How To Check Spelling In Outlook

Sending professional correspondence means your spelling needs to be just as polished as your message. Understanding how to check spelling in Outlook is a simple but essential skill for anyone who sends emails from this popular platform. You can avoid embarrassing typos and ensure your communication looks clean and credible.

Outlook includes a built-in spell checker that works automatically, but you can also run it manually. This article walks you through every method, from the basics to advanced settings. You will learn how to catch mistakes before hitting send, every single time.

Outlook checks your spelling as you type by default. Misspelled words get a red squiggly underline. You can right-click any underlined word to see suggestions. But sometimes you want to run a full check on the entire email before sending it. Here is the most direct way to do that.

Running The Manual Spell Check

Open a new email or reply to an existing message.
Click the “Review” tab in the ribbon at the top of the window.
Find and click the “Spelling & Grammar” button. It looks like a checkmark with the letters ABC.
Outlook will scan your entire message. When it finds a potential error, a dialog box appears.
Choose a suggestion from the list, then click “Change” or “Change All.”
If the word is correct (like a name or brand), click “Ignore” or “Ignore All.”
Continue until the check finishes. Outlook will tell you when it is done.

This manual check also looks for grammar issues if you have that setting enabled. It works on the email body, subject line, and even signatures in some versions.

Using The Keyboard Shortcut

If you prefer using the keyboard, there is a faster way. Press F7 on your keyboard while composing an email. This opens the same Spelling & Grammar tool. It works in Outlook for Windows and Mac. The shortcut saves you from clicking through menus.

Checking Spelling Before Sending

You can set Outlook to automatically check spelling every time you click Send. This is a great safety net. Here is how to enable it.

Go to “File” in the top left corner.
Click “Options” at the bottom of the menu.
In the Outlook Options window, click “Mail.”
Scroll down to the “Compose messages” section.
Check the box that says “Always check spelling before sending.”
Click “OK” to save.

Now, every time you hit Send, Outlook runs a spell check first. If it finds errors, it shows them before the email goes out. This feature alone can catch most mistakes.

Customizing Spell Check Settings

Outlook lets you control how the spell checker works. You can turn off automatic checking, change the dictionary language, or add custom words. These settings help you tailor the tool to your needs.

Turning Off Automatic Spell Check

Some people find the red underlines distracting. You can turn them off without disabling the manual check.

Go to “File” > “Options” > “Mail.”
Click the “Spelling and Autocorrect” button.
Uncheck “Check spelling as you type.”
Click “OK” twice to save.

Now you will not see red underlines while typing. You can still press F7 or use the Review tab to check spelling manually.

Changing The Dictionary Language

If you write in multiple languages, you can switch the spell check dictionary. Outlook uses the default language set in your Office installation, but you can change it per email.

While composing an email, select the text you want to check.
Go to the “Review” tab.
Click “Language” and then “Set Proofing Language.”
Choose the language you need from the list.
Click “OK.”

Outlook will now check spelling using that language’s dictionary. This is useful for bilingual users or when writing to international contacts.

Adding Words To The Dictionary

Outlook often flags names, acronyms, or industry terms as misspelled. You can add these words to your custom dictionary so they are never flagged again.

Right-click a word that has a red underline.
Select “Add to Dictionary” from the menu.
The word is now saved and will not be marked as an error.

You can also manage the custom dictionary from the Spelling & Grammar settings. This keeps your spell check clean and relevant to your work.

Spell Check In Outlook Web And Mobile

Outlook on the web and mobile apps work a bit differently. The desktop version has the most features, but you still have options on other platforms.

Outlook On The Web (Outlook.com)

The web version checks spelling automatically as you type. Red underlines appear for misspelled words. Right-click to see suggestions. There is no manual spell check button, but the browser’s built-in spell checker also helps. You can enable or disable it in your browser settings.

Outlook Mobile App (IOS And Android)

The mobile app does not have a dedicated spell check button. Instead, it relies on your device’s keyboard settings. Make sure autocorrect and spell check are enabled on your phone’s keyboard. Outlook mobile also underlines misspelled words in red. Tap the word to see suggestions.

For a more thorough check, you can use the “Review” feature in the mobile app, but it is limited compared to the desktop version. Always read your email carefully before sending from your phone.

Advanced Spell Check Features

Outlook includes tools beyond basic spelling. You can check grammar, use autocorrect, and even create custom shortcuts. These features make your writing more accurate and efficient.

Grammar Check In Outlook

By default, Outlook checks grammar along with spelling. You can adjust how strict the grammar check is.

Go to “File” > “Options” > “Mail.”
Click “Spelling and Autocorrect.”
Under “When correcting spelling and grammar in Outlook,” check or uncheck “Check grammar with spelling.”
You can also choose the writing style (Grammar, Grammar & Refinements, etc.).
Click “OK” to apply.

