Grammar checkers, spell checkers, and autoformatting are software tools designed to help you proofread, avoid errors, and save time. These tools can alert you to possible errors in words, sentence structures, or formatting. But they’re not always right. If a program suggests or makes a change, be sure the change is one you really want to make. Familiarizing yourself with your software’s settings can help you use these tools effectively.

Grammar checkers

Grammar checkers can help with some of the sentence-level problems in a typical draft. But they will often misdiagnose errors, especially because they cannot account for your intended meaning. When the grammar checker makes a suggestion for revision, you must decide whether the change is more effective than your original.

It’s just as important to be aware of what your grammar checker isn’t pointing out. If you count on your grammar checker to identify trouble spots, you might overlook problems with coordination and subordination (see 14), sentence variety (see 15), sexist language (see 17f), and passive verbs (see 8a), for example.

Spell checkers

Spell checkers flag words not found in their dictionaries; they will suggest a replacement for any word they don’t recognize. They can help you spot many errors, but don’t let them be your only proofreader. If you’re writing about the health benefits of a Mediterranean diet, for example, don’t let your software change briam (a vegetable dish) to Brian. Even if your spell checker identifies a real misspelling, the replacement word it suggests might carry a different connotation or even be nonsensical. After misspelling probably, you might end up with portly. Consider changes carefully before accepting them. If you’re not sure what word or spelling you need, consult a dictionary.

Because spell checkers flag only unrecognized words, they won’t catch misused words, such as accept when you mean except. For help with commonly confused or misused words and with avoiding informal speech and jargon, consult the glossary of usage at the back of the book.

Autoformatting

As you write, your software may attempt to save you effort with autoformatting. It might recognize that you’ve typed a URL and turn it into a link. Or if you’re building a list, it might add numbering for you. Be aware of such changes and make sure they are appropriate for your paper and are applied to the right text.