To see which languages are included with your version of 2007 Office release, see The 2007 Microsoft Office suites localized versions. If your version of the 2007 Office release does not include the language that you want to use you may need to get a language pack. For more information, see Determine if you need a language pack.

To change the default language and dictionary to a specific language for all your 2007 Office release programs, see Change the default language for Office programs. To use a particular language location, such as English (United Kingdom) or English (Australia), see Set the display and editing languages.

• Check the spelling and grammar in another language

• Add additional dictionary languages

• More information

Check the spelling and grammar in another language

How does the spelling checker work with multiple languages in a single document?

The spelling checker uses the language dictionary that matches the language associated with the text in your document. Therefore, if you have text in different languages in a single document, you must set the language for the text to the appropriate language.

For example, if you have a document that contains text in both English and Spanish, and you want to check the spelling of all the text by using the appropriate dictionaries, you must set the language of the English text as English and the Spanish text as Spanish.

• Access

• Excel

• InfoPath

• OneNote

• Outlook

• PowerPoint

• Publisher

• Visio

• Word

Set the dictionary language

 Important   The dictionary language applies to the entire database and cannot be defined for individual records or fields. To check the spelling in a multilingual database, you must change the dictionary language for each language that is in the database and serially check the spelling for each language used in each record.

1. Click the Microsoft Office Button , and then click Access Options.Where is the Access Options button?

   The Access Options button is located in the lower part of the menu that opens after you click the Microsoft Office Button .

2. Click Proofing.
3. In the Dictionary language list, click the dictionary language that you want to use, and then click OK.

Check spelling and grammar

 Note   The Spelling command on the Ribbon may not be available in all views. If the Spelling command is not available, try pressing F7 to start the spelling checker.

• On the Home tab, in the Records group, click Spelling or press F7.

Excel

Set the dictionary language

 Important   The dictionary language applies to the entire workbook and cannot be defined for individual worksheets or cells. To check the spelling in a multilingual workbook, you must change the dictionary language and serially check the spelling for each language used in each worksheet.

1. Click the Microsoft Office Button , and then click Excel Options.Where is the Excel Options button?

   The Excel Options button is located in the lower part of the menu that opens after you click the Microsoft Office Button .

2. Click Proofing.
3. In the Dictionary language list, click the dictionary language that you want to use, and then click OK.

Check spelling and grammar

The spelling checker uses the specified dictionary language, if available, to check the spelling in the selected cells or worksheet.

• To check the spelling of an individual cell or collection of cells, select the cells that you want to check, and then on the Review tab, in the Proofing group, click Spelling or press F7.
• To check the spelling of the whole worksheet, on the Review tab, in the Proofing group, click Spelling . You do not need to select a cell or collection of cells.

InfoPath

Set the dictionary language

1. Place your cursor anywhere in the form.
2. On the Tools menu, click Set Language .
3. In the Language dialog box, click the language that you want to use for the dictionary and other proofing tools.

Check spelling and grammar

 Important   InfoPath can check the spelling in a form for only one language at a time. To check the spelling in forms that have text in more than one language, you must complete steps 1-4 in the Set the dictionary language section for each language for InfoPath.

• On the Tools menu, click Spelling, and then click Spelling again or press F7.

OneNote

Set the dictionary language

1. Select a note you want to check.
2. On the Tools menu, click Set Language.
3. In the Set Language task pane, verify that the correct language is associated with the note. If it is not, select the language you want to use for the dictionary and other proofing tools.
4. Click back in the note.
5. Repeat steps 1-4 for each note that you want to check.

Check spelling and grammar

• On the Tools menu, click Spelling, and then click Spelling again or press F7.

Outlook

Set the dictionary language

 Important   If you have Outlook Express 6.0 and installed Microsoft Office 2007 but French is the only available spell check language, you need to use a third-party spell checker. For more information, see Spell checking issues with Outlook Express 6.0.

1. In a new e-mail message, select the text that you want to check. Tip   You can specify the dictionary language for a new message before typing any text. Just position your cursor in the message body of a new message and complete steps 2 and 3, type your message, and then check the spelling as described in the Check spelling and grammar section for Outlook.
2. On the Message tab, in the Proofing group, click the arrow under Spelling, and then click Set Language .
3. In the Language dialog box, verify that the correct language is associated with the text. If it is not, select the language that you want to use for the dictionary and other proofing tools. If you don’t see the language that you want, scroll to the end of the list. Note   If the language that you want is preceded by the Spelling & Grammar icon , it means that the proofing tools, such as spelling checker, are installed for that language. If the language that you want is not preceded by the Spelling & Grammar icon , the dictionary for that language is not available and you cannot check the spelling and grammar for that language.

