MS Word: How to Use Proofing, Speech, Accessibility, and Language Tools a Complete Guide to the Review Tab

Microsoft Word is more than a word processor—it’s a robust platform for creating polished, inclusive, and multilingual documents. The Review tab in Word houses several powerful tools that help users refine their writing, ensure accessibility, and communicate across languages. Whether you're a student, professional, editor, or accessibility advocate, mastering these features can significantly enhance your productivity and document quality.

In this guide, we’ll explore the full potential of the Proofing, Speech, Accessibility, and Language tools in the Review tab of Microsoft Word. You’ll learn how to use each feature, when to apply it, and how it can benefit your workflow.

Screenshot displaying a Word document titled "CentreofPower.com," emphasizing the empowerment of individuals with digital skills via tools like Excel and Word. The Word interface shows various features including spelling and thesaurus tools, with the word count highlighted for document statistics.

Overview of MS Word: How to Use Proofing, Speech, Accessibility, and Language Tools a Complete Guide to the Review Tab

The Review tab is designed to support document editing, collaboration, and quality assurance. It includes tools for:

• Spelling and grammar checking

• Read-aloud functionality

• Accessibility checking

• Language translation and settings

• Comments and track changes (covered in other guides)

This article focuses on four key areas:

1. Proofing

2. Speech (Read Aloud)

3. Accessibility

4. Language

1. Proofing Tools in Microsoft Word

What Is Proofing?

Proofing tools help you identify and correct spelling, grammar, and stylistic issues in your document. These tools are essential for producing professional, error-free content.

Key Features

a. Spelling & Grammar Check

• Located in: Review > Spelling & Grammar

• Automatically scans your document for errors

• Offers suggestions for corrections

• Supports multiple languages

How to Use:

1. Click Review > Spelling & Grammar.

2. Word will highlight errors and offer suggestions.

3. Accept, ignore, or add words to the dictionary.

Tip: You can also enable real-time checking via File > Options > Proofing.

b. Editor (Microsoft 365 Feature)

• Provides advanced grammar, clarity, and conciseness suggestions

• Includes readability statistics

• Offers writing style feedback (formal, casual, etc.)

How to Use:

1. Click Review > Editor.

2. Review suggestions categorized by spelling, grammar, clarity, and more.

3. Click each suggestion to apply or ignore.

Benefits:

• Improves writing quality

• Helps non-native speakers refine their English

• Supports inclusive language suggestions

c. Thesaurus

• Located in: Review > Thesaurus

• Offers synonyms and antonyms for selected words

Use Case: Ideal for avoiding repetition and enhancing vocabulary.

2. Speech Tools: Read Aloud in Microsoft Word

What Is Read Aloud?

Read Aloud is a text-to-speech feature that reads your document aloud using natural-sounding voices. It’s useful for proofreading, accessibility, and auditory learning.

Key Features

• Located in: Review > Read Aloud

• Supports multiple voices and speeds

• Highlights text as it reads

• Works with selected text or entire document

How to Use Read Aloud

1. Click Review > Read Aloud.

2. Use playback controls to start, pause, or skip.

3. Adjust voice and speed via the settings icon.

Benefits

• Helps catch errors missed during visual proofreading

• Supports users with visual impairments or reading difficulties

• Enhances comprehension for auditory learners

Accessibility Tip

Combine Read Aloud with Immersive Reader (available in Word Online or Word for Education) for enhanced accessibility features like line focus and text spacing.

3. Accessibility Checker in Microsoft Word

What Is Accessibility Checker?

The Accessibility Checker scans your document for issues that may prevent people with disabilities from accessing content effectively. It’s a vital tool for creating inclusive documents.

Key Features

• Located in: Review > Check Accessibility

• Identifies issues like missing alt text, poor contrast, or unclear headings

• Offers suggestions and fixes

How to Use Accessibility Checker

1. Click Review > Check Accessibility.

2. A pane opens showing errors, warnings, and tips.

3. Click each issue to view details and suggested fixes.

Common Issues Detected

• Missing alternative text for images

• Tables without headers

• Insufficient color contrast

• Use of non-descriptive hyperlinks

Benefits

• Ensures compliance with accessibility standards (e.g., WCAG, Section 508)

• Improves usability for screen readers

• Promotes inclusive communication

Best Practices

• Always add alt text to images

• Use heading styles for structure

• Avoid using color alone to convey meaning

• Use descriptive link text (e.g., “Download report” instead of “Click here”)

4. Language Tools in Microsoft Word

What Are Language Tools?

Language tools in Word allow you to set proofing languages, translate text, and manage multilingual documents. These features are essential for global communication and localization.

Key Features

a. Set Proofing Language

• Located in: Review > Language > Set Proofing Language

• Changes the language used for spelling and grammar checks

How to Use:

1. Select the text or entire document.

2. Click Review > Language > Set Proofing Language.

3. Choose the desired language and click OK.

Tip: You can enable “Detect language automatically” for mixed-language documents.

b. Translate

• Located in: Review > Translate

• Offers two options:

  • Translate Selection: Translates selected text

  • Translate Document: Translates the entire document

How to Use:

1. Select text or click Translate Document.

2. Choose the target language.

3. Word uses Microsoft Translator to generate the translation.

Supported Languages: Over 60 languages including Spanish, French, Arabic, Chinese, Russian, and Uzbek.

c. Language Preferences

• Located in: File > Options > Language

• Allows you to add editing and display languages

• Supports multilingual UI and keyboard layouts

Benefits

• Facilitates multilingual document creation

• Supports international collaboration

• Helps non-native speakers write in their preferred language

Advanced Tips and Use Cases

1. Multilingual Reports

Use Set Proofing Language and Translate to create reports in multiple languages for international clients or stakeholders.

2. Accessibility Compliance

Combine Accessibility Checker with Read Aloud to ensure your document is usable by people with visual or cognitive impairments.

3. Professional Editing

Use Editor and Thesaurus together to refine tone, clarity, and vocabulary for business proposals, academic papers, or marketing content.

4. Language Learning

Use Translate and Read Aloud to practice pronunciation and comprehension in foreign languages.

Conclusion: Enhance Your Documents with Review Tab Tools in Word

MS Word: How to Use Proofing, Speech, Accessibility, and Language Tools a Complete Guide to the Review Tab offers a suite of tools that go far beyond basic editing. From proofing and speech to accessibility and language, these features empower users to create high-quality, inclusive, and multilingual documents.

By mastering these tools, you can:

• Eliminate spelling and grammar errors

• Improve readability and clarity

• Ensure accessibility for all users

• Communicate effectively across languages

Whether you're a student, professional, or content creator, integrating these features into your workflow will elevate your document quality and demonstrate your commitment to excellence and inclusivity.