Note: The Response Server spell check feature does not support the smart quotes feature of Microsoft Word that changes the ' character to " automatically. Words that use smart quotes appear as misspelled.
If you select the Automatically check spelling before sending outgoing messages check box in your preferences or if this setting is selected in Mail Settings in KANA Response Content Administration, then the Check Spelling window automatically opens when you click the Send message icon. Each message is checked for spelling or typing errors. You can make corrections if the spelling checker displays a suggestion or flags a potential error. After correcting the problems, the message is sent. If you do not wish the spelling checker to run on every message before it is sent, select No in the drop-down menu.
If the dictionary does not recognize a word in your e-mail message, the misspelled word appears in the Not in Dictionary field. A suggested spelling for the misspelled word appears in the New spelling field. Other suggestions are listed in the Suggestions field.
You can correct words as follows:
Respell it in the New Spelling field and click Replace.
Accept a suggestion by selecting it in the Suggestions list and click Replace.
Click Replace All to replace occurrences of the currently misspelled word with the suggested word.
If you want to ignore the dictionary's suggestion, click Ignore and the next word that the dictionary does not recognize appears. To ignore all occurrences of the currently misspelled word, click Ignore All.
When you click Learn, the spelling checker immediately adds the word to the current dictionary. Therefore, if you close the Check Spelling window before you finish checking the entire message, any learned words are still added to the dictionary.
If the Automatically check spelling before sending outgoing messages check box is selected in the Preferences window, the Check Spelling window appears before the message is sent. If no errors are found, click Done to close the Check Spelling window and send the message.
If you are sending messages in batches, you can automatically check the spelling of up to 100 messages at a time. If the automatic spelling checker is activated and you click Done before the entire message is successfully checked, KANA Response still sends the message.
For example, if a user selects three messages and clicks the Send message icon, and the automatic spell checker is activated, the Check Spelling window opens with the first message displayed. After the first message has been checked for spelling, the second message automatically appears.
If the user clicks the Done button before the entire message has been checked, the third message automatically appears. When the user clicks Done again, all three messages are sent. If one of the messages is already correctly spelled, the Check Spelling window does not appear for that message.
Your administrator selects the language dictionary that the spelling checker uses. To add a word to the list:
Click Options in the Check Spelling window. You can add another word to the current dictionary by typing it into the New Spelling field, and clicking Learn.
If the word is currently highlighted in the Check Spelling window, clicking the Learn button adds it to the currently selected dictionary and ignores what's in the new spelling field.
In the Outgoing Message or the Contact Message region, create the message that you want to send.
Click the Spell check icon.
Make spelling changes as appropriate.
Click Done.
Click the Send message icon.