Check spelling and grammar

The spelling checker uses the specified dictionary language, if available, to check the spelling and grammar of the selected text or Outlook item.

• On the Message tab, in the Proofing group, click Spelling or press F7.

PowerPoint

Set the dictionary language

1. Select the text that you want to check.
2. On the Review tab, in the Proofing group, click Language .
3. In the Language dialog box, verify that the correct language is associated with the text. If it is not, select the language you want to use for the dictionary and other proofing tools. Note   If the language is preceded by the Spelling & Grammar icon , it means that proofing tools, such as spelling checker, is installed for that language. If the language is not preceded by the Spelling & Grammar icon , the dictionary for that language is not available and you cannot check the spelling and grammar for that language.
4. Repeat steps 1-3 for each section of text that you want to check.

Check spelling and grammar

 Note   The spelling and grammar can be checked for only one slide at a time.

• On the Review tab, in the Proofing group, click Spelling , or press F7.

Publisher

Set the dictionary language

1. Select the text that you want to check.
2. On the Tools menu, click Language, and then click Set Language.
3. In the Language dialog box, verify that the correct language is associated with the text. If it is not, select the language you want to use for the dictionary and other proofing tools.
4. Repeat steps 1-3 for each piece of text you want to check.

Check spelling and grammar

• On the Tools menu, click Spelling, and then click Spelling again or press F7.

Visio

The spelling checker uses the language dictionary that matches the language associated with each text block. Therefore, if you have text blocks in different languages that you must set the language for each text block to the appropriate language. For example, if you have a page that has text blocks in English and Spanish and want to check the spelling of all text blocks on the page by using the appropriate dictionaries, you must set the English text blocks as English and the Spanish text blocks as Spanish. If your version of the 2007 Office release does not include the dictionary for the languages that you want to use, see Determine if you need a language pack.

Set the dictionary language

1. Select the text block that you want to check.
2. On the Format menu, click Text.
3. In the Language box, verify that the correct language is associated with the text block. If it is not, select the language you want to use for the dictionary.
4. Complete steps 1-3 for each text block you want to check.

Check spelling and grammar

The spelling checker uses the specified dictionary language, if available, to check the spelling of each text block.

• On the Tools menu, click Spelling, and then click Spelling again or press F7.

Word

Set the dictionary language

1. Select the text you want to check.
2. On the Review tab, in the Proofing group, click Set Language .
3. In the Language dialog box, verify that the correct language is associated with the text. If it is not, select the language you want to use for the dictionary and other proofing tools.If the language is preceded by the Spelling & Grammar icon , it means that proofing tools, such as spelling checker, are installed for that language. If the language is not preceded by the Spelling & Grammar icon , the dictionary for that language is not available and you cannot check the spelling and grammar for that language.
4. Complete steps 1-3 for each section of text that you want to check.

Check spelling and grammar

The spelling checker uses the specified dictionary language, if available, to check the spelling of each piece of text.

• On the Review tab, click Spelling & Grammar or press F7.

Add additional dictionary languages

The dictionary languages included with the proofing tools depend on the languages included with the language of your 2007 Office release. If the language that you want is not listed in the Set Languages dialog box with a before its name, the dictionary is not available and you may need to get a language pack. For more information, see Determine if you need a language pack.

To see which proofing tool languages are included with your version of 2007 Office release, see The 2007 Microsoft Office suites localized versions

You receive a document in an e-mail message from your colleague. It would make a good starting point for a document that you want to work on, so you save it under a new name and tailor it to your needs. It never occurs to you that your colleague left comments in the original document, because you don’t see them in your copy.

You are now ready to pass the document along to your customers, but you want to send them your version of the document, not an accumulation of the original document, your colleague’s comments, and your updates.

Or, you used the Track Changes feature in Microsoft Office Word 2007 to keep track of the changes that you made to your job application letter. Now you want to send the letter to your prospective employer, who should see the result of your editing, not the thought process you went through to get there.

In either case, you are stunned when those who receive your document report that it is difficult to read, with all the strikethrough, underlining, and balloons off to the side. Look! There is a paragraph in your letter with three different points displayed in strikeout formatting — and the skill you want to emphasize this time around is displayed in underlined text. Chances are you won’t get that job.

