Use a screen reader to check spelling and grammar in Outlook

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Outlook automatically checks for potential spelling and grammatical errors as you type and you can use your keyboard and Narrator, the built-in Windows screen reader, to go through the errors and fix them.

Notes: 

In this topic

Check the spelling and grammar in an email

  1. In the email you want to check for spelling or grammar mistakes, press F7. To use a ribbon command, press Alt+V, S. The Spelling and Grammar window opens.

    The spellchecker moves to the first misspelled word and suggested spellings, or the first possible grammatical error and suggested revisions. If there's a grammatical error, you hear the reason why the section was tagged as incorrect, for example, "Consider using concise language" or "Remove extra space between words."

    Tip: To check the spelling and grammar in just a sentence or paragraph of your email, select the text you want to check and then press F7.

  2. To move to the first item in the Suggestions list, press the Tab key.

  3. To listen to the suggestions, in the Suggestions list, press the Up or Down arrow keys until you hear the spelling or alternative phrase you want.

  4. To respond to a detected error, press the Tab key until you hear the option you want, for example, "Change," and then press Enter.

    For information on which keyboard shortcuts to use, refer to Keyboard shortcuts for the Spelling and Grammar window.

  5. After you correct or ignore an error, the focus moves to the next error. Repeat the process for each error.

  6. When Outlook finishes reviewing the email, you hear: "Microsoft Outlook dialog, OK button." To return to your email, press Spacebar.

    If you checked only a selected part of text and want to return to the email, press the Tab key until you hear "No button", and then press Spacebar. To check the rest of the email, press the Tab key until you hear "Yes button," and then press Enter.

Keyboard shortcuts in the Spelling and Grammar window

The following table summarizes the keyboard shortcuts in the Spelling and Grammar window.

To do this

Press

Ignore the detected word once, but check it again.

Alt+I

Ignore the detected word throughout the email.

Alt+G

Add the detected word in the program's dictionary.

Alt+A

Change the detected word to the suggested word in the Suggestions list.

Alt+C

Change all detected instances of a word to the suggested.

Alt+L

Open the Options dialog to select how the program corrects spelling and grammar for all emails.

Alt+O

Turn on AutoCorrect.

Alt+R

Select or unselect the Check grammar check box.

Alt+K

Recheck the spelling and grammar in an email

To recheck words and grammar that you previously chose to ignore, you need to reset the spelling and grammar checker.

  1. In the email you want to check, press Alt+F, T. The focus moves to the Mail tab in the Outlook Options window.

  2. Press the Tab key until you hear "Spelling and autocorrect button," and then press Spacebar. You hear: "Editor options window, Proofing."

  3. Press the Tab key until you hear "Recheck E-mail button," and then press Spacebar.

  4. A confirmation dialog opens, and the focus is on the Yes button. To reset the spelling and grammar checker, press Enter.

  5. To exit the Editor Options window, press the Tab key until you hear "OK button," and then press Enter. The focus returns to the Outlook Options window.

  6. To exit the Outlook Options window, press the Tab key until you hear "OK button," and then press Enter. The focus returns to the email.

  7. To check the spelling and grammar again, follow the instructions in Check the spelling and grammar of an email.

Keyboard shortcuts for spelling and AutoCorrect settings

Use the keyboard shortcuts in the table below to access and change some of the grammar and spellchecker settings.

To do this

Press

From an email, open the Mail tab in the Outlook Options window.

Alt+F, T and then the Tab key

In the Mail tab, move to the Spelling and AutoCorrect button.

Alt+S

Select the Spelling and AutoCorrect button and open the Proofing tab in the Editor Options window.

Spacebar, and then the Tab key

In the Proofing tab:

Move to and select or clear the Check spelling as you type check box.

Alt+P

Move to and select or clear the Mark grammar errors as you type check box.

Alt+M twice and then Spacebar

Move to and select or clear the Check grammar with spelling check box.

Alt+H twice and then Spacebar

Move to the Recheck E-mail button.

Alt+K

Move to the AutoCorrect Options button, and open the AutoCorrect in Email window.

Alt+A

Turn the automatic checking for spelling and grammar on or off

You can turn off automatic spelling and grammar checking and then check your email after it's completed. Checking all the spelling and grammar in your email at the same time is useful when you want to quickly proof your text.

  1. In the email, press Alt+F, T. The focus moves to the Mail tab in the Outlook Options window.

  2. Press the Tab key until you hear "Spelling and autocorrect, button," and then press Spacebar. You hear: "Editor options window, Proofing."

  3. Press Alt+P to move to the Check spelling as you type check box and to select or clear this option.

  4. Press Alt+M twice. You hear: "Mark grammar errors as you type check box." Press Spacebar to select or clear this option.

  5. Press Alt+H twice. You hear: "Check grammar with spelling, check box." Press Spacebar to select or clear this option.

  6. To exit the Editor Options window, press the Tab key until you hear "OK button," and then press Enter. The focus returns to the Outlook Options window.

  7. To exit the Outlook Options window, press the Tab key until you hear "OK button," and then press Enter. The focus returns to the email.

