an object: Do one of the following before or after the marker you placed: • Open the Edit menu and choose Cut or press ALT+E+T. • Or press CONTROL+X. To paste an object: Do one of the following: • Open the Edit menu and choose Paste or press ALT+E+P. • Or press CONTROL+V. You can paste the text into a Kurzweil 1000 document or into another Windows application. Additional Editing Shortcut Keys • CONTROL+A selects all text. • CONTROL+DELETE removes the word to the right of the cursor. You’ll hear the new current word. If the cursor is in the middle of a word, the system deletes the part of the word to the right of the cursor, along with any spaces that follow the word. If the cursor is immediately to the right of a word, the system deletes any spaces following the word. If the cursor is immediately to the left of a word, the system deletes it and any spaces following it. • CONTROL+BACKSPACE removes the word to the left of the cursor. You’ll hear the new current word. If the cursor is in the middle of a word, the system deletes the part of the word to the left of the cursor. If the cursor is immediately to the right of a word, the system deletes the word and any spaces preceding it. If the cursor is immediately to the left of a word, the system deletes the spaces as well as the word to its left. Cutting and Pasting Pages When you cut a page, your cursor is positioned at the following page, unless you cut the last page of a document. When you paste a page, it appears before the current page. To cut the current page and paste it using the menu: 1. Place the cursor in the page you want to cut. 2. Choose Cut Page from the Edit menu or press ALT+E+G. 3. Go to the location where you want to insert the page before the current page. 4. Choose Paste Page from the Edit menu or press ALT+E+S. Editing Formatting When you scan in a document, Kurzweil 1000 recognizes the document’s formatting information, along with the text. You can keep that formatting, correct it, or replace it entirely with choices of your own. If you are creating a document in Kurzweil 1000, it’s a good idea to think ahead about the different formatting you may want and need, then apply these styles consistently throughout. Consider using standard conventions such as putting book titles in italic characters, or using left and right aligned paragraph format for full quotes. Kurzweil 1000 provides both character and paragraph formatting. Font Formatting Each character in a document is displayed and printed using a font, which is a named collection of shapes for characters. Each character has a style, used to emphasize particular words or phrases. Styles can be regular, bold, italic, both bold and italic, or underlined. Each character also has a size, expressed in English points (there are roughly 72 points to an inch, and the point size describes the height of an average character in a font). When you are typing, the editor uses the system default character format, or the format of the last character before the cursor, or a format you specified specifically for the current text you are typing. For scanned documents, Kurzweil 1000 normally displays the character font as it exists in the underlying document, but you can modify that formatting. You should be careful not to enable the Single Font setting when you want to modify character formats. Changing Font Formatting You can change font formatting properties for selected text or for text you will type at the cursor. The font formatting features are in the Font dialog, accessible from the Edit Format submenu. 1. Open the Edit menu, select Format, then select Font from the Format submenu, or use the mnemonics ALT+E+O+F. The Font Format dialog opens with your cursor in the Font Name box. The system tells you the font name of the selected text. 2. In the dialog, press the TAB key, or the mnemonics to go to any of the following controls: Font (ALT+F). Use the UP/DOWN ARROW key, or type the first letter of the desired font style to make a selection from the list. Bold (ALT+L). Use the UP/DOWN ARROW key to select Enabled or Disabled. Italic (ALT+I). Use the UP/DOWN ARROW key to select Enabled or Disabled. Size (ALT+S). Use the UP/DOWN ARROW key to make a selection from the list, or type the desired size. Underline (ALT+U). Use the UP/DOWN ARROW key to select Enabled or Disabled. Note: Any of these lists may contain an item called Mixed if you have text selection that contains a mix of font, styles, and/or sizes. To change font options: 1. With your cursor in the desired location or with text selected, open the Font dialog (ALT+E+O+F). 2. Go to the desired control by using its mnemonics or TAB. 3. Press the UP/DOWN ARROW keys to make your selections or type the first character of the desired selection. 