Most people run spelling and grammar checks on their documents before sending them to clients, collaborators and other people.
If you use more sophisticated tools in Word (like cross-references, tables of contents and page numbers, generally known as fields), you also need to:
- make sure the fields all link to the right places in your document (in other words, all links are updated)
- check your document for broken links
To both update your document and find any broken links, follow these steps.
- Save your document as is.
- Select everything in the document. (The Edit menu offers a Select All option, or you can use the Control-A keyboard shortcut.)
- Right-click in your document and choose Update Field. All your fields (table of contents, cross-references and so forth) are now updated EXCEPT FOR any fields in the header or footer.
- Print preview your document. This step updates fields in your header and footer.
- Search your document for any occurrence of the word “ERROR”. (Word flags any broken fields using this word.)
- If you find any such errors, you can fix them on the spot.
- If the only instances of the word “error” you find are ones you typed, all fields in your document ought to display correctly.
- If the document REALLY matters, print it and read it.