This text wasn’t in the document when you sent it. How did Word find and display this content? What can you do to make Word behave?

Understanding the Track Changes feature

You may not realize it, but you are working with the Track Changes or Comments feature in Word. Typically, when Word tracks changes, it displays deletions in balloons in the margins and insertions as underlined text. Deletions — as well as comments (or “annotations”) — also can be displayed to appear inline.

There are various ways to hide the tracked changes or comments — but all the changes that were made while the Track Changes feature was turned on and all the comments that were inserted remain part of the document until they are accepted or rejected (or, in the case of comments, deleted).

 Note   Hiding tracked changes does not delete existing tracked changes or comments from the document. Instead, hiding tracked changes enables you to view the document without having to wade through strikethroughs, underlining, and balloons.

How do I check a document for tracked changes and comments?

Office Word 2007 provides a feature called Document Inspector that allows you to check any document for tracked changes, comments, hidden text, and other personal information. To check a document:

1. Open the document you want to inspect for tracked changes and comments.
2. Click the Microsoft Office Button , point to Prepare, and then click Inspect Document.
3. In the Document Inspector dialog box, click Inspect.
4. Review the inspection results. If Document Inspector finds comments and tracked changes, you are prompted to click Remove All next to Comments, Revisions, Versions, and Annotations.
5. Click Reinspect or Close.

How do I get rid of my tracked changes and comments?

To get rid of tracked changes and comments, you need to accept or reject the changes and delete the comments. Here’s how:

1. On the Review tab, in the Tracking group, click the arrow next to Show Markup.
2. Make sure a check mark appears next to each of the following items:
   • Comments
   • Ink Annotations
   • Insertions and Deletions
   • Formatting
   • Reviewers (Point to Reviewers and make sure that All Reviewers is selected.)

   If a check mark does not appear next to an item, click the item to select it.

   

3. On the Review tab, in the Changes group, click Next or Previous.
4. Do one of the following:
   • In the Changes group, click Accept.
   • In the Changes group, click Reject.
   • In the Comments group, click Delete.
5. Repeat steps 3 and 4 until all the tracked changes in the document have been accepted or rejected and all the comments have been deleted.

  Notes  

• If you know that you want to accept all the changes, click Accept, and then click Accept All Changes in Document.
• If you know that you want to reject all the changes, click Reject, and then click Reject All Changes in Document.
• To remove all comments, you must delete them. In the Comments group, click the arrow next to Delete, and then click Delete All Comments in Document.

How did those tracked changes and comments get there?

You may have thought that you removed the comments or tracked changes, or you may have received the document from someone else without realizing that it contained comments or tracked changes. How does Word store these items without you being aware of them?

You, or the person who sent the document, may have hidden the tracked changes or comments to make the document easier to read. However, hiding tracked changes does not remove them. They will remain in the document until you take action. Depending on your version of Word and the settings you are using, the the tracked changes or comments may reappear when you or someone else opens the document.

If you don’t want others to see tracked changes and comments, accept or reject the tracked changes and delete the comments before you share the document with others.

How to find hidden changes and comments

There are several ways to hide tracked changes and comments, which may lead you to think that they are not in the document. For example:

• Display for Review box  On the Review tab, in the Tracking group, the Display for Review box shows you what viewing mode you are in. It also provides additional options for viewing your document. If you click Final or Original, tracked changes and comments are hidden. To display them, select Final Showing Markup or Original Showing Markup.
• Show Markup  On the Review tab, in the Tracking group, you can use the Show Markup list to hide comments and tracked changes. Items that are marked with a check mark under Show Markup are displayed; items without a check mark are hidden. To display an item, such as Insertions and Deletions, click it on the Show Markup menu.

Why Microsoft Office Word displays tracked changes and comments by default

To prevent you from inadvertently distributing documents that contain tracked changes and comments, Word displays tracked changes and comments by default. Final Showing Markup is the default option in the Display for Review box.

Can I have it both ways?

If you want to preserve tracked changes or comments in a document and you want to share the document without others seeing the tracked changes and comments, the best solution is to keep separate copies of the document. Create a public copy for distribution and keep a private copy for yourself. In the public version of the document, accept or reject all tracked changes and delete all comments, as described in this article. In the private version of the document, you can leave the tracked changes and comments in place.

If you use Office XP, Office 2003, or Office 2000 programs, and you want to open and save documents in the 2007 Microsoft Office formats, you must install the Office Compatibility Pack. You may also be required to install additional updates to your Office programs if they have not already been installed.

