How to Check Spelling and Grammar in Excel (4 Ways)

We are using Excel sheets with people from a wide range of backgrounds. It will be pretty annoying and can create an embarrassing situation if the worksheet has some spelling and grammar. Even more, Excel already has a pretty useful and neat grammar checker tool built in Excel. If you are curious to know how you can use those spell and grammar checkers, then this article may come in handy for you. In this article, we discuss how you can check spelling and grammar in Excel with elaborate explanations.


Download Practice Workbook

Download this practice workbook below.


4 Easy Methods to Check Spelling and Grammar in Excel

For demonstration purposes, we use the below dataset. This simple dataset contains only some fruit names. This name will be presented with the wrong spelling and using various methods, we will try to make the spelling correct. For implementing these methods, using Excel 365 is highly recommended.

How to Check Spelling and Grammar Check in Excel


1. Using Spelling Command

Excel command dialog box is a powerful tool with a lot of functionality. We can use this tool in various circumstances to check spelling and grammar.


1.1 Check Spelling Mistakes for Single Cell

The spelling and grammar tools are going to be used here for a single cell.

Steps

  • We have the Misspelled word in the left column in the range of cells B6:B9.

Check Spelling Mistakes for Single Cell to Check Spelling and Grammar Check in Excel

  • We then copied the fruits’ name in the right column, in the range from C6:C9.

  • Double-click the cell C6, to enter the edit mode.
  • Go to Review tab > Spelling.

spelling review of single cell

  • Then next dialog box will open.
  • inside the dialog box, there will be a suggestion box suggesting a possible replacement of the misspelled word.
  • Select the appropriate word and then click on Change.
  • If you think that the suggestion is not appropriate, then you can click the Ignore Once option.

  • After choosing the word, the below message box will show.
  • Click OK to complete the spelling check procedure.

  • Repeat the same process for the rest of the words.

spelling and grammar checked


1.2 Checking a Range of Cells

For only a range of cells, we are going to use the spell and grammar check tool.

Steps

  • We have the Misspelled word in the left column in the range of cells B6:B9.

Checking a Range of Cells to Check Spelling and Grammar Check in Excel

  • We then copied the fruits’ name in the right column, in the range from C6:C9.

  • Select only the first two rows of the given table, range of cell C6:C7.
  • Go to Review tab > Spelling.

  • Then next dialog box will open.
  • inside the dialog box, there will be a suggestion box suggesting a possible replacement of the misspelled word.
  • Select the appropriate word and then click on Change.

  • But the previous method would not show the final message straightaway, because we have two separate words instead of one.
  • So, the window will again ask for an appropriate replacement of the second misspelled word.

  • After all of the words in the range of cells are replaced with the correct word, the final message will be shown.

spelling and grammar checked for range of cells


1.3 Spell Check Inside Formula

We sometimes have words with spelling mistakes inside the formula. External spell checkers are not effective with them. You need to manually select and check the spelling inside of that formula.

Steps

  • In this method, we are going to turn the misspelled word used inside the formula into a usable formula.
  • Here we got a fruit name list.

Spell Check Inside Formula to Check Spelling and Grammar Check in Excel

  • Select the cell and double-click on the cell to enter editor mode.
  • In the editor mode, select the text portion outside the functions.
  • Then go to Review tab > Spelling.
  • Press Enter after this.

  • This will replace the text with the corrected spelling.
  • And a message box with the below text will appear.
  • Click OK after this.

inside formula text spell and grammar check

  • Repeat the same process for the rest of the words.
  • The final output will look something like the below image.

texts inside formula checked


1.4 Check Specific Worksheets for Spelling Mistakes

We show in this method, how you can check spelling mistakes in the entire sheet.

Steps

  • To check all the misspellings in a single worksheet, first, click on the select all icon on left most corner of the sheet.
  • Doing this will select every cell in the worksheet.

Check Specific Worksheets for Spelling Mistakes to Check Spelling and Grammar Check in Excel

  • Then press F7 on the keyboard.
  • The spelling checker dialog box will open.
  • In that box, every single misspelled word will be shown one by one and ask you whether you want to replace the word or not.
  • If you want to replace the word, click on Change.
  • After you are done, click on the cross sign.

