How to Check for Passive Voice in Word
Checking for passive voice in Word is a straightforward process. You’ll use Word’s built-in grammar checker, which highlights passive constructions and suggests revisions. This guide will walk you through how to enable this feature, identify passive voice, and make your writing clearer and more engaging.
Step by Step Tutorial on How to Check for Passive Voice in Word
In this section, we’ll cover the steps to identify and correct passive voice in Microsoft Word, ensuring your content is active and engaging.
Step 1: Open Your Document
First, open your document in Microsoft Word.
Make sure the document you want to check is fully loaded in Word. This will ensure that all text is analyzed during the grammar check process.
Step 2: Access Word Options
Click on ‘File,’ then ‘Options.’
In the ‘File’ menu, you’ll find various settings. ‘Options’ is where you’ll adjust the grammar settings to identify passive voice.
Step 3: Navigate to Proofing
In the ‘Options’ menu, click on ‘Proofing.’
The ‘Proofing’ section contains all the settings related to spelling and grammar checks. Here, you’ll customize these checks to look for passive voice.
Step 4: Customize Grammar Settings
Under ‘When correcting spelling and grammar in Word,’ click on ‘Settings.’
This opens a new window where you can fine-tune what the grammar checker looks for, including passive voice.
Step 5: Enable Passive Voice Checks
Check the box next to ‘Passive Sentences’ and click ‘OK.’
By enabling this option, Word will highlight passive sentences in your document, helping you identify and revise them.
Step 6: Run the Grammar Check
Press ‘F7’ or go to ‘Review’ and click ‘Spelling & Grammar.’
Word will now scan your document, highlighting passive constructions and offering suggestions for more active alternatives.
After completing these steps, your document will be free from passive voice, making it more readable and engaging for your audience.
Tips for Checking Passive Voice in Word
- Revise Suggestions: Always review Word’s suggestions to ensure they fit the context of your writing.
- Break Down Sentences: If a sentence is highlighted as passive, break it down to see how it can be restructured.
- Practice Active Writing: Familiarize yourself with active voice structures to naturally write more engaging content.
- Use Additional Tools: Complement Word with other grammar tools like Grammarly for a more comprehensive check.
- Read Aloud: Sometimes, reading your sentences out loud can help you catch passive voice that the tool might miss.
Frequently Asked Questions
What is passive voice?
Passive voice is when the subject of the sentence is acted upon rather than performing the action. For example, "The ball was thrown by John."
Why should I avoid passive voice?
Passive voice can make your writing less direct and harder to read. Active voice is usually clearer and more engaging.
Can I still use passive voice sometimes?
Yes, passive voice is acceptable in certain contexts, like scientific writing or when the doer is unknown or irrelevant.
Will Word catch all instances of passive voice?
Word may not catch every instance, especially if the sentence structure is complex. Always review manually as well.
What if I disagree with Word’s suggestions?
You can choose to ignore Word’s suggestions if you believe your sentence is more suitable in the passive voice.
Summary of How to Check for Passive Voice in Word
- Open your document.
- Access Word Options.
- Navigate to Proofing.
- Customize Grammar Settings.
- Enable Passive Voice Checks.
- Run the Grammar Check.
Conclusion
In conclusion, understanding how to check for passive voice in Word can significantly enhance your writing quality. By following the simple steps outlined in this guide, you can ensure that your documents are clear, direct, and engaging. Remember, while Word’s grammar checker is a powerful tool, it’s always beneficial to complement it with other methods, like reading your work aloud or using additional grammar tools. Active voice not only makes your writing more dynamic but also more accessible to your readers. So next time you’re working on a document, take a few extra minutes to check for passive voice and make those tweaks. Your readers—and your writing—will thank you!
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.