4. Press ENTER. The font for the selected text changes to your new specification. Or, if you don’t have text selected, the new font selection applies to text you type beginning at the cursor position. Note: You can apply format changes across multiple pages, using either CONTROL+M for multipage selections, or CONTROL+A to apply font properties across an entire document. To change font style: Press CONTROL+SHIFT+F to hear a description of the format. You’ll hear only unusual attributes, not defaults, such as a regular font style. Press CONTROL+I to switch between italic and regular text. Press CONTROL+SHIFT+B to switch between bold and regular text. This is the same as CONTROL+B in other word processors. Kurzweil 1000 uses CONTROL+B for the Insert Bookmarks function. If you prefer to use CONTROL+B for bolding text, change the Shortcuts setting in the Reading Settings tab. Refer to Chapter 12, Working with Settings for details. Press CONTROL+Left Bracket to make the font size one point smaller. Press CONTROL+Right Bracket to make the font size one point larger. Press CONTROL+U to switch between underline and regular text. Paragraph Formatting Paragraphs have their own format properties. These include indentations and text alignment. By applying these properties you can convey and communicate different types of information, and make it easier for someone with sight to read and understand your work. Whenever you press the ENTER key while typing, you are ending one paragraph and beginning another. By default, the system applies the properties of the previous paragraph for this new paragraph. Indentations There are three types of indentations: one for the left, one for the right, and one for the first line. All of these are distances, expressed as numbers in either inches or centimeters. The left indent specifies the distance inward from the left margin of the page at which text should begin for each line in the paragraph. The right indent specifies the distance inward from the right margin of the page at which text should end for each line in the paragraph. The first line indent is a distance added to the normal left indent for the paragraph. Indentations are used in many different paragraph styles. • The most common paragraph style is one where the first line has an indent. • Another common style uses no indentations at all, but provides an extra horizontal blank line to indicate a break between one paragraph and another. • Paragraphs consisting entirely of quotes typically have an equal but non-zero left and right indent, making it obvious that the paragraph is special in some way. • Another special style is a hanging indent, commonly used for a list of items and their multi-line descriptions. This is the most complicated style to format. You specify a left indent, and then a first line indent which is the same as the left indent, except that it is a negative number. Those two indentations cancel out, so that the first line begins at the left margin, and the subsequent lines are indented. Alignment The other paragraph property is alignment. A paragraph can be aligned to the left, to the right, to both the left and the right, or to the center of the page. • Left alignment is where a paragraph has a straight edge on the left side and a ragged edge on the right. • Justified is where a paragraph has a straight edge both on the left and on the right sides, except for the last line, which is usually shorter than the others. • Centered text is mostly used for headings. • Right aligned text is uncommon, but is often used for page numbers or dates at the top of a document. If you intend to examine or change paragraph properties, you should be careful to not have the Line Endings setting value set to Respected. You will find this setting in the Reading Settings tab. Go to Chapter 12, Working with Settings for details. Changing Paragraph Formatting You can change paragraph formatting properties for a selected paragraph or paragraphs, or for text you will type at the cursor by using the Paragraph dialog, accessible from the Edit Format submenu. To open the Format Paragraph dialog: Open the Edit menu, select Format, then select Paragraph from the Format submenu, or use the mnemonics ALT+E+O+P. The dialog opens with your cursor in the Indentation box. The system tells you the left indentation value. To hear the current paragraph format: In the dialog, press the TAB key, or the mnemonics to go to each of the controls: • Left (ALT+L). • Right (ALT+R). • First Line (ALT+F). • Alignment (ALT+A). Notes: These controls might contain the entry "mixed" if you’ve selected conflicting attributes. Indentation units are in inches or centimeters to tenths of a unit. The first line indentation is relative to the specified left indent, so it can be a negative number. To change paragraph options: 1. With your cursor in the desired location or paragraph, or with multiple paragraphs selected, open the Paragraph dialog (ALT+E+O+P). 2. Go to the desired control. Left, Right and First Line Indentations are text boxes, while Alignment is a combo box. 3. Type or select the desired options. 4. Press ENTER. The formatting for the paragraph changes to your new specification. Or, if you don’t have a paragraph selected, the new paragraph options apply to text you type. Note: You can apply format changes across multiple pages, using either CONTROL+M for multipage selections, or CONTROL+A to apply font properties across an entire document. To change paragraph style: If you do not need to have precise settings, the easiest and fastest way to format paragraphs is to use the shortcut keys: • CONTROL+E centers a paragraph. • CONTROL+J justifies a paragraph. • CONTROL+F12 aligns a paragraph to the left. • CONTROL+SHIFT+R aligns it to the right. The last two shortcuts are different from CONTROL+L and CONTROL+R used by most word processors. Kurzweil 1000 uses CONTROL+L and CONTROL+R as shortcuts for spelling and going to a bookmark. To use the word processing shortcuts for