Check spelling and grammar

All Microsoft Office 2010 programs come with the ability to check the spelling and grammar of your file. The spelling and grammar checker, often called spell check, is located in different places on the ribbon, depending on your program.

 Tip    Customize the Ribbon to put the Spelling button where you can find it easily.

What do you want to do?


Check spelling and grammar all at once

Checking all the spelling and grammar in a file at the same time is useful when you want to proof your text. You can check for possible mistakes and then confirm each correction.

You can resolve each error that the program finds in different ways.

ShowI want to fix the error by using one of the suggested words.

  • Select the word in the Suggestions list, and then click Change.

ShowI want to fix the error by changing the word myself.

  1. Select the Not in Dictionary check box.
  2. Edit the word.
  3. Click Change.

ShowThe misspelled word is a real word that I use. I want all of the Microsoft Office programs to recognize this word and not treat it as a misspelling.

  • Click Add or Add to Dictionary.

ShowI want to ignore this misspelled word and move on to the next misspelled word.

  • Click Ignore Once.

ShowI want to ignore all instances of this misspelled word and move on to the next misspelled word.

  • Click Ignore All.

ShowI tend to make this mistake a lot, so I want the program to automatically fix this mistake for me whenever I type it.

  • Select the correct word in the Suggestions list, and then click AutoCorrect.
Which Office program are you using?


Access

  1. On the Home tab, in the Records group, click Spelling.

ShowWhere is this?

Access Spelling command

 Tip   You can access this command quickly by adding it to the Quick Access Toolbar by right-clicking the Spelling button, and then clicking Add to Quick Access Toolbar on the shortcut menu.

  1. If the program finds spelling mistakes, a dialog box or task pane appears with the first misspelled word found by the spelling checker.
  2. After you resolve each misspelled word, the program flags the next misspelled word so that you can decide what you want to do.

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Excel

  1. On the Review tab, in the Proofing group, click Spelling.

ShowWhere is this?

Excel Spelling command

 Tip   You can access this command quickly by adding it to the Quick Access Toolbar by right-clicking the Spelling button, and then clicking Add to Quick Access Toolbar on the shortcut menu.

  1. If the program finds spelling mistakes, a dialog box or task pane appears with the first misspelled word found by the spelling checker.
  2. After you resolve each misspelled word, the program flags the next misspelled word so that you can decide what you want to do.

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InfoPath

  1. On the Home tab, in the Editing group, click Spelling.

ShowWhere is this?

InfoPath Designer Spelling command

 Tip   You can access this command quickly by adding it to the Quick Access Toolbar by right-clicking the Spelling button, and then clicking Add to Quick Access Toolbar on the shortcut menu.

  1. If the program finds spelling mistakes, a dialog box or task pane appears with the first misspelled word found by the spelling checker.
  2. After you resolve each misspelled word, the program flags the next misspelled word so that you can decide what you want to do.

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OneNote

  1. On the Review tab, in the Spelling group, click Spelling.

ShowWhere is this?

OneNote Spelling command

 Tip   You can access this command quickly by adding it to the Quick Access Toolbar by right-clicking the Spelling button, and then clicking Add to Quick Access Toolbar on the shortcut menu.

  1. If the program finds spelling mistakes, a dialog box or task pane appears with the first misspelled word found by the spelling checker.
  2. After you resolve each misspelled word, the program flags the next misspelled word so that you can decide what you want to do.

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Outlook

  1. Create or open an e-mail message, appointment, or contact, and then on the Review tab, in the Proofing group, click Spelling.

ShowWhere is this?

Outlook Spelling command

 Tip   You can access this command quickly by adding it to the Quick Access Toolbar by right-clicking the Spelling button, and then clicking Add to Quick Access Toolbar on the shortcut menu.

  1. If the program finds spelling mistakes, a dialog box or task pane appears with the first misspelled word found by the spelling checker.
  2. After you resolve each misspelled word, the program flags the next misspelled word so that you can decide what you want to do.
  3. In Outlook or Word only, after the program finishes flagging the spelling mistakes, it shows you the grammar mistakes. For each mistake, select an option in the Spelling and Grammar dialog box.

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PowerPoint

  1. On the Review tab, in the Proofing group, click Spelling.

ShowWhere is this?

PowerPoint Spelling command

 Tip   You can access this command quickly by adding it to the Quick Access Toolbar by right-clicking the Spelling button, and then clicking Add to Quick Access Toolbar on the shortcut menu.

