How to inspect your Word documents for readability and compatibility

You’ll be able to examine a Phrase doc for particular points earlier than you share it with different folks. Here is how.


You’ve got simply created a Microsoft Phrase doc that you just plan to share with different folks. However earlier than you do, you wish to ensure it is appropriate for sharing. Meaning it would not comprise any hidden private data, that will probably be readable by folks with sure disabilities, and that it is appropriate with older variations of Phrase. You’ll be able to carry out all these duties with the built-in doc inspector.

SEE: Workplace 365: A information for tech and enterprise leaders (free PDF) (TechRepublic)

In a single kind or one other, the doc inspector has been obtainable in Phrase since 2010, so you’ll use it in any current and supported model besides the free on-line version. The steps are the identical for all the most recent variations. Here is the way it works.

Easy methods to examine your Microsoft Phrase doc

As step one, it’s possible you’ll wish to hunt for hidden or invisible content material that you do not need different folks to have the ability to view. Along with your doc accomplished and saved, click on the File menu, choose Information, after which click on the button for Examine for Points. From there, click on the primary choice for Examine Doc (Determine A).

Determine A


On the Doc Inspector window, examine or uncheck the various kinds of contents primarily based on what you’d just like the software to seek out. Then click on the Examine button (Determine B).

Determine B


The inspection flags any of the content material varieties it found in your doc. To take away a selected kind of content material, click on the Take away All button subsequent to it (Determine C).

Determine C


The inspector cannot take away all sorts of content material. In that occasion, the software tells you what it may well’t take away. Shut the inspector and return to the doc in case you want to evaluate or take away the required content material your self or go away it as is (Determine D).

Determine D


Easy methods to examine accessibility in a Phrase doc

Subsequent, you possibly can examine your doc to verify it is readable by your meant viewers, particularly by somebody who has a sure incapacity, for instance, an individual who’s blind and makes use of a display screen reader. Once more, click on the File menu, choose Information, after which click on the button for Examine for points. Click on the second choice for Examine Accessibility (Determine E).

Determine E


The inspection flags any accessibility points, comparable to a picture that does not comprise an outline. Click on the particular subject, and the software explains why the difficulty was flagged and suggests a advisable motion (Determine F).

Determine F


Easy methods to examine compatibility in Phrase

Lastly, you possibly can look at your doc to verify it may be considered and edited within the final a number of variations of Microsoft Phrase. Return to the Information display screen, click on the button for Examine for points, and choose the third choice for Examine Compatibility (Determine G).

Determine G


The Microsoft Phrase Compatibility Checker shows any content material or options within the doc that will be problematic in an older model of Phrase. Click on the button for Choose Variations, and you may uncheck completely different previous variations of Phrase to see which particular model can be affected (Determine H).

Determine H


You’ll be able to then change or take away the affected function if you realize one of many recipients of the doc has the older model of Phrase. When performed, save the doc, and also you now can share it together with your meant viewers.

Additionally see

  • Microsoft 365: A cheat sheet (TechRepublic)
  • Easy methods to use the numerous textual content wrapping choices in Microsoft Phrase (TechRepublic)
  • Easy methods to automate getting into dates with VBA in a Phrase doc (TechRepublic)
  • 3 methods to enter fields in Microsoft Phrase (TechRepublic)
  • 10 time-saving tricks to velocity your work in Phrase (TechRepublic)
  • Easy methods to customise the Microsoft Workplace grammar checker (TechRepublic)
  • Easy methods to be part of and use Microsoft’s Workplace Insider program (TechRepublic)
  • Guidelines: Securing Home windows 10 programs (TechRepublic Premium)
  • Extra must-read Microsoft protection (TechRepublic on Flipboard)
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