--- title: "Proofreading 201: Using Microsoft Word" description: Microsoft Word does a lot of proofreading, but you shouldn't rely on it completely. Learn how to partner with Microsoft Word to proofread. --- [![McKinnon-Mulherin Logo](https://www.mckinnon-mulherin.com/hs-fs/hubfs/raw_assets/public/McKinnonMulherin_May2022/images/MM_WRITE_STAFF_BADGE_COLOR-240x240b.png?width=240&height=405&name=MM_WRITE_STAFF_BADGE_COLOR-240x240b.png "McKinnon-Mulherin Logo")](https://www.mckinnon-mulherin.com/) [![McKinnon-Mulherin Logo](https://www.mckinnon-mulherin.com/hs-fs/hubfs/raw_assets/public/McKinnonMulherin_May2022/images/MM_CONSULTING_STACKED_COLOR-500w-space-at-bottom.png?width=500&height=405&name=MM_CONSULTING_STACKED_COLOR-500w-space-at-bottom.png "McKinnon-Mulherin Logo")](https://www.mckinnon-mulherin.com/) - [Home](https://www.mckinnon-mulherin.com) - [About](https://www.mckinnon-mulherin.com/about-us) - [Press Releases](https://www.mckinnon-mulherin.com/press-releases) - [Careers](https://www.mckinnon-mulherin.com/careers) - [Services](https://www.mckinnon-mulherin.com/services) - [Sales & Business Communication](https://www.mckinnon-mulherin.com/sales-business-communication) - [Learning Solutions](https://www.mckinnon-mulherin.com/learning-solutions/) - [Technical Writing](https://www.mckinnon-mulherin.com/technical-writing) - [Double-Check Proofreading](https://www.mckinnon-mulherin.com/double-check) - [Blog](https://www.mckinnon-mulherin.com/blog) - [Contact](https://www.mckinnon-mulherin.com/contact-us) 801.895.4745 [info@mcmul.com](mailto:info@mcmul.com) [Previous](https://www.mckinnon-mulherin.com/blog/mckinnon-mulherin-finds-an-excellent-choice-for-new-quality-manager) [Next](https://www.mckinnon-mulherin.com/blog/mckinnon-mulherin-promotes-from-within-to-strengthen-core-team) # Proofreading 201: Using Microsoft Word Today, we enter the lab portion of our course on proofreading. If you missed the main class sessions, head back to Proofreading [**101**](https://mckinnon-mulherin.com/proofreading-101-what-it-is-why-it-matters/) and **[102](https://mckinnon-mulherin.com/proofreading-101-what-it-is-why-it-matters/)** before continuing on.  Technology is a big help when it comes to proofreading. Most word-processing applications have several built-in features that do a lot of the surface-level work for you. Now, these applications won’t catch everything, so you should **not** rely on them to do it all; you’ll still need to flex those proofreading skills!  Microsoft Word is an excellent option, especially if you’re collaborating with others. It’s also the most-used program for documents, so it’s the best place to start.  ## **How to Proofread in Microsoft Word**  By default, Word automatically checks your writing for spelling, grammar, frequently confused words, and repetition, marking errors with those familiar blue and red squiggly lines. There’s also a spelling and grammar checker called Editor, which you can find under the Review tab.  You probably already know about these features—but did you know you can customize them?  ### **Configuring Your Proofing Settings**  Before you do anything, you’ll want to make sure that you’re set to the right language. Do this by going to the Review tab and clicking Language*.* If you’re working in English, for example, you can pick between UK and US English!  To change your proofing settings, follow the instructions in the callout box for your OS. You can adjust a number of settings, including specifying what Word looks for, how it marks or autocorrects errors, and whether or not you want it to do all of that *while* you’re typing.  **On PC: **Click File, scroll down to Options*, *and select Proofing*.* OR Click Review, click Language, click Language Preferences, and select Proofing from the menu on the left side.  **On Mac: **Click Word, click Preferences*,* and select Spelling & Grammarunder Authoring and Proofing Tools*.