  1. If the program finds spelling mistakes, a dialog box or task pane appears with the first misspelled word found by the spelling checker.
  2. After you resolve each misspelled word, the program flags the next misspelled word so that you can decide what you want to do.

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Project

  1. On the Project tab, in the Proofing group, click Spelling.

ShowWhere is this?

Project Ribbon Spelling command

 Tip   You can access this command quickly by adding it to the Quick Access Toolbar by right-clicking the Spelling button, and then clicking Add to Quick Access Toolbar on the shortcut menu.

  1. If the program finds spelling mistakes, a dialog box or task pane appears with the first misspelled word found by the spelling checker.
  2. After you resolve each misspelled word, the program flags the next misspelled word so that you can decide what you want to do.

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Publisher

  1. On the Home tab, in the Editing group, click Spelling.

ShowWhere is this?

Publisher Spelling  command

 Tip   You can access this command quickly by adding it to the Quick Access Toolbar by right-clicking the Spelling button, and then clicking Add to Quick Access Toolbar on the shortcut menu.

  1. If the program finds spelling mistakes, a dialog box or task pane appears with the first misspelled word found by the spelling checker.
  2. After you resolve each misspelled word, the program flags the next misspelled word so that you can decide what you want to do.

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SharePoint Workspace

  1. Click in a rich text area of a workspace tool item that you have open for editing.

For example, click in a Discussion item, Notepad item, or a Calendar profile.

  1. On the Home tab, click Spelling, or press F7.

 Tip   You can access this command quickly by adding it to the Quick Access Toolbar by right-clicking the Spelling button, and then clicking Add to Quick Access Toolbar on the shortcut menu.

 Note   In some rich text areas in SharePoint Workspace, the Spelling command is not available in the ribbon, so you must press F7 to open the spelling checker unless you have added the command to the Quick Access Toolbar.

  1. If the program finds spelling mistakes, a dialog box or task pane appears with the first misspelled word found by the spelling checker.
  2. After you resolve each misspelled word, the program flags the next misspelled word so that you can decide what you want to do.

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Visio

  1. On the Review tab, in the Proofing group, click Spelling.

ShowWhere is this?

Visio Spelling command

 Tip   You can access this command quickly by adding it to the Quick Access Toolbar by right-clicking the Spelling button, and then clicking Add to Quick Access Toolbar on the shortcut menu.

  1. If the program finds spelling mistakes, a dialog box or task pane appears with the first misspelled word found by the spelling checker.
  2. After you resolve each misspelled word, the program flags the next misspelled word so that you can decide what you want to do.

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Word

  1. On the Review tab, in the Proofing group, click Spelling & Grammar.

ShowWhere is this?

Word Spelling command

 Tip   You can access this command quickly by adding it to the Quick Access Toolbar by right-clicking the Spelling & Grammar button, and then clicking Add to Quick Access Toolbar on the shortcut menu.

  1. If the program finds spelling mistakes, a dialog box or task pane appears with the first misspelled word found by the spelling checker.
  2. After you resolve each misspelled word, the program flags the next misspelled word so that you can decide what you want to do.
  3. In Outlook or Word only, after the program finishes flagging the spelling mistakes, it shows you the grammar mistakes. For each mistake, click an option in the Spelling and Grammar dialog box.

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Check spelling and grammar automatically

This section explains how automatic spelling and grammar checking works and how to turn it on or off.

 Notes 

  • There is no option to check spelling while you type in Access, Excel, or Project.
  • Grammar checking is available only in Outlook and Word.

How automatic spelling checking works

When you check the spelling automatically as you type, you can be more confident that you won't have to correct many spelling mistakes. Your Microsoft Office program can flag misspelled words as you work so that you can easily locate them, as in the following example.

Misspelled word with wavy red line

You can right-click the misspelled word to see suggested corrections.

Suggested corrections for misspelled word

Depending on the Microsoft Office program that you are using, right-clicking a word can give you other options, such as adding the word to your custom dictionary.

How automatic grammar checking works (Outlook and Word only)

After you turn on automatic grammar checking, Word and Outlook flag the potential grammar and style mistakes as you work in Word documents and in opened Outlook items (except Notes), as shown in the following example.

Grammar error

You can right-click the mistake to see more options.

Right-clicked grammar error

On the shortcut menu, a suggested correction might appear. You can also choose to ignore the error or click About This Sentence to see why the program considers the text to be a mistake.

Turn on or off automatic spelling and grammar checking

Which Office program are you using?