paragraph alignment, change the Shortcuts setting in the Reading Settings tab. Go to Chapter 12, Working with Settings for details. Undoing Edits If you change your mind about the last editing change you made, you can return the text to its previous state. To undo your last edit: Use one of the following methods: • Open the Edit menu and choose Undo. • Or press ALT+E+U. • Or press CONTROL+Z. Note: When you change pages, for example, you are no longer able to undo edits you made on the previous page. Proofreading Kurzweil 1000 provides special keystrokes which enable you to hear how text is punctuated and capitalized. These keystrokes are particularly useful for proofreading documents, and other specialized text, such as computer code, in which exact punctuation is essential. For capitalized words, Kurzweil 1000 says "all caps" when it comes to a word that is in all capitals. For words in which only the first letter is capitalized, Kurzweil 1000 says "cap." You can also proofread, and select each word. To proofread word by word, press ALT+CONTROL+RIGHT ARROW. To proofread backward press ALT+CONTROL+LEFT ARROW. To proofread forward word by word, and select each word, press SHIFT+ALT+CONTROL+RIGHT ARROW. To proofread backward, and deselect selected words, press SHIFT+ALT+CONTROL+LEFT ARROW. Searching for Text and Tables You can search for any text string in a document. If the search is successful, Kurzweil 1000 selects the string’s first occurrence. You can replace the string with the text of your choice, or you can continue searching. You can also search for tables in a document by selecting Tables from the Find dialog’s Format list. Press any key during the search to hear the number of the page currently being searched. You can cancel the search by pressing the ESCAPE key on the keyboard. To open the Find dialog: Use one of the following methods: • Open the Edit menu and choose Find. • Or press ALT+E+F. • Or press the shortcut keys for Find: CONTROL+F. The dialog opens. Kurzweil 1000 tells you the current word. To search for a text string: 1. Open the Find dialog. Your cursor is in the Find combo box. 2. Type the text for which you want to search. By default, the box contains the word your cursor was in when you accessed the dialog. The box also contains a list of up to the last ten words or phrases used in previous searches. Use the UP/DOWN ARROWs to retrieve a word or phrase from the list. 3. Specify additional search criteria: Match Whole Word (ALT+W) or Case Sensitivity (ALT+S). 4. Specify the direction of the search: • Find Next (ALT+N) for forward search. Because this is the default you can press ENTER instead. When Kurzweil 1000 reaches the end of the document, it does not resume searching at the beginning. • Find Previous (ALT+V) for backward search. When Kurzweil 1000 reaches the beginning of the document, it does not resume searching. • Start at Top (ALT+T) of the document. 5. Press ENTER. To specify the direction of the search: Once you have specified the desired text in the Find dialog, you can choose one of the following options: • Find Next by pressing ALT+N in the Find dialog. If you do not have the Find dialog open or are continuing a search, press ALT+E+N or press F3. • Find Previous by pressing ALT+V in the Find dialog. If you do not have the Find dialog open or are continuing a search, press ALT+E+P or press SHIFT+F3. • Start at Top by pressing ALT+N in the Find dialog. Note: Start at Top does not have a shortcut key nor is it available from the Edit menu. To search for text by formatting or to search for tables: In the Find dialog, press ALT+O to go to the Format list box. Select the format you want to find by pressing the UP/DOWN ARROW key until you hear the desired selection: • Text in regular font format. • Bold text. • Italic text. • Underlined text. • Character Format Change. • Centered. • Right Justified. • Paragraph Format Change. • Tables. To search for whole-word match: In the Find dialog, press ALT+W to go to the Match Whole Word list box. Use the UP/DOWN ARROW keys to choose Enable or Disable. If you enable this option, Kurzweil 1000 finds the whole word match for the search text, and not part of another word. For example, if the Find text box contains the word "book" and Match Whole Word is enabled, Kurzweil 1000 finds the word "book" but not the characters "book" in the word bookcase. Note: If the Match Whole Word feature is enabled, the Find text box cannot contain any spaces. To search for case-sensitive match: In the Find dialog, press ALT+S to go to the Case Sensitivity list. Use the UP/DOWN ARROW keys to choose Enable or Disable. An example of a case-sensitive search: suppose you specify the word "hospital" with a lowercase "h" and you request a case-sensitive search, Kurzweil 1000 finds hospital with a lower case h, but not Hospital with a capital H. To hear the context of the found text: In the Find dialog, press Read Context (ALT+X). To find and replace the word: In the Find dialog, press ALT+R to open the Replace dialog. Searching for Special Characters In the Find text box (ALT+F) in the Find dialog, you can type the following to search for special characters: • \t finds horizontal tabs. • \n finds a new line. A new line exists only at the end of a paragraph or on a blank line. • \\ finds backslashes. • \p finds text at the beginning or end of a page. For example, -\p would