Grammar check highlights potential issues like sentence fragments or passive voice. It helps you write clearer emails.

Using Autocorrect

Autocorrect fixes common typos as you type. For example, typing “teh” becomes “the.” You can add your own autocorrect entries.

Go to “File” > “Options” > “Mail.”
Click “Spelling and Autocorrect.”
Click “Autocorrect Options.”
In the “Replace” box, type the mistake.
In the “With” box, type the correct word.
Click “Add,” then “OK.”

This is great for fixing repeated typos or creating shortcuts for long phrases. For instance, you can set “addr” to autocorrect to “address.”

Checking Spelling In Multiple Emails

You can run spell check on an entire folder of emails, but this is not a standard feature. Instead, focus on checking each email before sending. Use the “Always check spelling before sending” setting to cover all outgoing messages.

Common Spell Check Problems And Fixes

Sometimes the spell checker does not work as expected. Here are common issues and how to solve them.

Spell Check Not Working

If the spell check button is grayed out or does nothing, try these steps.

Make sure you are in a compose window. Spell check only works when writing an email.
Restart Outlook. A simple restart often fixes glitches.
Repair Office. Go to Control Panel > Programs > Microsoft Office > Change > Quick Repair.
Update Outlook. Check for updates under File > Office Account > Update Options.

Red Underlines Not Appearing

If you do not see red underlines for misspelled words, check your settings.

Go to File > Options > Mail > Spelling and Autocorrect.
Make sure “Check spelling as you type” is checked.
Also check that “Hide spelling errors” is unchecked.
Restart Outlook after changing settings.

Spell Check Missing Words

If the spell checker misses obvious errors, the dictionary might be corrupted. Try resetting it.

Close Outlook.
Go to C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Spelling.
Delete the contents of the folder (or rename it as backup).
Restart Outlook. It will create a new dictionary.

Be careful with this step. Back up the folder first if you have custom words.

Tips For Better Spelling In Outlook

Using the spell checker is not enough. You should also develop good habits to minimize errors.

Always proofread your email after the spell check. It cannot catch homophones like “their” vs “there.”
Read your email out loud. This helps you spot awkward phrasing and missing words.
Use the “Preview” feature to see how the email looks before sending.
Slow down when typing important emails. Rushing leads to more mistakes.
Keep a list of your common typos and add them to autocorrect.

These habits combined with the spell checker will make your emails nearly error-free.

Spell Check In Outlook For Mac

Outlook for Mac has a similar spell checker but with slightly different steps.

Running Spell Check On Mac

Open a new email.
Click “Edit” in the menu bar.
Select “Spelling and Grammar” > “Check Document Now.”
Or press Command + Shift + ; (semicolon).

The Mac version also underlines errors as you type. Right-click to see suggestions. You can add words to the dictionary the same way.

Settings On Mac

To adjust settings, go to “Outlook” > “Preferences” > “Spelling and Grammar.” Here you can turn automatic checking on or off, change the language, and manage autocorrect.

The Mac version is less customizable than Windows, but it still covers the basics well.

Spell Check In Outlook For Business (Microsoft 365)

If you use Outlook as part of Microsoft 365 (formerly Office 365), you have access to more advanced tools like Editor. Editor is a writing assistant that checks spelling, grammar, and style.

Using Editor In Outlook

While composing an email, click the “Editor” button in the “Review” tab.
A pane opens on the right showing issues and suggestions.
Click each issue to see the correction and apply it.

Editor also checks for clarity, conciseness, and inclusive language. It is a powerful upgrade over the basic spell checker. You can turn Editor on or off in the settings.

Frequently Asked Questions

How do I turn on spell check in Outlook?

Spell check is on by default. To make sure it is enabled, go to File > Options > Mail > Spelling and Autocorrect. Check “Check spelling as you type” and “Always check spelling before sending.”

Why is my spell check not working in Outlook?

Common reasons include being in a read-only window, a corrupted dictionary, or disabled settings. Try restarting Outlook, checking your settings, or repairing Office.

Can I check spelling in Outlook without sending the email?

Yes. Press F7 or go to the Review tab and click Spelling & Grammar. This checks the email without sending it.

Does Outlook check spelling in the subject line?

Yes, the manual spell check (F7 or Review tab) checks the subject line as well as the body. The automatic check also underlines errors in the subject line.

How do I add a word to the Outlook dictionary?

Right-click a misspelled word and select “Add to Dictionary.” You can also manage the custom dictionary from the Spelling and Autocorrect settings.

Now you know exactly how to check spelling in Outlook. Use these methods to keep your emails professional and error-free. A few seconds of checking can save you from a lot of embarrassment. Start using these tips today and watch your email quality improve.