Saving Grammar Preferences with a Document

Written by Allen Wyatt (last updated December 26, 2020)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and 2021

When Caitlin uses Word, she can configure how it marks grammar errors. When someone opens the same document on their system, the grammar is checked according to how they have their configuration set up. Caitlin wonders if there is a way to embed her grammar preferences within a document so that other recipients view the same grammar errors and recommendations that she sees.

Unfortunately, Caitlin, there is no way to do that. The reason is because the grammar checker settings are not, by design, stored with a document. The reason is because if you have two editors (I'll refer to them as Mary and Tom), Mary will have different editing preferences than Tom. She may follow a style guide in her work that Tom doesn't follow in his. Over time, the grammar settings on her system become "tailored" to how she does her editing, and when she opens a new document, she will want those settings applied to the document.

If grammar settings were stored with the document itself, however, then Mary would not be able to count on her editorial preferences being displayed by either the grammar or spell checker; the preferences would be those of a different person—probably the one who created the document.

The only feasible workaround would be to take screen shots of the document, open in Word on your system. These screen shots could then be shared with others to show what you are seeing on your system.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (12607) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and 2021.

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. Learn more about Allen...

MORE FROM ALLEN

Weird Mouse Shortcut

If you like to use the mouse in your worksheet navigation efforts, you'll want to pay attention to this tip. Here you ...

Discover More

Creating a Table Using the Keyboard

Want to easily add a table to your document simply by typing a few keystrokes? Here's how you can do it in one easy step.

Discover More

Using the REPT Function

Excel includes a handy function that allows you to repeat characters or strings of characters. How you use the REPT ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (ribbon)

Correctly Repeated Words

There are times when you need to repeat a word in a document, but doing so triggers an "error reaction" from Word's ...

Discover More

Checking for Sentences Beginning with Conjunctions

In my English classes in junior high, I would get marked down if I started sentences with a conjunction. ("There's a ...

Discover More

Marking Gender-Specific Grammar

Some people feel that your writing can be better if you remove gender-specific language it may contain. Here's how you ...

Discover More

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}] (all 7 characters, in the sequence shown) 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.

Notify me about new comments ONLY FOR THIS TIP

Notify me about new comments ANYWHERE ON THIS SITE

Hide my email address

What is 5 + 9?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)

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.