find pages whose last character is a hyphen, and \p- would find pages whose first character is a hyphen. Be aware that searches using this wildcard may fail due to the presence of headers and footers. Searching for Blank Pages You can find blank pages, that is pages that contain no displayable text. Note, though, that a blank page may have spaces, tab and new line characters. In the Format list (ALT+O) in the Find dialog, type the letter B until you hear "Blank Pages." You can use ALT+N to search forward or ALT+V to search backward. Replacing Text There are two ways to replace text: by specifying text and choosing Replace in the Find dialog, or by choosing Replace directly from the Edit menu. In either case, the Find and Replace dialog opens and lets you search for any text string and replace it with a text string you specify. About the Find and Replace Dialog The Find and Replace dialog box is similar to the Find dialog, but it contains three additional options: a Replace With text box, and the Replace All and Replace Permanently commands. When you first access the Find and Replace dialog, the cursor is in the Find combo box. If you opened this dialog from the Find dialog, the text you specified for the search is in this text box. The Find combo box also contains a list of up to the last ten words or phrases used in previous searches. Use the UP/DOWN ARROWs to retrieve a word or phrase from the list. To open the Find and Replace dialog: Use one of the following methods: • Open the Edit menu and choose Replace or press ALT+E+R. • Or press the Replace shortcut key CONTROL+H. • Or choose the Replace command (ALT+R) in the Find dialog box. To replace text: You can find and replace text or have specific text in the document already selected. 1. In the Find and Replace dialog, press TAB to go to the Replace With text box or press ALT+H. 2. Type the replacement text. 3. Press ALT+R. If you have text selected in the document, the text in the Replace With text box takes the place of the selected text. To specify replacement options: In the Find and Replace dialog, you can select any of the following options: Match Whole Word, Case Sensitivity, or Read Context. You can find descriptions for these options in the previous section, Searching for Text. To specify the directions of your search and replacement: In the Find and Replace dialog, you can select any of the following options: Find Next, Find Previous, or Start at Top. You can find descriptions for these options in the previous section, Searching for Text. To replace text throughout the entire document: 1. In the Find and Replace dialog, press ALT+H to go to the Replace With text box. 2. Type the replacement text. 3. Press ALT+A. This replaces all occurrences of the Find string from the current position to the end of the document. When the replacement is complete, the cursor is at the position from which you accessed the dialog. Kurzweil 1000 tells you the number of replacements made. To permanently replace text throughout Kurzweil 1000: In the Find and Replace dialog box, press ALT+P. The Replace Permanently command behaves like Replace All, but it also adds the correction to the current corrections list. Only Whole Word matches can be used as permanent corrections. Using the Spell Checker The spell checker helps with proofreading by going through a document, checking each word against the system dictionary. Spell checking is done through the Spell Checker dialog. About the Spell Checker Dialog When the Spell Checker dialog first opens, your cursor is in the Replacement box which lists possible replacements for the unknown word. In some cases, there may not be any suggested replacements. In addition to the replacement box, this dialog contains nine commands: Replace, Replace All, Read Context, Spell Word, Ignore, Ignore All, Add to Word List, Properties, and Cancel. To start and stop the Spell Checker: You can spell check an entire document or a selected portion of text. Use one of the following methods: • Open the Tools menu and choose Check Spelling. • Or press ALT+O+K. • Or use the shortcut CONTROL+K. Spell checking begins at the current position of your cursor, or at the beginning of the selected text. You can press any key to hear what page the spell checker is on. Whenever the spell checker encounters an unknown or misspelled word, it pauses and opens the Spell Checker dialog box. To cancel or end spell checking, press ESCAPE on the keyboard. To replace the current instance of a word: In the Spell Checker dialog, 1. Press the UP/DOWN ARROW keys until you hear the replacement you want. Or, type a replacement. 2. When you are done, press ALT+R to Replace the word. The system replaces just this particular instance of the word. If the replacement box is empty, this button has no effect. To replace the word throughout the entire document: In the Spell Checker dialog, 1. Press TAB to go to the Replacement text/list box, if your cursor is not there already. 