Outlook Grammar Checker: Ensure Error-Free Emails

Writing professional, error-free emails is crucial for effective communication. Outlook provides built-in tools to check grammar and spelling, but they have certain limitations in functionality and accuracy. Alternatively, Kutools for Outlook offers an advanced AI Grammar Checker with greater precision and efficiency. Here’s a comprehensive guide to using these tools, their steps, and a comparison of their features.

Using Outlook’s Built-In Grammar Checker (Limited Accuracy)

• In Classic Outlook
• In Outlook 365
• In New Outlook

Using Kutools for Outlook’s AI Grammar Checker (Higher Precision and Efficiency)

Comparison Table

Video: Outlook Grammar Checker

Using Outlook’s Built-In Grammar Checker (Limited Accuracy)

Outlook comes with basic spelling and grammar-checking functionality. Here's how to use it in different versions of Outlook:

In Classic Outlook

Step 1. Click "File" > "Options" > "Mail" > "Spelling and Autocorrect".

Step 2. Under "When correcting spelling in Outlook", check the box for "Mark grammar errors as you type". Then click "OK" > "OK" to save changes.

Now when composing an email, grammar errors will be underlined in blue.

Step 3. Click "Review" tab > "Spelling & Grammar". A pop-up dialog box will appear, showing one error at a time with suggestions.

Step 4. Choose to "Ignore" or "Correct" the error before moving to the next.

Limitations

• The built-in checker does not allow you to click directly on the underlined text for suggestions.
• You must process one error at a time through the pop-up, which can be time-consuming.
• The grammar checker often misses many errors, making it unreliable for comprehensive proofreading. For instance, the words "offer" and "this" are clear grammatical errors, yet the built-in checker fails to identify them.

AI Mail Assistant in Outlook: Smarter Replies, Clearer Communication (one-click magic!) FREE

Streamline your daily Outlook tasks with the AI Mail Assistant from Kutools for Outlook. This powerful tool learns from your past emails to offer intelligent and accurate responses, optimize your email content, and help you draft and refine messages effortlessly.

This feature supports:

• Smart Replies: Get responses crafted from your past conversations—tailored, precise, and ready to go.
• Enhanced Content: Automatically refine your email text for clarity and impact.
• Effortless Composition: Just provide keywords, and let AI handle the rest, with multiple writing styles.
• Intelligent Extensions: Expand your thoughts with context-aware suggestions.
• Summarization: Get concise overviews of long emails instantly.
• Global Reach: Translate your emails into any language with ease.

This feature supports:

• Smart email replies
• Optimized content
• Keyword-based drafts
• Intelligent content extension
• Email summarization
• Multi-language translation

Best of all, this feature is completely free forever! Don’t wait—download AI Mail Assistant now and enjoy!

In Outlook 365

Step 1. Click "File" > "Options" > "Mail" > "Spelling and Autocorrect".

Step 2. Under "When correcting spelling in Outlook", check the box for "Mark grammar errors as you type". Then click "OK" > "OK" to save changes.

Now when composing an email, grammar errors will be underlined in blue.

Step 3. Click on the underlined text to view a drop-down menu with suggested corrections.

Click or the suggestion for ignoring or applying the correction.

Alternatively, click "Editor" on the toolbar of "Review" tab to open a pane that categorizes errors into "Spelling" and "Grammar".

Click on "Grammar", and review errors one by one in the "Editor" pane and apply the suggested corrections.

Limitations

• While this version allows you to click directly on errors for suggestions, you still need to process them manually.
• Reviewing multiple errors in the Editor pane can be tedious for long emails.
• You must process one error at a time through the pop-up, which can be time-consuming.
• The grammar checker often misses many errors, making it unreliable for comprehensive proofreading. For instance, the words "offer" and "this" are clear grammatical errors, yet the built-in checker fails to identify them.

In New Outlook

Step 1. After composing the message body, the built-in check will automatically mark grammar issues with blue underlines. Click on the underlined text to see suggestions and choose corrections.

Click or the suggestion for ignoring or applying the correction.

Alternatively, click "Editor" > "Open Editor" on the toolbar of "Options" tab to open a pane that categorizes errors into "Spelling" and "Grammar".

Limitations

• The grammar checker in New Outlook is more streamlined than Classic Outlook but still shares its limitations in accuracy and thoroughness. For instance, the word "Let" is clearly a grammatical error, yet the built-in checker fails to identify it.

Using Outlook’s Built-In Grammar Checker (Limited Accuracy)

Unlike Outlook's built-in grammar checker, which often misses errors and lacks efficiency, "Kutools for Outlook"’s "AI Grammar Checker" offers enhanced precision and streamlined corrections, ensuring your emails are polished and error-free with minimal effort.

Step 1. Download and install "Kutools for Outlook", and then in the composing window, click "Kutools" tab > "AI".

Step 2. In the "Kutools AI" pane, click on the "Check" tab, then click the "Generate" button. The tool will analyze the email and list all grammar and spelling issues in the pane.

Step 3. Click on individual items in the list to review and correct errors. Alternatively, click "Apply All" to automatically fix all errors at once.

Comparison Table

While Outlook’s built-in grammar checkers provide basic functionality, they often fall short in identifying and correcting errors efficiently. Kutools for Outlook’s AI Grammar Checker offers a smarter, faster, and more thorough solution, making it the best choice for ensuring error-free emails.