Scientific spell checking solution for Microsoft Word


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sciPROOF - style and spell checker for scientific needs
the PROOFREADING SOLUTION for Microsoft Office
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USER INSTRUCTIONS



sciPROOF® v.1.x for Microsoft Office : Workstation Edition

sciPROOF® Workstation Edition is compatible with Windows 98 / 98SE / Windows ME / Windows NT 4.0 Workstation / Windows 2000 Workstation / Windows XP and Microsoft Office 2000 (Word 2000), Office XP (Word 2002), and Office 2003 (Word 2003).

Downloading sciPROOF®

The full version of sciPROOF® can be downloaded through the links provided at the time of purchase, or at any time after purchase. To download sciPROOF®, login to www.sciproof.com and go to Downloads > Download Full Version (located on the website toolbar). On the "full VERSION" page, please download the appropriate sciPROOF version from Workstation Edition section.

Installing sciPROOF®

IMPORTANT: For successful installation of sciPROOF®, it is essential that all Microsoft Office applications (including Outlook and Outlook Express) are closed during installation.

Start the sciPROOF® Installer and the installation wizard will guide you through the installation process. Once sciPROOF is installed, please open Word. You will see three sciPROOF icons (Check with sciPROOF, Search/Modify Term, and Add Term) on the Word toolbar and an expandable sciPROOF menu in Word > Tools. Please note that the sciPROOF buttons appear in Word only and do not appear in any of the other Office applications (Outlook, Outlook Express, Power Point, Front Page, Excel, Access and Microsoft Project). Currently, only the sciPROOF spell checker works with the other Office programs and spelling suggestions are displayed through the native spell-check dialog.

NOTE: You must have the appropriate administrative privileges to install and activate the software on your computer. For more information about administrative privilege settings, please refer to your operating system help or contact your system administrator.

Activating sciPROOF®

After purchasing, downloading and installing sciPROOF, you must activate it before you can use it. If your computer has Internet access, please proceed with automated activation, otherwise, please follow the instructions for manual activation.

Automated activation

  • After installing sciPROOF, open Word, go to the Tools > sciPROOF > About sciPROOF menu and click the "Activate" button and an Activation wizard will appear.
  • On the welcome screen (page) of the wizard, click “Next” to proceed with automated activation.
  • On the “Internet connection status” screen, select “My computer has Internet access” and then click “Next” to proceed.
  • The “Automatic activation” screen will instruct you to proceed only if your computer is connected to the Internet. If your computer is not connected to the Internet or if you have difficulties with automatic activation, click “Back” and proceed with Manual Activation. Otherwise, click “Next” to proceed.
  • On the “sciPROOF Username and Password” screen, enter your username and password in the fields provided and click “Next” to proceed (Please note that your username and password are case sensitive). Your computer information will be sent to our server and your activation key will be automatically generated.
  • On the “Concurrent users number” screen, select the concurrent user number that you would like to activate.
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  • On the “Saving your activation key” screen, please click the “Browse…” button to select the destination where you want to save your activation key or use the default location:<system_drive>:\Documents and Settings\account_nameAll Users\Application Data, for example C:\Documents and Settings\JohnAll Users\Application Data. Your activation key will be stored as the “sciproof.spl” file. Please do not delete this key or sciPROOF will have to be re-activated.
  • Click “Finish” to complete activation.
  • An “Activation successful” dialog will be shown as the last step of the activation process. Close and re-open all Office applications (including Outlook and Outlook Express) and sciPROOF will be activated and ready for use.