2. Select the replacement you want from the list or type one in. 3. Press ALT+A. The substitution takes place regardless of case, and the replacement takes place on each page as the Spell Checker advances to that page. The system also adds the word and its correction to the current corrections list. (The section, About Corrections Lists later in this chapter provides details on selecting a corrections list.) To hear the context of the word: In the Spell Checker dialog, press ALT+X. To ignore the word: In the Spell Checker dialog, press ALT+I. The spell check continues from this point. Because Ignore is the default in the Spell Checker, you can simply press ENTER. To hear the word spelled out: There are two options for Kurzweil 1000 to spell out the word; by alphabet or by word alphabet. In the Spell Checker dialog, press ALT+S to go to the spell command button. To hear the word spelled by word alphabet, press ALT+S, then press SHIFT or CONTROL, and then ENTER. To ignore all instances of a misspelled word in a document: In the Spell Checker dialog, press ALT+L to Ignore All. Note: If you save a document in the .kes format, Kurzweil 1000 saves a list of these words, making it easier to spell check the document over multiple sessions. To add the word to the Kurzweil 1000 Spell Checker Word List: In the Spell Checker dialog, press ALT+D. When you add a word to this list, Kurzweil 1000 ignores it in all documents throughout the system. When you permanently add a word to the Spell Checker list, the system also adds it to a list of “hints” used during optical character recognition. This list rebuilds each time you start Kurzweil 1000, so additions will take effect after you close and restart. Note: Adding a word to the Spell Checker list also affects the results in Ranked Spelling. Setting Spell Check Properties The Spell Check Properties dialog contains options that control the way Kurzweil 1000 handles prefixes and suffixes, words with special capitalization, and words that contain numeric characters. To access the dialog, first choose Check Spelling from the Tools menu (ALT+O+K) to open the Spell Checker dialog, and then press ALT+P to open the Spell Check Properties dialog. Note: The Properties dialog is also used by the Ranked Spelling feature. Kurzweil 1000 uses any Properties options you set for the Spell Checker for Ranked Spelling, and vice versa. To ignore special words: 1. In the Spell Checker dialog, press ALT+P to open the Properties dialog. The dialog opens with the Capitalized list selected. 2. Use the UP/DOWN ARROW to choose Ignore for the following types of words: Capitalized (ALT+Z) for words with initial capitalization. All Caps (ALT+P) for words composed of all capital letters. Partial Numbers (ALT+N) for words with both alpha and numeric characters. By default, Kurzweil 1000 checks all words of these types. To ignore user-specified prefixes and suffixes: You can direct the Spell Checker to ignore prefixes and suffixes that you specify. 1. In the Spell Checker dialog, press ALT+P to open the Properties dialog. 2. Press ALT+X to go to the Prefixes text box, or press ALT+S to go to the Suffixes text box. 3. Type a prefix or suffix you want the Spell Checker to ignore. You might want to add a prefix such as "http:" to the list. For suffixes, you might want to add ".com". 4. Press CONTROL+ENTER to add the prefix or suffix to its list, and leave the dialog open so you can continue adding additional prefixes and suffixes. 5. When you’re done, press ENTER to close the Properties dialog. Your selections for all of the Properties dialog options apply throughout your current Kurzweil 1000 session, but revert to the defaults once you exit the program. You can have these settings apply automatically whenever you use Kurzweil 1000 by saving them to a settings file. For information on saving settings, go to Chapter 12, Working with Settings. Editing Your Spell Checker List When you spell check a document, you can add words to the spell checker list using the Add to Word List command. You can view, edit and later delete words from the list, or add new words to the list using the list editing feature. Note: Your custom spell checker list is in your user Settings folder on your system. To edit your Spell Checker Word List: Open the Tools menu and choose Edit Spell Checker Word List (mnemonics ALT+O+S). A dialog box opens containing: • A list view box with all the words in the Spell Checker Word List. This list is not in alphabetical order; rather, it is in the order in which the words were added. When you first access the dialog, your cursor is positioned in this list box. • Four commands: Add, Delete, OK and Cancel. To cancel or end the editing session press ALT+C or ESCAPE. To move through the Word list: There are several ways to navigate through this list: Use the UP/DOWN ARROW keys, PAGE UP/PAGE DOWN keys, and Home and End keys. Press a keyboard key to jump to the first entry beginning with that character. Or type more than one character to get to a particular item. The mnemonic for the list view box is ALT+F. To hear the current word in the list spelled out: In the Edit Spell Checker List dialog, press CONTROL+L on the keyboard. To delete the current word: 1. Press ALT+D or use the DELETE key on the keyboard. Kurzweil 1000 provides spoken feedback if you delete an item from the list. 2. Press TAB to move to the OK command or press ENTER. To add a new word to your Word list: 1. Press ALT+A to choose the Add command. A dialog opens with your cursor in a text box. 2. Type in the word you want to add, press ENTER. This takes you back to the Edit dialog box with your cursor in the first entry of the list. Using Ranked Spelling Accessible from the Tools menu, Ranked Spelling provides useful statistics such as the percentage