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Guidelines on Changing Proofing Language for an Entire Presentation in PowerPoint 2010 for Windows

Learn how to set proofing language for an entire presentation in PowerPoint 2010 for Windows. These guidelines will help you approach the task of changing the proofing language.


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Product/Version: PowerPoint 2010 for Windows

OS: Microsoft Windows XP and higher






While it is easy to change proofing language for selected text containers, that happens to be a piece meal approach and can be a great time waster if you need the language changed across all content in 100 or more slides! There are two ways to set the proofing language for your entire presentation, and you can use one or both of these approaches. Make sure you have the proofing tools installed for all or any of the languages that you need to work within PowerPoint. Then follow these steps:

  1. Launch PowerPoint 2010 for Windows, and navigate to any slide. Within the slide, select all the text containers. You can select the text containers in three ways:
  2. a. If there is only one text container on the slide, just click on the edge of the text container to select it.
  3. b. If there are more than one text container on the slide and nothing else, press Ctrl + A to select all the text containers.
  4. c. If there are more than one text container on the slide that also includes other slide objects, press Ctrl + A to select all the slide objects on the slide, and then deselect the slide object which you don't want to be the part of the selection. You can quickly deselect any object by Shift + clicking the object.
  5. Note: A text container is any slide object that typically contains text. These are text placeholders, text boxes, and shapes.
  6. At this point of time, you have selected the text containers you want to alter the proofing language for, as shown in Figure 1. Now click the Language option on the Status Bar (highlighted in red in Figure 1).
  7. Text containers on the slide selected
    Figure 1: Text containers on the slide selected
  8. This brings up the Language dialog box that you see in Figure 2. Scroll down to select an installed Editing Languages. Installed languages can be recognized by the check mark preceding them as shown in Figure 2. Choose the language you want to use for your selected text container. Thereafter, click the OK button.
  9. Check mark denotes the installed language
    Figure 2: Check mark denotes the installed language
  10. This will change the proofing language option on the Status Bar.
  11. You can repeat this process to change the Language option for all the other slides in your presentation.

Another way of setting the proofing language for the entire presentation is through the Outline pane:

  1. With your presentation open, access the Slides/Outline pane and select the outline tab, as highlighted in red in Figure 3.
  2. Outline tab
    Figure 3: Outline tab
  3. Within the Outline pane, select the entire text by pressing Ctrl + A on your keyboard. Now, click the Language option on the Status Bar highlighted in red in Figure 4).
  4. Entire text selected in the Outline pane
    Figure 4: Entire text selected in the Outline pane
  5. This summons the same Language dialog box that you saw in Figure 2 above.
  6. Make changes to the proofing language, as required. This changes the proofing language for your entire presentation. Note that this approach only changes the proofing language for text placeholders, and leaves text boxes and shapes untouched. For more information on the differences between these various text containers, look at our Text Placeholders vs. Text Boxes tutorial. Shapes with text behave just like Text Boxes.
  7. Save your presentation.

See Also:

Guidelines on Changing Proofing Language for an Entire Presentation in PowerPoint 2011 for Mac

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