Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and Word in Office 365. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Spell-Checking Abbreviations.

Spell-Checking Abbreviations

by Allen Wyatt
(last updated September 4, 2018)

1

Dave ran into an annoying problem where the spell-checker in Word would routinely mark certain abbreviations as incorrect. Words like "Mr.," "Mrs.," and "Dr." would each have the abbreviation (without the trailing period) marked as incorrect.

Some WordTips readers indicated that this behavior is related to the language you are using for the document. For instance, the abbreviation "Mr." would be a spelling error in UK English, although it is not in US English. While this may be the case, I couldn't get my copy of Word to mark "Mr." as a spelling error in a UK English document, although it did mark other spelling difference such as color (colour). Even so, you might check to see which language is being used for proofing your document.

It is also possible that the spelling error could be triggered by the abbreviation not being terminated with a normal period. If the period that you see is really some other symbol (even though it looks like a period), then Word may not recognize it. Still, in such instances testing has shown that the abbreviation and the terminating symbol will both be underlined by the spell-checker.

Another possibility is that the abbreviations have somehow been added to the exclusion list used by the spell-checker. Get out of Word and use the search capabilities of Windows to locate files that end with the .EXC extension. These are your exclusion lists used by Word. They are regular text documents that you can open with Notepad. If you examine the file's contents and find any of your errant abbreviations in there, delete them, save the file, and restart Word.

If the problem persists, then you can always add the abbreviations to your dictionary. As each abbreviation is flagged by Word, right-click the abbreviation and choose to add it to the dictionary. They should not be flagged again.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9481) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and Word in Office 365. You can find a version of this tip for the older menu interface of Word here: Spell-Checking Abbreviations.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Keeping Full Menus Displayed

Word allows menus to be displayed in two modes. The default mode, which displays menu options dynamically, drives some ...

Discover More

Embedding Your Phone Number in a Workbook

Want to provide a bit of contact information in a workbook? A great place to do it (out of sight, but not inaccessible) ...

Discover More

Locking the Background Color

You can spend a lot of time getting the formatting in your worksheets just right. If you want to protect an element of ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

More WordTips (ribbon)

Spell Check Misses Misspelled Words

If you do a spelling check and notice that Word doesn't catch a word that you know is misspelled, it is easy to get ...

Discover More

Dictionary Shortcut Key

Need a quick way to display the dictionary or other grammar tools? Use one of the handy built-in shortcuts provided by Word.

Discover More

Resetting Spelling and Grammar Checking on Multiple Documents

Things that are accomplished easily with a single document (such as resetting spelling and grammar checking settings) can ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is one more than 3?

2015-04-08 10:32:23

CaSondra

Hi, I want to note that this only works for abbreviations that are three characters or more, in proper capitalizations.

Do you have any suggestions for the term pH? On one hand, I cannot add to any dictionary due to the three character limit; and I also cannot ignore with Grammar. I can ignore once, but the term pH is everywhere!


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.