How to Use Microsoft Word 2016’s Spelling and Grammar Check (Tutorial)

Microsoft Word’s spelling and grammar check is one of the simplest—yet most important—tools in the Office suite. The interface for the tool evolves with each iteration of the software, so today’s tutorial demonstrates how to use Microsoft Word 2016’s spelling and grammar check.

This tutorial is for Microsoft Word 2016 running on Windows.  

Include or Exclude Grammar

Grammar can be included in or excluded from the spelling and grammar check.

1. Select the File tab.

2. Select Options in the Backstage view.

3. Select Proofing in the Word Options dialog box.

4. Select or deselect Check grammar with spelling.

5. Select the OK button to save your selection and close the Word Options dialog box.

Run the Spelling and Grammar Check

1. Select the Review tab.

2. Select Spelling & Grammar.

3. Choose the appropriate option for each spelling and grammar error detected.

Spelling Errors

Choose an option from the suggestions list to change that instance of the spelling error.

Or, open the drop-down menu for a suggestion and select Change All to change every instance of the spelling error to that suggestion.

You can also choose (a) Add to Dictionary to add the word with its current spelling to your custom dictionary, (b) Ignore Once to ignore that instance of the spelling error, or (c) Ignore All to ignore every instance of the spelling error.

Occasionally, Word will be unable to provide any suggestions; however, when that lapse occurs, the software will still offer the opportunity to add the word to your custom dictionary, ignore the word once, or ignore every instance of the word.

Grammar Errors

Choose an option from the suggestions list to change that instance of the grammar error.

Or, select (a) Ignore Once to ignore that instance of the grammar error, (b) Don’t check for this issue to stop checking for that type of grammar error, or (c) Options for “Clarity and Conciseness” to open the Grammar Settings dialog box where you can customize the grammar check.

If you want to learn about the grammar error and see examples, open the drop-down menu above the text box.

Pro Tip: The spelling and grammar check will automatically pause itself if you edit the text during the check. Select the Resume button when you are ready to restart the check.

If you have chosen to include readability statistics in your proofing options, the Readability Statistics dialog box will appear after you complete the spelling and grammar check.

For more information about using the readability statistics in Word, visit “How to Add Passive Voice to Microsoft Word’s Grammar Check and Readability Statistics” for Word 2013 and “How to Use the Passive Voice Tool in Microsoft Word 2016.”