Note See the “More Information” section for examples of the kinds of issues and errors that you may receive if you try to use 2007 Microsoft Office documents by using earlier versions of Office programs without installing the compatibility pack and updates.

Download and install Compatibility Pack

You must install the Microsoft Office Compatibility Pack in order to use 2007 Microsoft Office documents in Office XP, Office 2003, and Office 2000. Visit the following Microsoft Web site to view more information and to download the Office Compatibility Pack:

After you install the compatibility pack successfully, you are finished. See the next section, “Use 2007 Microsoft Office documents in earlier Office programs,” for some tips about opening and saving 2007 Microsoft Office files in your version of Office programs.

If you received an error or the update did not finish, see the “Contact Support” section.

Download and install updates to earlier versions of Office programs

If you use Office XP, Office 2003, or Office 2000 programs, you might have to install updates in order to use 2007 Microsoft Office programs. Install appropriate updates if they are not already installed.

To check whether you have already installed these updates, follow these steps:

1. Click Start, and then click Run.
2. Type control appwiz.cpl into the Open box, and then click OK.
3. Click Change or Remove Programs in the Add or Remove Programs window.
4. Click Show Updates near the top of the window to make sure that Windows updates appear in the list of installed program.

If you use Office 2003 programs, you must have the following updates installed:

• 923097 (http://support.microsoft.com/kb/923097/ ) Description of the update for Office 2003: October 10, 2006
• 923272 (http://support.microsoft.com/kb/923272/ ) Description of the security update for Office 2003: October 10, 2006
• 923088 (http://support.microsoft.com/kb/923088/ ) Description of the security update for Excel 2003: October 10, 2006
• 923091 (http://support.microsoft.com/kb/923091/ ) Description of the security update for PowerPoint 2003: October 10, 2006
• 923094 (http://support.microsoft.com/kb/923094/ ) Description of the security update for Word 2003: October 10, 2006

If you use Office XP programs, you must have the following updates installed:

• 918420 (http://support.microsoft.com/kb/918420/ ) Description of the security update for Microsoft Excel 2002: July 11, 2006
• 917153 (http://support.microsoft.com/kb/917153/ ) Description of the update for PowerPoint 2002: July 11, 2006
• 917347 (http://support.microsoft.com/kb/917347/ ) Description of the update for Word 2002: July 11, 2006

If you use Office 2000, no updates are required.

After you install any required updates successfully, you are finished. See the next section, “Use 2007 Microsoft Office documents in earlier Office programs,” for some tips about opening and saving 2007 Microsoft Office files in your version of Office programs.

If you received an error or the update did not finish, see the “Contact Support” section.

Use 2007 Microsoft Office documents in earlier Office programs

After you install the required updates and the compatibility pack, you can use 2007 Microsoft Office documents in earlier versions of Office programs.

Excel 2003 and Excel 2002

In Excel 2003 and Excel 2002, you can now create, open, edit, and save the following Excel 2007 file formats:

• Excel Workbook (*.xlsx)
• Excel Macro-Enabled Workbook (*.xlsm)
• Excel Binary Workbook (*.xlsb)
• Excel Template (*.xltx)
• Excel Macro-Enabled Template (*.xltm)
• Excel Add-In (*.xlam)

Additionally, you can use Windows Explorer to open files and save files in the Excel 2007 formats.

Excel 2000

In Excel 2000, you must use Windows Explorer to open and save Excel 2007 documents. To open an Excel 2007 file in Excel 2000, follow these steps:

1. Locate the file in Windows Explorer.
2. Double-click the file.

Note Excel 2000 must be installed on the computer. If other versions of Microsoft Excel are also installed, the file may open in a different version of Excel than expected.

To save an Excel 2000 file as an Excel 2007 file, follow these steps:

1. Locate the file in Windows Explorer.
2. Right-click the file, and then click Save As.
3. In the Save As dialog box, click one of the following Excel 2007 file formats in the Save as type box, and then click Save:
   • Microsoft Office Excel 2007 Workbook (*.xlsx)
   • Microsoft Office Excel 2007 Macro-Enabled Workbook (*.xlsm)
   • Microsoft Office Excel 2007 Binary Workbook (*.xlsb)
4. When the save is complete, click OK.