of correctly spelled words in a file and the number of words misspelled. It lists misspelled words by the frequency of their occurrence and provides the commands for correcting them in the same dialog box. Ranked Spelling is an ideal tool for quickly assessing how much of a file, particularly a large book, is correctly spelled, and prioritizing the corrections you want to make. As you correct errors, Kurzweil 1000 continues to update the statistics, enabling you to make further assessments. Here’s an example of how you might use Ranked Spelling. Let’s say you start out with a file that has 95 percent of its words spelled correctly, and you’d like to improve that rate to a respectable 98 percent. By using Ranked Spelling, you find that only three misspelled words have the highest number of occurrences, and therefore are causing the greatest number of errors. With the Replace All command for each of these three misspellings, you could significantly, and quickly, improve the file’s accuracy rate, without having to go through the file, correcting one misspelled word at a time. When you use Ranked Spelling in conjunction with the Automatic Corrections feature, you can also improve the accuracy of the documents you scan. To edit and add Ranked Spelling words to the corrections list: 1. Select Ranked Spelling from the Tools menu. The Ranked Spelling dialog box opens, and you’ll hear the percentage of the words in the file that are spelled correctly and the number of misspelled words. 2. Press the TAB key after the message to place your cursor in the first word of the list of misspelled words. Kurzweil 1000 presents the list in descending order of occurrences, so the first misspelled word in this list occurs most frequently in the document. Note: By default Kurzweil 1000 spell checks capitalized words, words composed of all capitals and words composed of numbers and letters. Depending on your document, this may cause words that are spelled correctly, for example acronyms, to be included on the list. You can use the options available in the Properties dialog (ALT+P) from the Ranked Spelling dialog to direct Kurzweil 1000 to disregard one or more of these "special" types of words. 3. Press TAB after a misspelled word to place your cursor in the correction box. You can either type in a replacement word or select one from the list of suggestions by using the UP/DOWN ARROW keys. 4. To queue the replacement and remain in the correction box, press CONTROL+ R. Use the DOWN ARROW key to hear the next or subsequent words in the list. To take other actions for a misspelled word: With your cursor in the desired word, press: CONTROL+X to Read Context for the word. CONTROL+L to Spell the word. CONTROL+I to Ignore the word. CONTROL+G to Ignore All instances of the word. CONTROL+A to Add to Word List and your user dictionary. CONTROL+R to Replace All instances of the word with the correction. To create a list of misspelled words: With your cursor in the misspelled words list, press CONTROL+C. The contents of the list are copied to the clipboard, ready for you to paste into another document, which could be in another application. To apply all pending actions and hear updated statistics: Press ALT+Y. The system also regenerates the misspelling list with this command. To exit the Ranked Spelling dialog: Press ALT+Y or ENTER if you want to apply all the actions. Or press ALT+C or ESCAPE if you want to cancel all actions. To leave the Ranked Spelling dialog to review and correct misspellings in the document: Press ALT+E or CONTROL+E to edit the word in the document. Note: While in this mode, you can use the F3 or SHIFT+F3 keys to find the next or previous occurrence of a misspelling, respectively. To return to the Ranked Spelling dialog, press ESCAPE. Note: When you return to the dialog, the selected word is either the next misspelled word on the list, or the same word if there are further instances where it is misspelled. More Tips for Working in the Ranked Spelling Dialog Box: By pressing F1 in the list of misspelled words, you can hear what you can do with each word. CONTROL+ L spells the word. CONTROL+ SHIFT + L spells the word mnemonically. F7 or the SPACEBAR repeats the word, the count of the number of times it occurred in the document and the action that is pending for it, if any. You can search the list of words by pressing CONTROL+F. In the find dialog that opens, type in a word or partial word, then press ENTER to search the list. Kurzweil 1000 reads the first item it finds. Press F3 to move to the next matching item, and SHIFT+F3 to move to the previous match. Setting Spell Check Properties for Ranked Spelling The Spell Check Properties dialog contains options that control the way Kurzweil 1000 handles prefixes and suffixes, words with special capitalization, and words that contain numeric characters. To access the dialog, first choose Check Spelling from the Tools menu (ALT+O+K) to open the Spell Checker dialog, and then press ALT+P to open the Spell Check Properties dialog. Note: The Properties dialog is also used by the Spell Check function. Kurzweil 1000 uses any Properties options you set for Ranked Spelling for Spell Check, and vice versa. To ignore special words: 1. In the Ranked Spelling dialog, press ALT+P to open the Properties dialog. The dialog opens with the Capitalized list selected. 