Manual activation

  • After installing sciPROOF, open Word, go to the Tools > sciPROOF > About sciPROOF menu and click the "Activate" button and an Activation wizard will appear.
  • On the welcome screen (page) of the wizard, click “Next” to proceed with manual activation.
  • On the “Internet connection status” screen, select “My computer does not have Internet access” and then click “Next” to proceed.
  • On the “Manual activation” screen, click “Next” to generate your computer ID and proceed with manual activation.
  • Your alphanumeric computer identifier will appear in the Computer ID field of the “Computer Identification Number” screen (e.g., 5L2VJ3J3WXCMXL2KD0N8L2NW0POOY2WZ). Copy and save this ID and then access a computer with Internet access.
  • Go to www.sciproof.com, login and go to “Generate activation key” located on the tool bar on the left-hand side of website. On the “generate activation KEY” page paste your Computer ID in the field provided, select “1 concurrent users(s)”concurrent users number from list , select “v. 1.0.74.x and HIGHER” and click the “Generate Key” button.
  • On the “download activation KEY” page, click the link to download your activation key file (key.spl) and choose a location, on the computer with Internet access, to save it (e.g. C:\Documents and Settings\JohnAll Users\My Documents\key.spl).
  • Make a copy of the key and port it to the computer without Internet access. Go to the “Open activation key” screen of the activation wizard, click the “Browse…” button to locate the file path of your key (key.spl) and then click “Next” to proceed.
  • On the “Saving your activation key” screen, please click the “Browse…” button to select the destination where you want to save your activation key or use the default location:<system_drive>:\Documents and Settings\account_nameAll Users\Application Data, for example C:\Documents and Settings\JohnAll Users\Application Data. Your activation key will stored as the “sciproof.spl” file. Please do not delete this key or sciPROOF will have to be re-activated.
  • Click “Finish” to complete activation.
  • An “Activation successful” message box will be shown as the last step of the activation process. Close and re-open all Office applications (including Outlook and Outlook Express) and sciPROOF will be activated and ready for use.

Spelling and Style Checking

  • Activate the "Check with sciPROOF™" button, located on the Word toolbar, the context (“right-click”) menu, and in the Word Tools > sciPROOF menu, or the Ctrl+F7 shortcut key. This will open the spell/style-check dialog. Style/spell checking operates like the native Microsoft Word spell checker.
  • Within this spell/style-checking dialog box, spelling errors and unrecognized terms will be flagged in red, and terms with style suggestions will be flagged in blue.
  • The sciPPOOF style/spell-checker works with the native Microsoft Word spell checker so that common words, words that have been added to Word's custom dictionary, and grammar are also checked though this dialog.

Searching Local Databases and PubMed

  • In the text, select the term to be searched. Activate the "Search/Modify Term" button, located on the Word toolbar, the context (“right-click”) menu, and in the Word Tools > sciPROOF menu, or the Ctrl+Num* shortcut key.
  • The "Search/Modify Term" button will search the local sciPROOF databases (PubMed and Custom1) for that term and will display definition(s), if any, for that term. If the same or similar term is in more than one database, the "Find Similar" button will be active (not gray) and will allow the user to toggle between databases to find all stored information (definitions and links) for the term searched.
  • A PubMed search can be activated by double-clicking on the "Search with PubMed" link. This link can be accessed by activating the "Search/Modify Term" button or the "More" button, located on the spell/style-check dialog. Reference information is displayed through the user's native web browser.

Modifying Terms

  • Select the term to be modified.
  • Activate the "Search/Modify Term" button, located on the Word toolbar, the context (“right-click”) menu, and in the Word Tools > sciPROOF menu, or the Ctrl+Num* shortcut key.
  • Activate the "Edit term" button to open the Edit Term dialog.
  • Select the character(s) of term to be modified. By default, the entire term is highlighted.
  • Put a check in the box next to preferred style (Bold, Italic, Underline, Sub/superscript, Case, and Font) and activate the corresponding button. Style changes may be previewed in the "Term to be modified" window.

Adding Terms, Definitions and Links

  • New terms can be added to the sciPROOF database (Custom1) by highlighting the term in the text and activating the "Add Term" button, located on the Word toolbar and the Word Tools > sciPROOF menu, or the Ctrl+Num+ shortcut key. Terms can also be added by activating the "Add" button on the spell/style-checking dialog while proofreading.
  • Both the "Add Term" and "Add" buttons will open the "Add Term" dialog. If there is no style, definitions or links to be included with term, click "OK" on the "Add Term" dialog and term will be added.
  • To add style to term, click on the "Term Style" tab on the "Add Term" dialog. Put a check in the box next to the preferred style (Bold, Italic, Underline, Sub/superscript, Case, and Font) and activate the corresponding button. Style changes may be previewed in the "Term to be stored" window.
  • To add definitions, click on the "Descriptions" tab on the "Add Term" dialog and activate the "Add new information" button. A blank field will appear to add new information.
  • To add links, click on the "Descriptions" tab on the "Add Term" dialog and activate the "Add new link" button. Fill in the "link title" and "link URL" fields in the "Add link" dialog. NOTE: You must fill in the "Link title" field or the link cannot be displayed.

