Editor - your writing assistant

Editor checks your document or email message for spelling and grammar errors, and makes suggestions for writing style. Editor provides alternate suggestions writing context - using machine learning and natural language processing.

This feature is only available if you have an Office 365 subscription. If you are an Office 365 subscriber, make sure you have the latest version of Office.

Proofing with Editor

Proofread your whole document by pressing F7, or by selecting Spelling & Grammar on the Review tab. Editor marks the errors it finds in your document as you type: red squiggles are for spelling, blue double underlines are for grammar, and gold dotted lines are for writing style.

Note: The gold dotted lines are currently available only for English language proofing.

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Editor feature language availability

  • Spellchecking is available for 89 languages.

  • Context Sensitive Spelling is available for 7 languages (English, Spanish, French, German, Brazilian Portuguese, Italian, Norwegian)

  • Grammar Checking is available in 22 languages (7 languages above plus Russian, Japanese, Dutch, Danish, Finnish, Swedish, Portuguese [European], Polish, Arabic, Czech, Turkish. Korean, Chinese [simplified], Chinese [Traditional], Hungarian)

  • Writing Assistance (gold dotted line) is only available for English to date.

Editor checks for spelling errors as you type. When you see a red squiggle below a word, right-click the word and choose one of the suggestions to fix the error.

  • Spelling suggestions have synonyms to help disambiguate between the choices. Choose the most appropriate suggestion to correct the spelling.

  • To add the word to the default dictionary so that Editor stops marking it as misspelled, choose Add to Dictionary.

  • To skip the word in this document or email without adding it the spelling dictionary, choose Ignore All.

  • Choose Read Aloud if you'd like to hear the selected suggestion.

  • Select Add to AutoCorrect for a suggestion you always Editor to substitute for the word it found. (You can also get to AutoCorrect Options from the context menu. For more information on how to use the options see, choose AutoCorrect options.)

  • To see all the information about the spelling choices, choose See More to open the Editor pane.

    Note: This feature is only available to Office 365 subscribers. We're gradually rolling this out, so you may not see it immediately. If you are an Office 365 subscriber, make sure you have the latest version of Office.

    Here, you can have the currently selected text read to you by selecting the speaker icon. For each suggestion, you can hear the suggestion (choose Read Aloud), as well as listen to it being spelled (Spell Out).

Editor checks for grammatical issues as you type. When you see a blue double underline, right click the word or phrase to learn more.

  • Grammar suggestions have quick explanations to help you make an informed decision on whether and how to resolve the issue.

  • To ignore the word or phrase and move to next one, choose Ignore

  • Choose Read Aloud to hear the selected suggestion.

  • To see all the information about the grammatical issue, choose See More to open the Editor pane.

    Note: This feature is only available to Office 365 subscribers. We're gradually rolling this out, so you may not see it immediately. If you are an Office 365 subscriber, make sure you have the latest version of Office.

    Here, you can have the currently selected text read to you by selecting the speaker icon. To listen to the suggestion, you choose Read Aloud.

Note: The gold dotted lines are currently available only for English language proofing.

Word checks for style issues and indicates the word or phrase with a dotted gold underline. Right click on the underlined word or phrase and consider one of the alternative suggestions.

Writing style suggestions have short descriptions to explain the style issue. Editor checks for the following:

  • Complex words*

  • Contractions*

  • Clichés*

  • Informal Language*

  • Double Negation*

  • Jargon*

  • Nominalizations

  • Passive Voice*

  • Passive voice with Unknown Actor (No suggestions available)*

  • Wordiness

  • Words in split infinitives* (more than one)

  • Gender-specific language*

  • Words expressing uncertainty*

  • Slang*

  • Oxford comma*

  • Punctuation Required With Quotes*

  • Space between Sentences*

Important: Enable the style options by going to Proofing options and choosing Grammar & more settings in the Writing Style drop down. See, How to change the Editor proofing settings, below.

  • To ignore the style issue and move to next one, choose Ignore

  • To hear the selected suggestion, choose Read Aloud .

  • To see all the information about the grammatical issue, choose See More to open the Editor pane.

    Note: This feature is only available to Office 365 subscribers. We're gradually rolling this out, so you may not see it immediately. If you are an Office 365 subscriber, make sure you have the latest version of Office.

To learn in detail about writing style errors and suggestions see, Select grammar and writing style options.

Keyboard shortcuts

Within the document, use Alt + underlined letter to select the listed command.

Inside the Editor task pane, use only the underlined letter to select the command.

How to change the Editor proofing settings

In Word, change the proofing settings by using the Grammar Settings dialog box. You can choose the various grammar and style settings depending on which settings suits your document the best.

Note: By default Editor proofing options are set to Grammar & more and have Wordiness and Nominalizations style options selected.

  1. Choose File > Options > Proofing to open proofing options.

  2. Under When correcting spelling and grammar in Word, choose Settings.

    The Writing style menu in the Grammar Settings dialog box offers two options: Grammar or Grammar & more. You can choose either option depending on which settings you want to work with.

  3. Choose Grammar & more to use the style options.

    Scroll down to see all of the options available, and select or clear any rules that you want the grammar checker to flag or ignore. Any changes that you make to these settings apply to all the documents or items that you edit, not just the current document you are working in.

    Tip: To go back to the default editor proofing settings, choose Reset All.

In Outlook, Editor can flag words or phrases for grammar or style issues as you type an email and provide suggestions to fix the issue. To use Editor proofing services,

  1. Create or open an email.

  2. Choose the File tab, and select Options.

  3. Select Mail, and then choose Editor Options....

  4. Choose Proofing.

  5. Under When correcting spelling in Outlook, do the following:

    • Select Mark grammar errors as you type. This marks both grammar (blue) and style (gold) errors as you type.

    • Choose Settings.

      The Writing style menu in the Grammar Settings dialog box offers two options: Grammar or Grammar & more. You can choose either option depending on which settings you want to work with.

    • Choose Grammar & more to use the style options.

      Scroll down to see all of the options available, and select or clear any rules that you want the grammar checker to flag or ignore. Any changes that you make to these settings apply to all the documents or items that you edit, not just the current document you are working in.

      Tip: To go back to the default editor proofing settings, choose Reset All.

  6. Choose OK

See Also

Select grammar and writing style options in Office 2016

Check spelling and Grammar in Office 2010 and later

Select grammar and style options in Office 2013 and earlier

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