  • After replacing every misspelled word, the output will look something like the below image.

single worksheet spelling and grammar checked


1.5 Check Entire Workbook for Spelling Mistakes

In this method, you can check the whole workbook for any kind of spelling mistake.

Steps

  • Right-click on any sheet name on the workbook, and then click on Select All Sheets.

Check Entire Workbook for Spelling Mistakes to Check Spelling and Grammar Check in Excel

  • This will select all of the existing sheets in the workbook.
  • After this, go to Review > Spelling.

selection of all sheets in whole workbook

  • Then next dialog box will open.
  • Inside the dialog box, there will be a suggestion box suggesting a possible replacement of the misspelled word.
  • Select the appropriate word and then click on Change.
  • If you think that the suggestion is not appropriate, then you can click the Ignore Once option.
  • And it will show this type of replacement for every single one of the misspelled words in the workbook.

  • After replacing every misspelled word, the output will look something like the below image.

whole workbook spelling and grammar checked


2. Applying Keyboard Shortcut

Using a keyboard shortcut can quickly check spelling and grammar in Excel.

Steps

  • We have the Misspelled word in the left column in the range of cells B6:B9.
  • We then copied the fruits’ names in the right column, in the range from C6:C9.

Applying Keyboard Shortcut to Check Spelling and Grammar in Excel

  • Then press the keyboard shortcut, F7 to bring the Spelling English dialog box.
  • inside the dialog box, there will be a suggestion box suggesting a possible replacement of the misspelled word.
  • Select the appropriate word and then click on Change.
  • If you think that the suggestion is not appropriate, then you can click the Ignore Once option.

  • After choosing the word, the below message box will show.
  • Click OK to complete the spelling check procedure.

spell check completion

  • Repeat the same process for the rest of the words.


3. Embedding VBA Code

Using a small VBA macro can make the process of checking spelling and grammar hassle-free.

Steps

  • First, go to the Developer tab and click on Visual Basic. If you don’t have that, you have to enable the Developer tab. Or You can also press ‘Alt+F11’ for opening the Visual Basic Editor.

Embedding VBA Code to Check Spelling and Grammar in Excel

  • Then there will be a new dialog box. In that dialog box, click on Insert > Module.
  • Inside the editor enter the following code.
Sub Spell_Grammar_Highlight()
  Dim X As Integer
    X = 0
    For Each cll In ActiveSheet.UsedRange
      If Not Application.CheckSpelling(Word:=cll.Text) Then
        cll.Interior.Color = RGB(255, 255, 0)
        X = X + 1
      End If
    Next cll
    If X > 0 Then
      MsgBox X & " clls with Spelling and Grammer Mistakes are Identified and Highlighted "
    Else
      MsgBox "All Good, No Corrections Needed."
    End If
End Sub

  • Then close the Module window.
  • After that, go to View tab > Macros.
  • Then click on View Macros.

  • After clicking View Macros, select the macros that you created just now. The file name here is Spell_Grammar_Highlight. Then click Run.

  • After clicking Run, you can see that the cells having misspelled words are now highlighted with yellow color.
  • Click OK after this.

  • Again, open the visual basic and open a module window.
  • Inside the module editor, enter the following code:
Sub Spelling_Grammar_Check_activesheet()
  ActiveSheet.CheckSpelling
End Sub

  • Then close the Module window.
  • After that, go to View tab > Macros.
  • Then click on View Macros.

  • After clicking View Macros, select the macros that you created just now. The file name here is Spelling_Grammar_Check_activesheet. Then click Run.

  • Then next a new dialog box will open.
  • inside the dialog box, there will be a suggestion box suggesting a possible replacement of the misspelled word.
  • Select the appropriate word and then click on Change.

  • After all of the words in the range of cells are replaced with the correct word, the final message will be shown.


4. Correcting Spelling and Grammar While Typing

Correcting spelling and grammar while we are still writing can save a lot of time.

Steps

  • To enable spelling and grammar correction while typing, you need to enable the feature through the options.
  • To do this, first, click on the File on the worksheet.