NOTE: Style, definitions and links can be added to terms already in the sciPROOF or PubMed databases by highlighting specific terms and activating the "Search/Modify Term" button, located on the Word toolbar and in the Word Tools > sciPROOF menu, or it can be can be activated by the Ctrl+Num* shortcut key.

IMPORTANT: Please note that sciPROOF works with Microsoft Word so that regular words and any custom terms that have been added to Word need not be added to the sciPROOF database.

Deleting Terms from the sciPROOF Custom Database

  • Select term to be deleted.
  • Click the sciPROOF “Search/Modify” button.
  • The term to be deleted will appear in the Search/Modify dialog.
  • Click the “Delete” button on the Search/Modify dialog.

sciPROOF Options:

Activating and Deactivating sciPROOF Features

Activate sciPROOF Options in the Word Tools > sciPROOF menu or on the spell/style check dialog.

Add/remove check in the box next to the following features to activate/disable them:

  • Check term spelling: Please note that deactivating this feature will disable sciPROOF spellchecking and background spellchecking so that correct spellings will not be suggested and scientific terms will not be recognized by Word and will be underlined in red.
  • Check term style: This feature flags and suggests formatting for terms that the user has added to sciPROOF terms, e.g., bold, Italics, sub- and superscripts.
  • Greek symbol checker: This feature will flag any single letter, preceded or followed by a dash, e.g. '-b' and 'b-', and any written Greek letter, e.g. 'beta,' and suggest the corresponding Greek letter, e.g 'β'. If you do not use Greek symbols in your writing then we suggest that you disable this feature.
  • Show search term before searching PubMed: When PubMed searching is activated, the search term will be displayed in a pop-up window so that the user can verify the term (correct term, spelling, etc.). If you do not want to verify the search term before performing PubMed searches, please deactivate this feature.
  • Ignore citation numbers while spellchecking: Microsoft Word flags terms with numbers as errors, unless the “Ignore words with numbers” feature of Word has been activated (NOT RECOMMENDED). This presents a significant problem if you use citation numbers or bibliographic management programs such as EndNote®, Reference Manager® or ProCite®. Correctly spelled words will be flagged as errors because a new, unrecognized term is created with the addition of a citation number. The “Ignore citation numbers” feature of sciPROOF will ignore citation numbers and will only evaluate the spelling of the term.
  • Auto-replace spelling errors: sciPROOF will automatically correct spelling errors while typing. This feature works exactly like Word's auto-correct feature but only applies to scientific terms in the sciPROOF database.
  • Use keyboard shortcuts: The keyboard shortcuts Ctrl+F7, Ctrl+Num*, and Ctrl+Num+ activate the “Check with sciPROOF,” “Search/Modify Term,” and “Add Term” buttons, respectively. For reference they are displayed in the Word > Tools > sciPROOF menu. If you want to change any of the shortcut keys, please see the “Customizing Shortcut Keys” section of this user guide.
  • Set "Ignore All" button to ignore Text or Both text and style: This option affects the Ignore All feature ("Ignore All" button on the sciPROOF spell/style check dialog) during style checking.
    • If the 'Text' option is selected when the user clicks "Ignore All," then sciPROOF ignores all entries of the term independent of its style. For example, if three styles of xenopus are in the document, "Xenopus" (bolded), "Xenopus" (underlined) and "Xenopus" (italicized), and sciPROOF flags "Xenopus" as a styling error, then all 'xenopus' tems (i.e. all "Xenopus", "Xenopus" and "Xenopus") would be ignored.
    • If the 'Both text and style' option is selected when the user clicks "Ignore All," then sciPROOF ignores all entries of the term with the same style only. For example, if four styles of xenopus are in the document,"Xenopus" (bolded), "Xenopus" (underlined) and "Xenopus" (italicized), and 'Xenopus' (without any style), and sciPROOF flags "Xenopus" as a styling error, then ONLY the bolded 'xenopus' terms would be excluded/ignored from style checking (i.e. all "Xenopus" will be ignored, but all "Xenopus", "Xenopus" and 'Xenopus' will NOT be ignored).
  • Set "Change All" button to ignore Text or Both text and style: This option affects the Change All feature ("Change All" button on the sciPROOF spell/style check dialog) during style checking.
    • If the 'Text' option is selected when the user clicks "Change All," then sciPROOF changes all entries of the term independent of its style. For example, if three styles of xenopus are in the document, "Xenopus" (bolded), "Xenopus" (underlined) and "Xenopus" (italicized), and sciPROOF flags "Xenopus" as a styling error, then all 'xenopus' tems (i.e. all "Xenopus", "Xenopus" and "Xenopus") will be replaced by the selected sciPROOF suggestion.
    • If the 'Both text and style' option is selected when the user clicks "Change All," then sciPROOF changes all entries of the term with the same style only. For example, if four styles of xenopus are in the document,"Xenopus" (bolded), "Xenopus" (underlined) and "Xenopus" (italicized), and 'Xenopus' (without any style), and sciPROOF flags "Xenopus" as a styling error, then ONLY the bolded 'xenopus' terms would be replaced by the sciPROOF suggestion (i.e. all "Xenopus" will be changed, but all "Xenopus", "Xenopus" and 'Xenopus' will be NOT replaced).