See also

Use a screen reader to format text in your email in Outlook

Use a screen reader to insert a picture or image in Outlook

Keyboard shortcuts for Outlook

Basic tasks using a screen reader with email in Outlook

Set up your device to work with accessibility in Office 365

Learn how to navigate in Outlook using accessibility features

Outlook for Mac automatically checks for potential spelling and grammatical errors as you type, and you can use your keyboard and VoiceOver, the built-in Mac OS screen reader, to go through the errors and fix them.

Notes: 

In this topic

Check the spelling and grammar in an email

  1. In the email, press Option+Command+L.

    The Spelling and Grammar dialog opens. You hear: "Spelling and grammar," the proofing language, and the phrase with the misspelled word or grammatical error. The focus is on the text field where you can edit the misspelled word or grammatical error.

    Tip: To check the spelling and grammar in just a sentence or paragraph, select the text you want to check and then press Option+Command+L.

  2. To move to and hear the first correction suggestion, press the Tab key until you hear "Suggestions, column, table, <current row in the table and number of suggestions>."

  3. If there are several suggestions, in the Suggestions table, press the Up or Down arrow keys until you hear the spelling or alternative phrase you want.

  4. To apply the changes, when on the suggestion, press the Tab key until you hear "Change" or "Change all" (to apply the change to every occurrence of the text), and then press Control+Option+Spacebar.

    To select another response to a detected error, press the Tab key until you hear the option you want, for example, "Ignore," and then press Spacebar to select.

  5. After you correct or skip an error, the focus moves to the next error. Repeat the review process for each error.

  6. When the spelling check is complete, you hear: "The spelling and grammar check is complete." If you checked only selected text, you hear: "Word finished checking the selection."

  7. To return to your email, press Spacebar.

    Note: When VoiceOver reads the text, if Outlook detects a potential spelling mistake, you will also hear "misspelled" before the word.

Recheck the spelling and grammar in an email

To recheck words and grammar that you previously chose to ignore, you need to reset the spelling and grammar checker.

Note: When you reset the list of ignored words and grammar, the list is cleared only for the currently open email. Any spelling or grammar issues you skipped in other emails in Outlook won't be affected.

  1. To go to the menu bar, in the email you want to recheck, press Control+Option+M. You hear: "Menu bar Apple."

  2. Press the Right arrow key until you hear "Edit," and then press the Down arrow key until you hear: "Spelling and grammar, submenu." To expand the Spelling and Grammar submenu, press the Right arrow key.

  3. Press the Down arrow key until you hear "Reset ignored words and grammar," and then press Spacebar.

  4. A notification window opens. To confirm the reset, press the Tab key until you hear "Yes, default button," and then press Spacebar to select.

  5. To recheck the spelling and grammar, press Option+Command+L.

Keyboard shortcuts related to checking grammar and spelling

The following table provides a summary of keyboard shortcuts that can help you check grammar and spelling in your Outlook emails.

To do this

Press

Open the Outlook Preferences.

Command+Comma (,)

Open the Spelling and Grammar dialog.

Option+Command+L

In the email, look up selected text on the Internet.

Command+Shift+L

Turn the automatic checking for spelling and grammar on or off

You can turn off the automatic checking for spelling and grammar in the emails, and later turn it back on.

  1. To open Preferences, press Command+Comma (,). You hear: "Outlook preferences."

  2. Press the Tab key until you hear "Spelling and grammar, button," and then press Spacebar to select. The Spelling and Grammar dialog opens.

  3. To turn the automatic checking for spelling on or off, press the Tab key until you hear: "Check spelling as you type, check box." You hear whether the check box is checked or unchecked. To check or clear the Check spelling as you type check box, press Spacebar.

  4. To turn on or off the automatic checking for grammar, press the Tab key until you hear: "Check grammar as you type, check box." You hear whether the check box is checked or unchecked. To check or clear the Check grammar as you type check box, press Spacebar.

  5. To go back to your email, press Command+W.

See also

Use a screen reader to format text in your email in Outlook

Use a screen reader to insert a picture or image in Outlook

Keyboard shortcuts for Outlook for Mac

Basic tasks using a screen reader with email in Outlook

Set up your device to work with accessibility in Office 365

Learn how to navigate in Outlook using accessibility features

Outlook for iOS automatically checks for potential spelling errors as you type and you can use VoiceOver, the built-in iOS screen reader, to go through the errors and fix them.

Notes: 

  • New Office 365 features are released gradually to Office 365 subscribers, so your app might not have these features yet. To learn how you could get new features faster, visit When do I get the newest features in Office 2016 for Office 365?.

  • This topic assumes that you are using the built-in iOS screen reader, VoiceOver. To learn more about using VoiceOver, visit Apple accessibility.

  • This topic assumes that you are using an iPhone. Some navigation and gestures might be different for an iPad.

Check spelling

Check your email for spelling mistakes and then decide if you agree with the spellchecker.