PowerPoint 2003 and PowerPoint 2002

In PowerPoint 2003 and PowerPoint 2002, you can now create, open, edit, and save the following PowerPoint 2007 file formats:

• PowerPoint Presentation (*.pptx)
• PowerPoint Macro-Enabled Presentation (*.pptm)
• PowerPoint Template (*.potx)
• PowerPoint Macro-Enabled Template (*.potm)
• PowerPoint Show (*.ppsx)
• PowerPoint Macro-Enabled Show (*.ppsm)

Additionally, you can use Windows Explorer to open files and save files in the PowerPoint 2007 formats.

PowerPoint 2000

In PowerPoint 2000, you must use Windows Explorer to open and save PowerPoint 2007 documents. To open a PowerPoint 2007 file in PowerPoint 2000, follow these steps:

1. Locate the file in Windows Explorer.
2. Double-click the file.

Note PowerPoint 2000 must be installed on the computer. If other versions of Microsoft PowerPoint are also installed, the file may open in a different version of PowerPoint than expected.

To save a PowerPoint 2000 file as a PowerPoint 2007 file, follow these steps:

1. Locate the file in Windows Explorer.
2. Right-click the file, and then click Save As.
3. In the Save As dialog box, click one of the following PowerPoint 2007 file formats in the Save as type box, and then click Save:
   • Microsoft Office PowerPoint 2007 Presentation (*.pptx)
   • Microsoft Office PowerPoint 2007 Macro-Enabled Presentation (*.pptm)
4. When the save is complete, click OK.

Word 2003, Word 2002, and Word 2000

In Word 2003, 2002, and 2000, you can now create, open, edit, and save the following Word 2007 file formats:

• Word Document (*.docx)
• Word Macro-Enabled Document (*.docm)

Additionally, you can use Windows Explorer to open files and save files in the Word 2007 formats.

Issues if the computer has not been updated to be compatible with the 2007 Microsoft Office documents

When you try to open a file that was saved in one of the 2007 Microsoft Office formats in an earlier version of the Office program, you may experience one of the following issues:

• If the computer has not been updated and you have not installed the Office Compatibility Pack, you will receive one of the following error messages when you try to open the file, depending on the program that you are using.WordWhen you use the Open dialog box or when you use a drag-and-drop operation to move the file into the version of Word that you are using, you receive the following message:
  Select the encoding that makes your document readable.

  When you double-click the file in Windows Explorer or you double-click the file as an attachment in e-mail, you receive the following error message:

  Windows cannot open this file.

  Excel

  When you use the Open dialog box or when you use a drag-and-drop operation to move the file into the version of Excel that you are using, you receive the following error message:

  The file is not in a recognizable format.

  When you double-click the file in Windows Explorer or you double-click the file as an attachment in e-mail, you receive the following error message:

  Windows cannot open this file.

  PowerPoint

  When you use the Open dialog box or when you use a drag-and-drop operation to move the file into the version of PowerPoint that you are using, you receive the following error message:

  PowerPoint can’t open the type of file represented by filename

  When you double-click the file in Windows Explorer or you double-click the file as an attachment in e-mail, you receive the following error message:

  Windows cannot open this file.

  To resolve these issues, install the Office Compatibility Pack and each update for your version of the Office program.

• If the computer has not been updated but the Office Compatibility Pack is installed, you might receive an error message when you try to open the file, depending on the program that you are using.WordWhen you use the Open dialog box or when you use a drag-and-drop operation to move the file into the version of Word that you are using, the file will open correctly. When you double-click the file in Windows Explorer, the file will open correctly.Excel

  When you use the Open dialog box or when you use a drag-and-drop operation to move the file into the version of Excel that you are using, you receive the following error message:

  The file is not in a recognizable format.

  When you double-click the file in Windows Explorer, the file will open correctly.

  PowerPoint

  When you use the Open dialog box or when you use a drag-and-drop operation to move the file into the version of PowerPoint that you are using, you receive the following error message:

  PowerPoint can’t read the outline from filename. No text converter is installed for this file type.

  When you double-click the file in Windows Explorer, the file opens correctly.

  To resolve these issues, install each update for your version of the Office program.

• If the computer is updated but the Office Compatibility Pack has not been installed, you will receive the following error message when you try to open a file.Word, Excel, or PowerPoint
  This file was created by a newer version of Microsoft program. Do you want to download a compatibility pack so that you can work with this file?

  To resolve this issue, install the Office Compatibility Pack. For more information about the compatibility pack, click the following article number to view the article in the Microsoft Knowledge Base:

  919026 (http://support.microsoft.com/kb/919026/ ) Error message when you try to open or to save a 2007 Office document: “Do you want to download a compatibility pack so that you can work with this file”