Resetting “Ignore” Information, Buttons and Toolbars

  • Resetting all “Ignore” information: Click the "Reset all "Ignore" operations" button, located on the sciPROOF Options window, to undo all ignore operations performed while proofreading your document.
  • Resetting sciPROOF toolbars and buttons: If you see duplicate or the absence of sciPROOF buttons in the Word > Tools > sciPROOF menu, click the “Reset all sciPROOF buttons and toolbars” button that is located on the sciPROOF Options window. This is usually caused by artifacts from previously installed versions of sciPROOF.

Activating and Deactivating sciPROOF Databases

The sciPROOF databases include:

  • PubMed and PubMed 2 – Contains scientific, medical, and chemical terms. The terms in these databases can be modified. The user can set up styles, add definitions, notes, and WWW links.
  • Greek symbols – Contains the entire Greek alphabet. This is a read-only database.
  • Demo – Contains a set of “pre-styled” terms for demonstration purposes. This is a read only database.
  • Custom 1 – Custom database for storing custom terms. User can add, modify or delete terms from this database.

To deactivate any of the sciPROOF dictionaries, go to the “Available dictionaries” window on the sciPROOF Options dialog box. Highlight the database and click the "deactivate database" button (the garbage can icon).

To re-activate databases, click the "Add database" button. Locate the database to be added (usually in your private database folder that you specified during installation (e.g. C:\Documents and Settings\John\Application Data\sciPROOF\database\) and click the "Open" button. The selected database will now be displayed in the “Available dictionaries” window.

Customizing sciPROOF Shortcut Keys

  • Go to Word>Tools>Customize.
  • Click the “Keyboard…” button, located on the bottom right.
  • Go to Specify a command>Categories: and scroll down and select Macros.
  • In the Macros window, scroll down and select the sciPROOF button (“SCIPROOF_ADDIN_ADD,” “SCIPROOF_ADDIN_CHECK,” and “SCIPROOF_ADDIN_FIND”) to be modified.
  • Put the keyboard focus in the “Press new short key:” field, activate the new shortcut sequence to be assigned and click the “Assign” button at the bottom of the dialog.
  • Close and re-open Word and go to Tools>sciPROOF menu to view the new shortcut key assigned to the corresponding sciPROOF button.

Troubleshooting sciPROOF

If sciPROOF malfunctions or if you receive any error messages, go to Start > All Programs > sciPROOF > sciPROOF Diagnostic Utility. This utility will automatically generate a report about your system for our technical support team. When the diagnostic is complete, a report will be attached to an e-mail addressed to our technical support. Please type a description of your problem in the e-mail and make sure that you send it.

There is a built-in “crash reporter” that will automatically be activated in the rare event that sciPROOF crashes. Once the crash reporter is complete, a report will be attached to an e-mail addressed to our technical support. Please type a description of your problem in the e-mail and make sure that you send it.

Uninstalling sciPROOF

WARNING: For successful uninstallation of sciPROOF, it is essential that all Microsoft Office applications (including Outlook and Outlook Express) are closed during the uninstallation process!

NOTE: Please DO NOT delete the sciPROOF program folder to uninstall sciPROOF. This may cause problems with uninstallation. Also, you must have the appropriate administrative privileges to uninstall the software from your computer. For more information about administrative privilege settings, please refer to your operating system help or contact your system administrator.

Go to Start > Settings > Control Panel > Add/Remove Programs and click on sciPROOF and remove, or go to Start > All Programs > sciPROOF > Uninstall sciPROOF. The sciPROOF uninstaller will completely remove sciPROOF from your computer.




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