Checking Spelling and Grammar in Microsoft Word 2016

This guide shows simple steps to check spelling and grammar in Microsoft Word 2016. It is written for people who use Word for letters, reports, and school work. I use clear words and short sentences. Follow the steps and your document will look more professional.

Why check spelling and grammar?

Errors make writing hard to read. They can also look unprofessional. A quick check fixes most mistakes. Word 2016 gives tools to spot spelling and grammar problems. You can use them as you type. Or run a full check after you finish writing.

Where to find the tools

Open your document in Word 2016. Look at the top ribbon. Click the Review tab. In the Proofing group you will see Spelling & Grammar. You can also press F7 on your keyboard. That opens the Editor pane on the right.

Run a full spelling and grammar check

• Open the document you want to check.
• Click the Review tab on the ribbon.
• Choose Spelling & Grammar in the Proofing group.
• The Editor pane opens on the right side.
• Word shows one error at a time. It offers suggestions.
• To fix an error, click a suggestion and choose Change.
• If no suggestion fits, type the correct word in the box.
• When the check is finished, Word shows a message. Click OK.

Fix errors as you type

Word can spot many mistakes while you type. It uses colored underlines to show issues:

• Red squiggly line — spelling error.
• Blue double underline — grammar or word usage error.

To fix a marked word, right-click it. Word shows a short menu with suggestions. Click the correct choice. The underline will disappear.

Common quick fixes

• Right-click a word with a red line and pick a suggestion.
• Right-click a phrase with a blue double underline and choose a correction.
• If Word has no suggestion, type the correction manually.
• Use Ignore when Word marks a term that is actually correct.
• Use Add to put a custom word into your dictionary.

Change proofing settings

You can change how Word checks your document. To do this:

• Click File > Options.
• Choose Proofing from the left menu.
• Make sure Check spelling as you type is checked.
• Also check Check grammar as you type if you want live grammar tips.
• Click OK to save your settings.

Ignore or add words

Sometimes Word flags a name or special term as wrong. You have options:

• Ignore — Skip this instance once.
• Ignore All — Skip this word every time it appears.
• Add — Add the word to your custom dictionary so Word stops flagging it.

Hide spelling or grammar marks

If you do not want red or blue lines to show while others read the document, you can hide them.

• Click File > Options.
• Go to Proofing.
• Check Hide spelling errors and/or Hide grammar errors.
• Click OK.

Understand grammar suggestions

Word sometimes explains why it thinks a sentence is wrong. Read the note in the Editor pane. Decide if the change helps your meaning. Grammar checks are helpful but not perfect. Use your judgement.

Best practices

• Run a full check after you finish writing.
• Use the on-the-fly checker to catch simple typos.
• Add names and terms to your dictionary to reduce false flags.
• Read suggested grammar changes carefully before applying them.
• Use short sentences to lower errors and make your text easier to read.

5 FAQs about Checking Spelling and Grammar in Word 2016

How do I start the spelling and grammar check?

Open the Review tab and click Spelling & Grammar. Or press F7 to open the Editor pane. Word will move through the document and show suggestions.

Why does Word mark a correct word as wrong?

Word uses a built-in dictionary. It may not know names or new terms. Use Add to include the word in your dictionary. Or choose Ignore if the mark is not a problem.

How do I stop Word from checking as I type?

Go to File > Options > Proofing. Uncheck Check spelling as you type and Check grammar as you type. Click OK.

Can I hide the red and blue underlines?

Yes. In File > Options > Proofing check Hide spelling errors and Hide grammar errors. This only hides the marks. The errors still exist until you fix them.

Does Word correct grammar perfectly?

No. Word is helpful but not perfect. It finds many mistakes. Still, read suggestions carefully. Keep your meaning in mind before you accept a change.

Conclusion

Microsoft Word 2016 has strong tools for spelling and grammar. Use the Editor pane for a full review. Use live checking to catch errors while you write. Adjust settings to match your work. These simple steps will help your writing look cleaner and more professional.