MS Word: If it's from Microsoft, it must be good?

Blogger's Note: Not everything coming from Microsoft is a good product. Even MS Word. Most of us are using the said word processor due to its current dominance in the office applications market. Yet we take for granted that it's okay to submit documents checked already by its grammar checker. You, that includes me, are wrong. Check this article out on how MS Word screws your grammar. At the end of the article, read and understand Sandeep's Top Writing Mistakes. It is true for the rest of us.

A Word to the unwise -- program's grammar check isn't so smart
Monday, March 28, 2005
By TODD BISHOP, SEATTLE POST-INTELLIGENCER REPORTER

Microsoft the company should big improve Word grammar check.

No, your eyes aren't deceiving you. That sentence is a confusing jumble. However, it is perfectly fine in the assessment of Microsoft Word's built-in grammar checker, which detects no problem with the prose.
Sandeep Krishnamurthy thinks Microsoft can do a lot better.

The University of Washington associate professor has embarked on a one-man mission to persuade the Redmond company to improve the grammar-checking function in its popular word-processing program. Krishnamurthy is also trying to raise public awareness of the issue.

"If you're a grad student turning in your term paper, and you think grammar check has completely checked your paper, I have news for you -- it really hasn't," he said.

Microsoft says it has been making continuous improvements in the grammar-checking tool, and the company notes that the issue is more complex than it might seem. Experts in natural-language processing say the broader issue reflects a deep technological challenge beyond the current capabilities of computer science.

"It is tremendously difficult," said Karen Jensen, a retired Microsoft researcher who led the company's Natural Language Processing research group as it developed the underlying technology for the grammar checker, which debuted in 1997. "It gives you all kinds of respect for a human being's native ability to learn and understand in natural language."

But Krishnamurthy, a professor of marketing and e-commerce at the UW's Bothell campus, isn't convinced that the software giant is doing everything it can -- and he supports his point with eye-catching examples.

He has crafted and posted for public download several documents containing awful grammar. Depending on the version and settings, the Word grammar checker sometimes detects a few of the problems. But it overlooks the majority of them -- skipping misplaced apostrophes, singular-plural inconsistencies, missing articles, sentence fragments, improper capitalization and other problems.

An excerpt from one of his documents: "Marketing are bad for brand big and small. You Know What I am Saying? It is no wondering that advertisings are bad for company in America, Chicago and Germany. ... McDonald's and Coca Cola are good brand. ... Gates do good marketing job in Microsoft."

With examples like that passing through unflagged, Krishnamurthy questions whether Microsoft should even offer the grammar-checking feature in its existing state.

"If you're including a feature in a widely used program like Microsoft Word, it's got to pick up more things than it currently does," he said. "I agree, the English language is very complicated, but I think we should expect more from grammar check."

By comparison, the grammar checker in Corel Corp.'s WordPerfect Office 12 catches many of the errors in Krishnamurthy's test documents that aren't detected by the Microsoft Word 2003 grammar checker, even set at the highest sensitivity to errors.

In fact, there is room for Microsoft to make incremental improvements in Word's grammar checker, said Christopher Manning, assistant professor of linguistics and computer science at Stanford University.

For example, he said, the Word grammar checker could benefit from greater use of advanced probabilistic and statistical methods to analyze sentences and flag problems. Microsoft has applied some of that more advanced research to competitive and high-profile areas such as Web search and spam detection.

Microsoft says the grammar-checker does use probabilistic techniques in addition to more basic, rules-based methods. But with further use of advanced approaches, it appears possible for Word's grammar checker to improve, Manning said. However, he said, "It still wouldn't be as good as a good human editor."

Microsoft calls that the fundamental issue. Responding to an inquiry about Krishnamurthy's examples, the Microsoft Office group said in a statement that the grammar checker "was created to be a guide and a tool, not a perfect proofreader." Microsoft also makes that point in Word's product documentation.

The statement added, "It is possible to list a number of sentences that you would expect the Word grammar checker to catch that it doesn't. But that doesn't represent real-world usage. The Word grammar checker is designed to catch the kinds of errors that ordinary users make in normal writing situations."

It would be possible to "dial up the sensitivity" of the Word grammar checker to catch more errors, the company said. However, that could also cause it to flag sentences considered correct in colloquial usage.
That would risk making the tool more intrusive than people want, the company said. In fact, Microsoft dialed down the sensitivity of the grammar checker in certain respects starting in 2002, responding to customer feedback. For example, some people objected when the tool flagged sentences of more than 40 words as "perhaps excessively complex."

Krishnamurthy said he considers the company's view too simplistic. He suggested that Microsoft further increase the available settings, beyond the current options, to let people essentially "pick the level of intrusion." He also said the company should offer an add-on for people who need extra help, such as students for whom English is a second language.

