Editing your own writing is hard enough, but doing it quickly feels impossible. These built‑in Word features changed how I proofread. Proofreading is still not hands-free, but it’s less tedious.
1Start With the Editor Tool (Spelling & Grammar)
Word’sEditorpane is the quickest way to catch low-hanging mistakes. you’re able to access it with a Microsoft 365 subscription, and it is agood alternative to Grammarly.
For better results, I pick one amongFormal writing,Professional, orCasualstyles to prime Word for relevant edits. It’s also always wise todo a plagiarism check withSimilaritybefore changing the text.
2Make the Editor Work for You
Navigate toFile > Options > Proofing. UnderWriting Style, pickGrammar & Refinementsand hitSettings. Turn on checks you need (such asConcisenessorPassive Voice) and turn off ones you don’t.
As the Editor wipes out easy errors first, every later pass is lighter and faster.
Add chronic typos like “teh” toAutoCorrect(same Proofing dialog). The Editor never has to flag them again.
3Explore the Review Tab for More Tools
The Review tab is a proofreader’s control panel. Three tools save me minutes on every draft.
Thesaurus: Highlight a word, clickThesaurus, and find better alternatives to enhance clarity or variety.
Word Count: Check it underReview > Word Countto ensure you meet length goals without counting manually.
Comments: Select text, clickNew Comment, and add notes for yourself or collaborators.
While drafting a report, I highlight confusing sentences and drop quick comments like “clarify” or “add source.” During the final proof, I jump straight to each note instead of rereading the whole document. Marking sections for additional review later also helps avoid mid-proofread distractions.
4Compare Documents and Combine
Handling multiple drafts? UseReview > Compare. Choose the original and revised versions. Then, clickOK. Word creates a third file showing every change. You can also combine and save the changes in either of the two existing documents.
Inserted text appears underlined; deletions show as strikethrough. I run Compare whenever a team member sends edits. It spots differences in seconds, so I don’t have to hunt around for the changes.Comparing Word documentsis critical for collaborative editing, but it’s also quite handy when you are working with your drafts.
5Check Readability Statistics
Clear writing beats fancy writing. Turn on readability scores once and let Word grade every draft. Enable it viaFile > Options > Proofing. CheckShow readability statistics. Then runSpelling & Grammaron the finished draft.
On the Editor pane, click onDocument statsto display a dialog with the readability metrics.
You’ll see theFlesch Reading EaseandFlesch-Kincaid Grade Level. For general readers, shoot for a grade level around 7–8. If it’s higher, split long sentences and swap jargon for plain words. Look at the report that pops up with stats like average words per sentence to help you figure it out.
To proofread and edit quickly, you can alsouse Copilot to simplify complex text.
6Leverage Track Changes for Collaborative Proofreading
PressCtrl + Shift + Eand go toReview > Markupto record every tweak.
For team editing,Track Changesis a must. Turn it on underReview > Track Changes, and every edit—deletions, additions, formatting—gets marked with who made it. Review changes by clickingAcceptorRejectin the same tab.
Even when I’m the only editor, Track Changes lets me revisit my revisions without losing the original sentences.
7Use Find & Replace for Rapid Fixes
Find and Replace is one of the most underrated editing tools in Word. PressCtrl + Hand use the dialog to search through the document. Some common errors and typos you may look for include:
ClickMorefor options likeMatch caseorUse wildcardswhen you need surgical precision. You can do a lot more with the options hidden underFormatandSpecial, like search for specific formatting or special characters.
Our ears catch what your eyes skip. Select any text and pressCtrl + Alt + Space(or chooseReview > Read Aloud). Word highlights each word as it speaks.
Remember these keyword shortcuts to use it more efficiently.
I close my eyes while listening. It also allows you to pause or skip sections as needed for focus.
I use Read Aloud as a second proofreader. It’s great for spotting subtle mistakes like odd phrasing, missing words, and doubled words after a long editing session. I think it’san underrated feature in Wordthat we could use more often.
9Change Views for a Fresh Perspective
After a while, the same layout numbs your attention. Break the pattern by switching views from theViewtab.
These shifts break visual fatigue, helping you spot formatting or organizational errors missed inPrint Layout. It’s a simple trick for a thorough review.
I have also tried theImmersive Readerwith its options like Line Focus and Page Color. While it helps to break the monotony, it hasn’t helped me proofread twice as fast.
Select all (Ctrl + A) and switch to a quirky font like Courier. A new typeface forces the brain to slow down and see each letter. HitCtrl + Zand revert the font when you finish. Temporarily change the zoom level (e.g., zooming out to 75%) to see the document differently and catch formatting slips.
10Master Essential Shortcuts
You don’t need a hundred shortcuts; just a dozen that slash friction. Also, pressingAltturns onKey Tips, showing letters on the ribbon and Quick Access Toolbar that match commands. Then, pressing Alt plus these letters lets you use shortcuts without the mouse.
Run Editor
Cmd + Option + L
Jump to next error
Option + F7
Toggle Track Changes
Ctrl + Shift + E
Cmd + Shift + E
New comment
Ctrl + Alt + M
Cmd + Option + A
Cmd + Shift + H
Read Aloud
Ctrl + Alt + Space
Option + Esc
Show formatting marks