2. Use the UP/DOWN ARROWS to choose Ignore for the any following types of words you don’t want spell checked: Capitalized (ALT+Z) for words with initial capitalization. All Caps (ALT+P). for words composed of all capital letters, such as acronyms. Partial Numbers (ALT+N) for words with both alpha and numeric characters. By default, Kurzweil 1000 checks all words of these types. 3. Press ENTER to close the Properties dialog. 4. After exiting the Properties dialog, press ALT+P to apply the changes, and regenerate the list of misspelled words. This removes any capitalized Properties dialog. To ignore user-specified prefixes and suffixes: You can direct the Ranked Spelling to ignore prefixes and suffixes included on lists you create. 1. In the Spell Checker dialog, press ALT+P to open the Properties dialog. 2. Press ALT+X to move the cursor to the Prefixes text box, or press ALT+S to move the cursor to the Suffixes text box. 3. Type a prefix or suffix you want the Spell Checker to ignore. You might want to add a prefix such as "http:" to the list. For suffixes, you might want to add ".com". 4. Press CONTROL+ENTER to add the prefix or suffix to its list, and leave the dialog open. 5. Press ENTER to add the prefix or suffix, and close the Properties dialog. 6. After exiting the Properties dialog, press ALT+Y to apply the changes, and regenerate the list of misspelled words. This removes any prefixes or suffixes that you added in the Properties dialog. Your selections for all of the Properties dialog options apply throughout your current Kurzweil 1000 session, but revert to the defaults once you exit the program. You can have these settings apply automatically whenever you use Kurzweil 1000 by saving them to a settings file. For information on saving settings, go to Chapter 12, Working with Settings. Changing a Word’s Pronunciation Kurzweil 1000 lets you change the pronunciation of any word in the speech engine’s pronunciation dictionary. If you have multiple speech engines installed, there will be one dictionary for each speech engine and language used. The pronunciation dialog boxes always access the dictionary associated with the current reading voice. Pronunciation changes are global throughout the Kurzweil 1000 program. Each time Kurzweil 1000 encounters the given word, in any file or document, it will use the new pronunciation to read it. To change the pronunciation of a word: 1. Do one of the following: • Open the Tools menu and choose New Pronunciation (ALT+O+N). • Or press the shortcut keys SHIFT+CONTROL+N. The Pronunciation dialog opens with the cursor in the Word to be Spoken text box. If a file is open, this box contains the current word, but you can type any word into it. The mnemonic for Word to be Spoken is ALT+W. 2. Press ALT+P to go to the Pronunciation text box. 3. Type the pronunciation you want for the word. 4. If you want to enable or disable case sensitivity, press ALT+S and use the UP/DOWN ARROW key. If you enable this feature, the new pronunciation applies to the word only when it has the case shown in the first text box in the dialog. If it is disabled, the new pronunciation applies to the word regardless of the case in which it appears. 5. If you want to hear the pronunciation, press ALT+T to choose the Test command. 6. When you are done, press ENTER. The dialog closes and Kurzweil 1000 changes the specified pronunciation. To cancel pronunciation changes and close the dialog: Press TAB again to move to the Cancel button. The mnemonic for Cancel is ALT+C. You can also cancel from this dialog by pressing ESCAPE. Editing the Pronunciation List You can delete or modify pronunciation changes you’ve made to the speech engine’s dictionary. To modify or delete pronunciations: Open the Tools menu and choose Edit Pronunciation. To use mnemonics, press ALT+O, then letter P. The Edit Pronunciation dialog opens. About the Edit Pronunciation Dialog The Edit Pronunciation dialog is similar to the New Pronunciation dialog with a few differences and additions: The Word to be Spoken option is a list view rather than a text box, containing all the words for which you’ve changed the pronunciation. Use this list to choose the word to modify. The mnemonic for Word to be Spoken is ALT+W. As in the New Pronunciation dialog, you can TAB or press ALT+P to go to the Pronunciation text box to edit the word’s pronunciation. There’s also the Case Sensitivity list (ALT+S) and three commands: • Test (ALT+T) to hear the edited pronunciation. • Delete command (ALT+D) to delete the current word in the Word to be Spoken list. • Add command (ALT+A) to add a new pronunciation. To apply changes and close the dialog, press ENTER. To cancel and exit the dialog, press ALT+C or ESCAPE. Applying Corrections Throughout a Document Using the Replace Permanently command in the Replace dialog box, or the Replace All command in the Spell Checker dialog box, you can create lists that contain replacements for common scanning errors or misspellings. You can have a number of corrections lists, each suited to a different kind of document. In applying a corrections list, you must first select one. To choose or create a new corrections list: Open the Tools menu and choose Select Corrections File. To use mnemonics, press ALT+O, then letter F. A dialog box opens, containing a list of all existing corrections files. Use the UP/DOWN ARROW keys to choose an existing file, or type