Proofing Language
What is Proofing Language
Proofing language is the language setting in Microsoft 365 (M365) applications that determines how text is checked for spelling and grammar. It also affects how screen readers pronounce text, ensuring that content is read correctly based on the language used.
Why Proofing Language Matters
Setting the correct proofing language is crucial for accessibility. It ensures that screen readers pronounce text accurately, which is especially important for documents containing multiple languages or specialized terms. Incorrect language settings can lead to mispronunciations, making content difficult to understand for users relying on assistive technologies.
Setting Document Proofing Language
- Open your document in Microsoft Word, PowerPoint, or Outlook.
- Go to the Review tab in the menu bar.
- Select and open the Language dropdown menu.
- Select Set Proofing Language.
- Choose your document's main language from the list (e.g., "English (Canada)" or "French (Canada)").
- Select Entire document to apply the setting to the whole document.
- Select OKto apply the language setting.
Note on Template Settings
In M365 Desktop applications, templates will adopt the language of your overall M365 settings. If M365 is set to English, even if you open a French template, you will need to manually update the proofing language.
How to mark passages in different languages
When your document contains words or phrases in a different language, follow these steps:
- Highlight the word or phrase containing foreign text Right-click (Cntl-click) and choose Set Proofing Language from the contextual menu (or select Proofing Language from the Review menu)
- Select the correct language from the list
- Select OK
Check your work
- Verify your document language settings (including on foreign words and phrases) to ensure the correct language for all written content.