InfoPath

  1. On the Home tab, click the arrow next to Spelling, and then click Spelling Options.
  2. Select or clear the Hide spelling errors check box.

 Note   If you want to select this check box, you must also select the Check spelling as you type check box.

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Outlook

  1. Click the File tab.
  2. Under Help, click Options, and then click Mail.
  3. Click Spelling and Autocorrect.
  4. Under When correcting spelling in Outlook, select or clear the Check spelling as you type, Mark grammar errors as you type, and Check grammar with spelling check boxes.

 Note   The spelling and grammar checkers are available for all items except Notes.

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OneNote

  1. Click the File tab.
  2. Under Help, click Options, and then click Proofing.
  3. Select or clear the Hide spelling errors check box.

 Note   If you want to select this check box, you must also select the Check spelling as you type check box.

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PowerPoint

  1. Click the File tab.
  2. Under Help, click Options, and then click Proofing.
  3. Select or clear the Hide spelling errors check box.

 Note   If you want to select this check box, you must also select the Check spelling as you type check box.

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Publisher

  1. Click the File tab.
  2. Under Help, click Options, and then click Proofing.
  3. Select or clear the Hide spelling errors check box.

 Note   If you want to select this check box, you must also select the Check spelling as you type check box.

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SharePoint Designer

  1. Click the File tab.
  2. Under Help, click Options, and then click General.
  3. Click Page Editor Options.
  4. On the General tab, click Spelling Options
  5. Select or clear the Hide spelling errors check box.

 Note   If you want to select this check box, you must also select the Check spelling as you type check box.

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Visio

  1. Click the File tab.
  2. Under Help, click Options, and then click Proofing.
  3. Select or clear the Hide spelling errors check box.

 Note   If you want to select this check box, you must also select the Check spelling as you type check box.

 Note   This feature is not available in Access, Excel, and Project.

Word

  1. Click the File tab.
  2. Under Help, click Options, and then click Proofing.
  3. To turn on or off automatic spelling checking and automatic grammar checking for the currently open document, do the following:
    1. Under Exceptions for, click Name of currently open file.
    2. Select or clear the Hide spelling errors in this document only and Hide grammar errors in this document only check boxes.

To turn on or off automatic spelling checking and automatic grammar checking for all documents that you create from now on, do the following:

  1. Under Exceptions for, click All New Documents.
  2. Select or clear the Hide spelling errors in this document only and Hide grammar errors in this document only check boxes.

 Important   If you turn off automatic spelling checking or automatic grammar checking for a file that you share with other people, you might want to notify those people that you made this change.

AutoCorrect

In some programs, you can also use AutoCorrect to automatically correct spelling as you type, without having to confirm each correction. For example, if you type definately and type a space or other punctuation, the AutoCorrect feature automatically replaces the misspelled word with definitely. For more information see AutoCorrect spelling, and insert text and symbols.

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Recheck the words and grammar that you previously checked and chose to ignore

In Word and Outlook, you can force a recheck of the words and grammar that you previously choose to ignore by doing the following:

Word

  1. Open the document that needs to be checked.
  2. Click the File tab.
  3. Under Help, click Options.
  4. Under Correcting spelling and grammar in Word, click Recheck Document.
  5. To recheck the spelling and grammar, click Yes when you see the following message: This operation resets the spelling checker and the grammar checker so that Word will recheck words and grammar you previously checked and chose to ignore. Do you want to continue?
  6. In the Word Options dialog box, click OK to get back to the document.
  7. On the Review tab, in the Proofing group, click Spelling & Grammar.

Outlook

  1. Open the Outlook item that needs to be checked.

 Note    The spelling and grammar checker does not check Notes.

  1. Click the File tab.
  2. Under Help, click Options.
  3. Click Mail, and then click Spelling and Autocorrect.
  4. Under When correcting spelling in Outlook, click Recheck E-mail.

 Note    You click Recheck E-mail to even recheck a Calendar item.

  1. To recheck the spelling and grammar, click Yes when you see the following message: This operation resets the spelling checker and the grammar checker so that Outlook will recheck words and grammar you previously checked and chose to ignore. Do you want to continue?
  2. Click OK twice to get back to the Outlook item.
  3. On the Review tab, in the Proofing group, click Spelling & Grammar.

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Fix problems with the spelling and grammar checker

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Applies to:
Access 2010, Excel 2010, InfoPath 2010, OneNote 2010, Outlook 2010, PowerPoint 2010, Publisher 2010, SharePoint Designer 2010, SharePoint Workspace 2010, Visio 2010, Word 2010