a new file name to create a new corrections list. When you’re done, press ENTER. All actions related to the corrections list are directed to the current list. For example, if you select Replace All during spell checking, the change is added to just the current corrections list. Similarly, when you choose Edit Corrections List from the Tools menu, the currently selected list is opened for editing. Corrections are always applied from the current list. Apply Corrections goes through your document and replaces all the strings in the current corrections list with the specified replacements. Apply Corrections begins at the current cursor position, and continues to the end of the document. Upon completion, you’ll hear the number of corrections the system made. While Apply Corrections is working, you can press any key to hear the number of the page currently being corrected. Cancel the operation by pressing the ESCAPE key on the keyboard. To apply corrections to the document: Open the Tools menu and choose Apply Corrections. To use mnemonics, press ALT+O, then letter A. Applying Corrections Automatically The Automatic Corrections feature, accessed through the General settings tab page, automatically applies your permanent corrections list to each page you scan. For more information, go to the next section. Editing Your Corrections List You can modify, delete or add entries in a corrections list. To edit the Corrections list: 1. Open the Tools menu and choose Edit Corrections. To use mnemonics, press ALT+O, then letter E again. The Edit Corrections dialog box opens with your cursor in the Find list view box (mnemonic ALT+F) which contains all the strings in the corrections list, in alphabetical order. 2. Press the UP/DOWN ARROW key until you hear the text you want to correct. You cannot change words in the list, but you can delete a word by pressing the Delete key on the keyboard. 3. Press TAB or ALT+H to go to the Replace With text box that contains the replacement word for the current word in the list. 4. Edit the text. 5. If you want the replacement to be case-sensitive, press ALT+S to go to the Case Sensitivity option, use the UP/DOWN ARROW key to enable it. 6. Press ENTER to apply the change and close the dialog. To delete an entry in the Corrections list: 1. In the Edit Corrections dialog, press ALT+F to go to the Find box. 2. Press the UP/DOWN ARROW key until you hear the text you want to delete. 3. Press Delete key or ALT+D. 4. Press ENTER when you are done. To add a new entry to the Corrections list: 1. In the Edit Corrections dialog, press ALT+A to go to the Add command. A dialog opens with your cursor in a text box. 2. Type in the word you want to correct, press ENTER. This takes you back to the Edit dialog with your cursor in the first entry of the list. 3. Type the correction for this word, press ENTER. Inserting a Signature File You can insert a signature in any document or in any form field that is a text box containing a variable number of characters. Go to the chapter entitled, Working with Forms, for details on adding a signature to a form field. To insert a signature file into a document: 1. Place the cursor where you want to insert the signature. 2. Choose Insert Signature from the Edit menu (ALT+E+I). 3. If you have multiple signature files, use the UP or DOWN ARROW key to select one from the list. Note: In a document containing a signature, you can navigate through to find the signature. When Kurzweil 1000 encounters one, it will announce "signature." You will not hear this announcement, however, when reading continuously; instead Kurzweil 1000 will say the word, "at." Shortcut Keys for Editing Moving in Text LEFT or RIGHT ARROW to place cursor at the previous or next character. CONTROL+LEFT ARROW to place cursor at the beginning of the current or previous word. CONTROL+RIGHT ARROW to place cursor at the beginning of the current or next word. UP or RIGHT ARROW to move to the line above or below. HOME or END to move to the beginning or end of the current line. CONTROL+UP or +DOWN ARROW to move to the beginning or next of the previous paragraph. SHIFT+F6 to move to the beginning of the previous region. SHIFT+F8 to move to the beginning of the next region. PAGE UP or PAGE DOWN to place your cursor at the top of the previous page or at the top of the next page. SHIFT+PAGE UP or +PAGE DOWN to go to the top of or to the bottom of the current page. CONTROL+HOME or +END to move to the top of or the bottom of the document. Text Selection SHIFT+LEFT or +RIGHT ARROW to select the character before or after the cursor. SHIFT+CONTROL+LEFT or RIGHT ARROW to select the word before or after the cursor. SHIFT+UP or DOWN ARROW to select from the current line position to the same position in the line above the cursor or in the line below the cursor. SHIFT+HOME or +END to select to the beginning of or to the end of the current line. SHIFT+CONTROL+UP or DOWN ARROW to select to the beginning of the current or to the beginning of the next paragraph. CONTROL+Y to hear selected text. Cut, Copy and Paste CONTROL+C to copy. CONTROL+X to cut. CONTROL+V to paste. Search and Replace CONTROL+F to open the Find dialog. F3 to find next instance. SHIFT+F3 to find previous instance. CONTROL+H to open the Replace dialog. Spell Check and Pronunciation CONTROL+K to begin spell checking. SHIFT+CONTROL+N to change a word’s pronunciation.