*  Word will check your document against its built-in dictionary, but you can easily add words. Just find that red-squiggly-underlined word, highlight it, right-click, and select Add to Dictionary*. *This solution is especially useful for person or product names, industry-specific language, and technical terms.  Remember that even after you customize your settings to fit your needs, you **still** need to proofread carefully. These tools can help a lot, but they cannot replace your knowledge.  ### **Collaborative Proofreading Tools**  If you’re collaborating with someone else—say, a proofreader or editor—Microsoft Word makes things simple. The Review tab is packed with useful tools, but the Tracking and Comments sections have the ones you’ll use most. These tools track and display all changes in a document, making it easy to coordinate between revisions.  #### **Track Changes**  On the Review ribbon, you’ll see Track Changes. Turn this setting on and set the drop-down menu beside it to All Markup. Now every change you make will appear in a different color. When you send the document back to the original writer, they will know exactly what adjustments you made.   If you find yourself making a lot of edits and getting distracted by all the color on the page, select Simple Markupin the previously mentioned drop-down menu. Word will still track your changes; it just won’t show all of them.  #### **Comments**  Leaving comments is a great way to communicate between versions. To add a comment, either highlight a block of text or place your cursor in a specific place, then click New Comment in the Review ribbon. A small textbox labeled with your name will appear in the sidebar, and you can put whatever you want in it. On the right side of the comment box, you’ll see a little speech bubble with an arrow on it. This is where you or someone else can add a response to the comment, allowing you to get a conversation going.  ## **Next Up: Google Docs**  Microsoft Word is the go-to application for proofreading, but it isn’t the only option. Next time, we’ll take a look at tools included in Google Docs.  If you need a proof in the meantime,[**you know where to find us**](https://double-check.us/getaproof.html). We’ll get your writing back to you looking its best.    By [Clay Pulsipher](https://www.mckinnon-mulherin.com/blog/author/clay-pulsipher) | July 13th, 2021 | Categories: [Proofreading](https://www.mckinnon-mulherin.com/blog/tag/proofreading) #### Share This Story, Choose Your Platform! [Facebook](https://www.facebook.com/sharer.php?u=https://www.mckinnon-mulherin.com/blog/proofreading-201-using-microsoft-word&t=Proofreading%20201:%20Using%20Microsoft%20Word) [Twitter](https://twitter.com/share?url=https://www.mckinnon-mulherin.com/blog/proofreading-201-using-microsoft-word&text=https://www.mckinnon-mulherin.com/blog/proofreading-201-using-microsoft-word) [LinkedIn](https://www.linkedin.com/shareArticle?mini=true&url=https://www.mckinnon-mulherin.com/blog/proofreading-201-using-microsoft-word&title=Proofreading%20201:%20Using%20Microsoft%20Word&summary=Today,%20we%20enter%20the%20lab%20portion%20of%20our%20course%20on%20proofreading.%20If%20you%20missed%20the%20main%20class%20sessions,%20head%20back%20to%20Proofreading%20101%20and%20102%20before%20continuing%20on.%20Technology%20is%20a%20big%20help%20when%20it%20comes%20to%20proofreading.%20Most%20word-processing%20applications%20have%20several%20built-in%20features%20that%20do%20a%20lot%20of%20the%20surface-level%20work%20for%20you.%20Now,%20these%20applications%20won’t%20catch%20everything,%20so%20you%20should%20not%20rely%20on%20them%20to%20do%20it%20all;%20you’ll%20still%20need%20to%20flex%20those%20proofreading%20skills!%20Microsoft%20Word%20is%20an%20excellent%20option,%20especially%20if%20you’re%20collaborating%20with%20others.%20It’s%20also%20the%20most-used%20program%20for%20documents,%20so%20it’s%20the%20best%20place%20to%20start.%20How%20to%20Proofread%20in%20Microsoft%20Word%20By%20default,%20Word%20automatically%20checks%20your%20writing%20for%20spelling,%20grammar,%20frequently%20confused%20words,%20and%20repetition,%20marking%20errors%20with%20those%20familiar%20blue%20and%20red%20squiggly%20lines.