  1. In the email you want to check for spelling mistakes, swipe down until you hear: "<The misspelled word>, misspelled."

    Tip: VoiceOver also announces spelling errors as you type. You hear: "<The misspelled word>, misspelled."

  2. To correct the misspelled word, use the on-screen keyboard to delete the misspelled word and type the correction.

    To ignore the VoiceOver announcement about the spelling error, continue typing without any corrective actions.

See also

Use a screen reader to format text in your email in Outlook

Use a screen reader to insert a picture or image in Outlook

Basic tasks using a screen reader with email in Outlook

Set up your device to work with accessibility in Office 365

Learn how to navigate in Outlook using accessibility features

Outlook Mail automatically checks for potential spelling errors as you type, and you can use Narrator, the built-in Windows screen reader, to go through the errors and fix them.

Notes: 

  • New Office 365 features are released gradually to Office 365 subscribers, so your app might not have these features yet. To learn how you could get new features faster, visit When do I get the newest features in Office 2016 for Office 365?.

  • This topic assumes that you are using the built-in Windows screen reader, Narrator. To learn more about using Narrator, go to Get started with Narrator.

  • This topic assumes you are using this app with a Windows phone. Some navigation and gestures might be different for a tablet or PC.

In this topic

Check the spelling in an email

Check your email for spelling mistakes and then decide if you agree with the spellchecker.

  1. In the email you want to check for spelling mistakes, swipe right until you hear "More options, button collapsed," and then double-tap the screen. The editing ribbon expands.

  2. Swipe left or right until you hear "Options, button collapsed," and then double-tap the screen. The Options menu opens.

  3. Swipe right until you hear "Spelling, button" and then double-tap the screen. You hear: "Pop up window, Proofing list, <first suggested correction>." The spellchecking is now activated. The focus is on the suggested correction in the context menu.

  4. To browse the list of correction suggestions, swipe right. To select a suggestion, double-tap the screen.

  5. To ignore the suggestions, swipe left or right until you hear "Ignore all," and then double-tap the screen.

Hide and unhide proofing marks

You can hide the proofing marks so that Narrator won't announce spelling errors as you work on your email. When you're done, you can unhide the marks, and check the spelling with Narrator.

  1. Swipe right until you hear "More options, button collapsed," and then double-tap the screen. The editing ribbon expands.

  2. Swipe left or right until you hear "Options, button collapsed," and then double-tap the screen. The Options menu opens.

  3. Swipe right until you hear "Proofing and language, button collapsed," and then double-tap the screen.

  4. To hide the proofing marks, swipe right until you hear "Unchecked, hide all proofing marks," and then double-tap the screen.

    Tip: To hide the proofing marks for a particular part of the text, first select the text in the email and then navigate to the Proofing and Language menu as instructed above. In the menu, swipe right until you hear "Unchecked, hide proofing marks in selected text," and then double-tap the screen.

  5. To unhide the marks, navigate to the navigate to the Proofing and Language menu as instructed above. In the menu, swipe right until you hear "Checked, hide all proofing marks," and then double-tap the screen.

See also

Use a screen reader to format text in your email in Outlook

Use a screen reader to insert a hyperlink in Outlook

Basic tasks using a screen reader with email in Outlook

Learn how to navigate in Outlook using accessibility features

Outlook on the web automatically checks for potential spelling errors as you type, and you can use your keyboard and Narrator, the built-in Windows screen reader, to go through the errors and fix them.

Notes: 

  • New Office 365 features are released gradually to Office 365 subscribers, so your app might not have these features yet. To learn how you could get new features faster, visit When do I get the newest features in Office 2016 for Office 365?.

  • This topic assumes that you are using the built-in Windows screen reader, Narrator. To learn more about using Narrator, go to Get started with Narrator.

  • For keyboard shortcuts, go to Keyboard shortcuts in Outlook on the web.

  • When you use Outlook on the web, we recommend that you use Microsoft Edge as your web browser. Because Outlook on the web runs in your web browser, the keyboard shortcuts are different from those in the desktop program. For example, you’ll use Ctrl+F6 instead of F6 for jumping in and out of the commands. Also, common shortcuts like F1 (Help) and Ctrl+O (Open) apply to the web browser – not Outlook on the web.

Check spelling

  1. In the email you want to check for spelling mistakes, press Ctrl+Left or Right arrow key to read through the text.

  2. When Narrator announces a misspelled word, press Shift+F10. A context menu with a suggested spelling opens. The focus is on the suggestion and you hear the suggestion.

  3. If there is more than one suggested spelling, press the Down arrow key until you hear the spelling you want to use.

  4. To change the word, when on the suggestion, press Spacebar.

    To ignore the spelling mistake, press the Down arrow key until you hear "Ignore" and then press Spacebar.

  5. After you correct or ignore an error, press Ctrl+Left or Right arrow key until you hear the next misspelled word.

  6. Repeat the review process for each error until you've reviewed the entire email.

See also

Use a screen reader to format text in your email in Outlook

Keyboard shortcuts in Outlook on the web

Basic tasks using a screen reader with email in Outlook

Learn how to navigate in Outlook using accessibility features

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.

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