As it now stands, the tool helps good writers but "really doesn't help bad writers at all," he said.
Krishnamurthy, 37, grew up in Hyderabad, India. A textbook author and a frequent contributor to scholarly journals, he is passionate about writing and the English language.

But how did a marketing and e-commerce professor become a grammar-checking crusader? While always stressing the importance of writing well in the first place, Krishnamurthy would also routinely tell his students to run the Word spelling and grammar checks as a precaution before turning in their papers.

Then, last year, one student turned in a badly written report.

"The least you could have done is run spell-check and grammar-check," Krishnamurthy said.

"But I did!" the student said.

That prompted the professor to investigate, and he began discovering blind spots in the Word grammar-checking tool. Krishnamurthy ultimately decided to assemble specific examples of bad grammar that made it through undetected. He began circulating them last week via e-mail to friends, colleagues and Seattle-area media. He also created a Web page for the purpose: http://faculty.washington.edu/sandeep/check.

The professor is careful to point out that he's not out to bash Microsoft. But he says the company is spending too much energy on extraneous capabilities, while neglecting core features such as the grammar checker. Among other things, Microsoft is trying to expand the market for Microsoft Office by adding a series of related server-based programs.

Office and related software make up Microsoft's second-most profitable division, bringing in more than $7.1 billion in operating profit in the last fiscal year. The core Office programs dominate the market.

Despite the lack of intense competition, there is a business incentive for Microsoft to invest in core features, said analyst Rob Helm, research director at Kirkland-based research firm Directions on Microsoft. That's because one of the company's biggest challenges is persuading customers to upgrade from older versions of its own programs.

By making improvements to features such as the grammar and spelling checkers, Microsoft "can give people an additional incentive" to shift to the newer version, Helm said.

Jensen, the retired Microsoft researcher who worked on the original grammar-checking technology, said major advances would involve making computers understand sentences in ways that humans would.

As an example, she cited one of the sentences used in Krishnamurthy's sample documents: "Gates do good marketing job in Microsoft." Only by knowing that "Gates" probably refers to Bill Gates -- and not to the plural of the movable portion of a fence -- would the program know to suggest using "does" instead.

"It's this level of understanding that you just can't expect a computer to have at this point," Jensen said. "Someday, of course, it would be great, but we're not there yet."

In the meantime, Krishnamurthy is spreading the message. He doesn't suggest that anyone stop using the grammar-checking tool, but he wants people to fully understand its limitations and not consider it a substitute for good writing and editing.

In one part of his Web site, he has posted a cautionary list of "top writing mistakes" made by his students. No. 11: "Assuming that Microsoft Word's spelling and grammar check will solve all writing problems."

On the Net: faculty.washington.edu/sandeep/check
SEATTLE POST-INTELLIGENCERhttp://seattlepi.nwsource.com/business/217802_grammar28.asp
P-I reporter Todd Bishop can be reached at 206-448-8221or toddbishop@seattlepi.com
P-I senior online producer Brian Chin contributed to this report.
© 1998-2005 Seattle Post-Intelligencer

Top Writing Mistakes Made by My Business Students (in random order)
Sandeep Krishnamurthy


1. Assuming that it is easier to write a short paper. It is hard to summarize a lot of information in a short space.

2. Improper use of apostrophe. Do not use apostrophe for plural. The plural of CD is CDs, not CD’s.

3. Referring to a single company as “they”. This is incorrect usage-

Nike reduced its price to $90. They did not know what they were doing.

The correct usage is-

Nike reduced its price to $90. It did not know what it was doing.

However, it is correct to use the word “they” when referring to companies in plural. E.g. Nike and Reebok have both reduced their prices. They know what they are doing.

4. Not rewriting a report. All good writing is rewritten.

5. Using an improper abbreviation for advertisement. The correct abbreviation is “ad”- not “add”.

6. Calling a web site a web sight.

7. Not capitalizing the word- Internet. It is not “internet”.

8. Long paragraphs. Note: If you have a paragraph that is longer than a page, rewrite.

9. Not organizing reports into sections such as Introduction, Background, Analysis and Recommendations.

10. Not running Microsoft Word’s spelling and grammar check.

11. Assuming that Microsoft Word’s spelling and grammar check will solve all writing problems.

12. Not re-reading the report before submission.

13. Quaint usage- e.g. excessive usage of the word “thusly”.

14. Mistaking company propaganda for the truth.

15. Ending a powerpoint presentation with a “Questions?” slide. (Pet peeve alert)

16. Unorthodox abbreviation- e.g. abbreviating collaboration as “collabo”.

17. Using all capitals in a presentation or writeup.

18. Assuming that everyone can read 9 pt font.

19. Lack of font standardization.

20. Long sentences.