%20There’s%20also%20a%20spelling%20and%20grammar%20checker%20called%20Editor,%20which%20you%20can%20find%20under%20the%20Review%20tab.%20You%20probably%20already%20know%20about%20these%20features—but%20did%20you%20know%20you%20can%20customize%20them?%20Configuring%20Your%20Proofing%20Settings%20Before%20you%20do%20anything,%20you’ll%20want%20to%20make%20sure%20that%20you’re%20set%20to%20the%20right%20language.%20Do%20this%20by%20going%20to%20the%20Review%20tab%20and%20clicking%20Language.%20If%20you’re%20working%20in%20English,%20for%20example,%20you%20can%20pick%20between%20UK%20and%20US%20English!%20To%20change%20your%20proofing%20settings,%20follow%20the%20instructions%20in%20the%20callout%20box%20for%20your%20OS.%20You%20can%20adjust%20a%20number%20of%20settings,%20including%20specifying%20what%20Word%20looks%20for,%20how%20it%20marks%20or%20autocorrects%20errors,%20and%20whether%20or%20not%20you%20want%20it%20to%20do%20all%20of%20that%20while%20you’re%20typing.%20On%20PC:%20Click%20File,%20scroll%20down%20to%20Options,%20and%20select%20Proofing.%20OR%20Click%20Review,%20click%20Language,%20click%20Language%20Preferences,%20and%20select%20Proofing%20from%20the%20menu%20on%20the%20left%20side.%20On%20Mac:%20Click%20Word,%20click%20Preferences,%20and%20select%20Spelling%20&%20Grammar%20under%20Authoring%20and%20Proofing%20Tools.%20Word%20will%20check%20your%20document%20against%20its%20built-in%20dictionary,%20but%20you%20can%20easily%20add%20words.%20Just%20find%20that%20red-squiggly-underlined%20word,%20highlight%20it,%20right-click,%20and%20select%20Add%20to%20Dictionary.%20This%20solution%20is%20especially%20useful%20for%20person%20or%20product%20names,%20industry-specific%20language,%20and%20technical%20terms.%20Remember%20that%20even%20after%20you%20customize%20your%20settings%20to%20fit%20your%20needs,%20you%20still%20need%20to%20proofread%20carefully.%20These%20tools%20can%20help%20a%20lot,%20but%20they%20cannot%20replace%20your%20knowledge.%20Collaborative%20Proofreading%20Tools%20If%20you’re%20collaborating%20with%20someone%20else—say,%20a%20proofreader%20or%20editor—Microsoft%20Word%20makes%20things%20simple.%20The%20Review%20tab%20is%20packed%20with%20useful%20tools,%20but%20the%20Tracking%20and%20Comments%20sections%20have%20the%20ones%20you’ll%20use%20most.%20These%20tools%20track%20and%20display%20all%20changes%20in%20a%20document,%20making%20it%20easy%20to%20coordinate%20between%20revisions.%20Track%20Changes%20On%20the%20Review%20ribbon,%20you’ll%20see%20Track%20Changes.%20Turn%20this%20setting%20on%20and%20set%20the%20drop-down%20menu%20beside%20it%20to%20All%20Markup.%20Now%20every%20change%20you%20make%20will%20appear%20in%20a%20different%20color.%20When%20you%20send%20the%20document%20back%20to%20the%20original%20writer,%20they%20will%20know%20exactly%20what%20adjustments%20you%20made.%20If%20you%20find%20yourself%20making%20a%20lot%20of%20edits%20and%20getting%20distracted%20by%20all%20the%20color%20on%20the%20page,%20select%20Simple%20Markup%20in%20the%20previously%20mentioned%20drop-down%20menu.%20Word%20will%20still%20track%20your%20changes;%20it%20just%20won’t%20show%20all%20of%20them.%20Comments%20Leaving%20comments%20is%20a%20great%20way%20to%20communicate%20between%20versions.%20To%20add%20a%20comment,%20either%20highlight%20a%20block%20of%20text%20or%20place%20your%20cursor%20in%20a%20specific%20place,%20then%20click%20New%20Comment%20in%20the%20Review%20ribbon.%20A%20small%20textbox%20labeled%20with%20your%20name%20will%20appear%20in%20the%20sidebar,%20and%20you%20can%20put%20whatever%20you%20want%20in%20it.%20On%20the%20right%20side%20of%20the%20comment%20box,%20you’ll%20see%20a%20little%20speech%20bubble%20with%20an%20arrow%20on%20it.%20This%20is%20where%20you%20or%20someone%20else%20can%20add%20a%20response%20to%20the%20comment,%20allowing%20you%20to%20get%20a%20conversation%20going.