Correcting Spelling and Grammar While Typing

  • Clicking on the File will take you to the startup menu in Excel.
  • Then click on Options.

  • In the Excel Options window, click on AutoCorrect Options from the Proofing.

autocorrect options

  • In the Autocorrect English options window, choose autocorrect options as your wish, and tick mark on them.
  • Click OK after this.

  • After clicking OK, you would be able to see that your texts are getting autocorrected as you type.

How to Add Words to Custom Dictionary in Excel

Adding new words in the dictionary helps us to reuse the word later in the future.

Steps

  • To add new words to Excel’s default dictionary, click on File in the Excel worksheet top corner.
  • Clicking on the File will take you to the startup menu in Excel.

Add Words to Custom Dictionary in Excel

  • Then click on Options.

  • In the Excel Options window, click on AutoCorrect Options from the Proofing.
  • After then click on the Custom Dictionary option.

  • From the Custom Dictionary dialog box, you could see all the dictionaries already in use.
  • In order to add a new word to the dictionary, click on any dictionary and then click on Add.
  • Or if you intend to add a whole new dictionary item in Excel, then click on the New.
  • After you finished your task. Click OK.

  • To add a new word to a dictionary, select that dictionary, and then click on Edit word list.

Additional Grammar Resources in Excel

Additional various grammar tools can enrich our writing from a different perspective.

1. Thesaurus

Thesaurus is one of the most used dictionaries and grammar checker tool used worldwide.

Steps

  • If you want to add more grammar tools, you can check Thesaurus.
  • Thesaurus is one of the most popular dictionaries and grammar tools used in the world.
  • To get the meaning of some words, just simply hover over the word.
  • After then, go to Review > Thesaurus.
  • Clicking on Thesaurus will make it show the meaning and parts of speech in the side panel.

Additional Grammar Resources in Excel


2. Translate

Translation tools enable us to use worksheets from any corner of the world.

Steps

  • To get a translation of some word in another language, hover over that word
  • And then go to Review tab > Translate.
  • It will open the side panel and show the translated text in another language
  • You can change the language settings in the side panel.

Additional Grammar Resources in Excel:Translate


3. Research

The research task pane is a very useful tool for conducting various research-related projects. Having a side panel is a quick way of searching for relevant topics.

Steps

  • Opening the research task pane is quite straightforward.
  • Simply press Alt and select any cell in the worksheet.
  • Doing this will automatically open the Research pane on the right side of the sheet.

Additional Grammar Resources in Excel:Research

  • On that sheet, you can see the dictionary or language options in a dropdown menu.
  • You can type various research-related keywords inside the box and gain knowledge about them.

dictionary options


What to Do If Spell Check Is Not Working in Excel?

The spell checker always uses a dictionary to correct spells. So, if you do not turn on that custom dictionary then Excel will be failed to check the spelling. Now let me show you how to turn it on.

Steps

  • Click on File beside the Home tab.

Spell Check Is Not Working in Excel

  • Later, select Options from the lower part.
  • And soon after a dialog box will open up.

  • Then click as follows: Proofing > Custom Dictionaries.
  • Another dialog box will open up.

custom dictionary

  • At this moment, mark all the options.
  • Finally, press OK.


Conclusion

To sum it up, the issue of how we can check spelling and grammar mistakes in Excel is answered here by 4 different methods. The VBA Macro method requires prior VBA-related knowledge to understand from scratch.

For this problem, a macro-enabled workbook is available to download where you can practice these methods.

Feel free to ask any questions or feedback through the comment section. Any suggestion for the betterment of the Exceldemy community will be highly appreciable

Rubayed Razib Suprov

Rubayed Razib Suprov

Hi, I am Rubayed Razib Suprov. Graduated from the Bangladesh University of Engineering Technology in Naval Architecture and Marine Engineering department. I joined Exceldemy on March 2022. I have a keen interest in both fluid dynamics and data analysis. I try to teach people what I learned so far about the Excel tool to date, and hope I can make some positive impacts.

We will be happy to hear your thoughts

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