Got a document in Word and need to find and fix passive voice? No problem! It’s easy once you know how. Just follow these simple steps and you’ll have your writing sounding more active and engaging in no time. Let’s get started!
Passive Voice Checker in Word Tutorial
Before you start, it’s important to know that passive voice isn’t always bad, but it can make your writing less direct. By following these steps, you’ll be able to spot passive constructions and decide whether to make them active.
Step 1: Open the Word Document
Open the Word document you want to check for passive voice.
When you open your document, make sure you’re ready to edit and revise as needed. The passive voice checker is a tool, but you’re the one in control of your writing.
Step 2: Go to the ‘Review’ Tab
Click on the ‘Review’ tab at the top of the Word window.
The ‘Review’ tab is where you’ll find all sorts of tools to help you proofread and improve your document, including spelling and grammar check.
Step 3: Click on ‘Check Document’
Click on the ‘Check Document’ button in the ‘Spelling & Grammar’ group.
This will run a quick check through your document for any spelling or grammar issues, including passive voice instances.
Step 4: Review Suggestions
Review suggestions made by the Word checker and make changes as needed.
Word will highlight passive sentences and suggest ways to make them active. You decide if the change works for your document.
Once you’ve completed these steps, your document will be free of unwanted passive voice, making your writing clearer and more assertive. Remember, the goal is to communicate effectively, and sometimes that means using passive voice intentionally. Always consider the context and your audience.
Tips for Using Passive Voice Checker in Word
- Be aware of what passive voice is and when it’s appropriate to use it.
- Don’t rely solely on Word’s passive voice checker; use your judgment to evaluate suggestions.
- Remember that not all passive sentences will be flagged by Word.
- Use the passive voice checker as an opportunity to review and improve your overall writing.
- Consider reading your sentences out loud – it often makes it easier to identify passive constructions.
Frequently Asked Questions
What is passive voice?
Passive voice occurs when the subject of the sentence is acted upon by the verb. For example, “The ball was thrown by John” is passive, whereas “John threw the ball” is active.
Why should I avoid passive voice?
While passive voice isn’t grammatically incorrect, it can make your writing less direct and harder to read. Active voice tends to be clearer and more engaging for readers.
Can Word catch all instances of passive voice?
No, Word’s passive voice checker isn’t perfect and may miss some instances. It’s a helpful tool, but it’s not a substitute for careful proofreading.
Should I always change passive voice to active voice?
Not necessarily. Passive voice can be useful in certain situations, such as when the doer of the action is unknown or unimportant. Use your judgment based on context.
Can I customize Word’s grammar check settings?
Yes, you can adjust the settings to change what Word checks for in your document, including the level of grammar and style suggestions.
Summary
- Open the Word document.
- Click on the ‘Review’ tab.
- Select ‘Check Document’.
- Review and revise as suggested.
Conclusion
So there you have it, folks – your step-by-step guide to finding and fixing passive voice in Word. Remember, the passive voice checker is a great tool, but it’s not infallible. Use your noggin and consider the context of your writing. Some documents, like scientific reports or legal documents, might actually benefit from passive constructions.
But for most of our writing, active voice is where it’s at. It’s punchy. It’s clear. It’s engaging. And isn’t that what we all want our writing to be? So go ahead, give these steps a whirl and turn your passive prose into active masterpieces. With a bit of practice, you’ll be a pro in no time. And if you get stuck, don’t fret – there’s a world of resources out there to help you polish your writing until it shines. Now, go forth and write actively!
Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.
After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.
His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.