%20Next%20Up:%20Google%20Docs%20Microsoft%20Word%20is%20the%20go-to%20application%20for%20proofreading,%20but%20it%20isn’t%20the%20only%20option.%20Next%20time,%20we’ll%20take%20a%20look%20at%20tools%20included%20in%20Google%20Docs.%20If%20you%20need%20a%20proof%20in%20the%20meantime,%20you%20know%20where%20to%20find%20us.%20We’ll%20get%20your%20writing%20back%20to%20you%20looking%20its%20best.) [Email](mailto:?body=https://www.mckinnon-mulherin.com/blog/proofreading-201-using-microsoft-word&subject=Proofreading%20201:%20Using%20Microsoft%20Word) ## About the Author: [Clay Pulsipher](https://www.mckinnon-mulherin.com/blog/author/clay-pulsipher) ## Related Posts ![What Is a Proofread?](https://www.mckinnon-mulherin.com/hs-fs/hubfs/WhatIsAProofread.webp?width=767&name=WhatIsAProofread.webp) #### [What Is a Proofread?](https://www.mckinnon-mulherin.com/blog/what-is-a-proofread-1) August 16th, 2022 ![Everything You Need to Know About Proofreading](https://www.mckinnon-mulherin.com/hs-fs/hubfs/Everything%20You%20Need%20to%20Know%20About%20Proofreading.webp?width=767&name=Everything%20You%20Need%20to%20Know%20About%20Proofreading.webp) #### [Everything You Need to Know About Proofreading](https://www.mckinnon-mulherin.com/blog/everything-you-need-to-know-about-proofreading) August 17th, 2021 #### [Proofreading 203: Working with PDFs](https://www.mckinnon-mulherin.com/blog/how-to-proofread-pdfs) August 10th, 2021 #### [Proofreading 202: Using Google Docs](https://www.mckinnon-mulherin.com/blog/how-to-proofread-in-google-docs) July 30th, 2021 #### [Proofreading 102: Watch Your Language](https://www.mckinnon-mulherin.com/blog/proofreading-102-watch-your-language) June 22nd, 2021 #### [Proofreading 101: What It Is, Why It Matters](https://www.mckinnon-mulherin.com/blog/proofreading-101-what-it-is-why-it-matters) June 7th, 2021 ![The Value of a Company Style Committee](https://www.mckinnon-mulherin.com/hs-fs/hubfs/The%20Value%20of%20a%20Company%20Style%20Committee%20%281%29.webp?width=767&name=The%20Value%20of%20a%20Company%20Style%20Committee%20%281%29.webp) #### [The Value of a Company Style Committee](https://www.mckinnon-mulherin.com/blog/the-value-of-a-company-style-committee) January 19th, 2021 #### [10 Reasons to Get a Proof from Double-Check](https://www.mckinnon-mulherin.com/blog/10-reasons-to-get-a-proof-from-double-check) January 31st, 2017 ### Categories - [Career (11)](https://www.mckinnon-mulherin.com/blog/tag/career) - [Design (3)](https://www.mckinnon-mulherin.com/blog/tag/design) - [Desktop publishing (3)](https://www.mckinnon-mulherin.com/blog/tag/desktop-publishing) - [eLearning (3)](https://www.mckinnon-mulherin.com/blog/tag/elearning) - [Instructional design (8)](https://www.mckinnon-mulherin.com/blog/tag/instructional-design) - [Instructor-led training (1)](https://www.mckinnon-mulherin.com/blog/tag/instructor-led-training) - [Internal communication (5)](https://www.mckinnon-mulherin.com/blog/tag/internal-communication) - [Knowledge management (6)](https://www.mckinnon-mulherin.com/blog/tag/knowledge-management) - [Marketing collateral (2)](https://www.mckinnon-mulherin.com/blog/tag/marketing-collateral) - [News (1)](https://www.mckinnon-mulherin.com/blog/tag/news) - [Presentations (1)](https://www.mckinnon-mulherin.com/blog/tag/presentations) - [Press Release (18)](https://www.mckinnon-mulherin.com/blog/tag/press-release) - [Project management (1)](https://www.mckinnon-mulherin.com/blog/tag/project-management) - [Proofreading (10)](https://www.mckinnon-mulherin.com/blog/tag/proofreading) - [Proposal (7)](https://www.mckinnon-mulherin.com/blog/tag/proposal) - [Uncategorized (4)](https://www.mckinnon-mulherin.com/blog/tag/uncategorized) - [User guides (4)](https://www.mckinnon-mulherin.com/blog/tag/user-guides) - [Virtual work (3)](https://www.mckinnon-mulherin.com/blog/tag/virtual-work) - Popular - Recent - Proofreading 202: Using Google Docs July 30th, 2021 - [![Got edits? 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