Checking Spelling and Grammar in Excel 2016

It’s always a good idea to make sure your Excel workbook looks clean and professional before you share it. One small spelling error can make your data look careless or unpolished. Luckily, Excel 2016 has a built-in Spell Check tool that helps you find and fix spelling mistakes easily.

Although Excel doesn’t check grammar like Microsoft Word, it still helps you maintain accuracy by catching spelling errors in cells, formulas, and even comments. Let’s learn how to use it step-by-step.

Why Spell Check is Important in Excel

Many people think Excel is only for numbers, but text also plays a big role — whether it’s column headings, labels, or notes. Misspelled words can make your spreadsheet look unprofessional or confusing. The Spell Check feature ensures everything is correct and easy to read.

Tip: Always perform a spell check before sending or printing your Excel workbook.

How to Check Spelling in Excel 2016

Method 1: Using the Ribbon

  • Select the cells, worksheet, or even multiple sheets that you want to check.
  • Go to the Review tab on the Ribbon.
  • Click the Spelling button in the Proofing group.
  • The Spelling dialog box will appear with suggestions for corrections.

You can then choose to correct, ignore, or add words to your dictionary.

Method 2: Using the Keyboard Shortcut

  • Click any cell where you want the spell check to begin.
  • Press the F7 key on your keyboard.
  • The Spelling dialog box will open, showing the first detected error and its suggestions.

This method is quick and perfect when you’re in a hurry. It works exactly like the button in the Review tab.

Understanding the Spell Check Options

When the Spell Check dialog box appears, you’ll see several options to handle mistakes. Here’s what they mean:

  • Ignore Once: Keeps the word unchanged for that instance only.
  • Ignore All: Ignores all occurrences of that word in the workbook.
  • Change: Replaces the misspelled word with the selected suggestion.
  • Change All: Replaces all occurrences of the same misspelled word throughout the workbook.
  • Add to Dictionary: Adds the word to your personal dictionary so Excel won’t flag it as an error in the future.

Use these carefully — especially the Add to Dictionary option, since once added, the word won’t be marked as incorrect again.

What Spell Check Doesn’t Do

Unlike Microsoft Word, Excel doesn’t automatically underline errors as you type. It also doesn’t check for grammar mistakes or suggest sentence corrections. You must manually start the spell check process whenever needed.

If you work with a lot of text or comments, running spell check regularly ensures your content stays error-free.

Best Practices for Spell Checking in Excel

  • Always select the correct sheet or range before running spell check.
  • Double-check words Excel doesn’t recognize, like names or technical terms, before adding them to the dictionary.
  • Perform a final spell check before sharing or printing your file.
  • Use consistent capitalization and punctuation in labels and headers.
Pro Tip: If your workbook contains multiple sheets, hold down Ctrl and click the sheet tabs to select them all before running spell check.

5 FAQs on Checking Spelling and Grammar in Excel 2016

1. Can Excel 2016 check grammar mistakes?

No, Excel only checks spelling errors. It doesn’t include a grammar checker like Microsoft Word.

2. What is the shortcut key to start spell check?

Press the F7 key to quickly open the Spell Check dialog box.

3. Can I check spelling in multiple sheets at once?

Yes. Hold down the Ctrl key and select the sheets you want to include before starting the spell check.

4. What should I do if Excel marks correct words as errors?

You can choose Ignore Once, Ignore All, or Add to Dictionary to prevent Excel from flagging them again.

5. Does Excel automatically highlight spelling mistakes?

No, Excel does not underline mistakes automatically. You need to manually start spell check each time.

Conclusion

Checking spelling in Excel 2016 is a simple yet powerful way to make your data look clean and professional. Although Excel doesn’t offer grammar checking, the built-in Spell Check tool helps you catch most spelling issues quickly. Whether you use the Review tab or press F7, make it a habit to proof your workbook before sharing it. It’s a small step that makes a big difference in presenting polished and error-free spreadsheets.

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