How do you check for passive voice on Microsoft Word?

Hello there! As an expert in document editing and proofreading, I'm here to help you with your question about checking for passive voice in Microsoft Word. The passive voice is a grammatical structure where the subject of the sentence is acted upon by the verb, rather than performing the action. It's a useful tool in writing, but it's also important to use it judiciously, as overuse can make your writing less direct and engaging.

To check for passive voice in Microsoft Word, you can utilize the program's built-in grammar and style checking features. Here's a step-by-step guide on how to do this:


1. Open Microsoft Word: Start by opening the document you want to check for passive voice.


2. Enable Grammar and Style Checking: Make sure that the grammar and style checking features are enabled. You can do this by going to the "File" tab, then "Options", and under "Proofing", ensure that the "Check grammar with spelling" box is checked.


3. Use the Review Tab: Once you have your document open, go to the "Review" tab. Here, you'll find a section called "Proofing" which includes a "Spelling & Grammar" button.


4. Run Spelling & Grammar Check: Click on this button to start the spelling and grammar check. Word will underline any words or phrases it thinks are grammatically incorrect or stylistically problematic, including passive voice constructions.


5. Review the Suggestions: As Word goes through your document, it will highlight potential issues. Passive voice constructions are often underlined with a blue dotted line. When you hover over these, Word will provide suggestions for how to rephrase the sentence in an active voice.


6. Adjust the Settings for Passive Voice: If you want to customize how Word checks for passive voice, you can adjust the settings. To do this, go to "File" > "Options" > "Proofing". In the "When correcting spelling and grammar in Word" section, click on the "Settings" button. Here, you can uncheck the box next to "Passive sentences" if you want Word to ignore them during the check.

7.
Manual Review: Even with the automated tools, it's important to manually review your document as well. Sometimes, the passive voice is appropriate and should not be changed. Use your judgment and the context of your writing to decide.

8.
Learn to Recognize Passive Voice: Understanding how to identify passive voice constructions will help you use them effectively. A passive voice sentence typically has the structure: subject + form of "be" + past participle. For example, "The ball was thrown by John" is passive, while "John threw the ball" is active.

9.
Rewrite for Active Voice: When you find a sentence in passive voice, consider whether it would be stronger in active voice. Active voice often makes your writing more direct and engaging.

10.
Proofread and Edit: After making changes, always proofread your document again. This will help you catch any errors you might have missed and ensure that your writing is clear and effective.

By following these steps, you can effectively check for and manage passive voice constructions in your Microsoft Word documents. Remember, while passive voice can sometimes be useful, using active voice most of the time will generally result in clearer and more compelling writing.

To change this particular setting (the one for passive voice), follow these steps:Display the Word Options dialog box. ... Click the Proofing option at the left side of the dialog box. ... Click the Settings button. ... Make sure there is no check mark next to the Passive Sentences option.More items...