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How to apply my Proofing options to documents from other users

Sookikian, Steven 20 Reputation points
2026-02-03T15:45:46.02+00:00

Our team defined Proofing settings for AutoCorrect and Grammar & Refinements. We edit documents from other teams and each other. When I open a document from anyone not on our team, or an older document created before we changed our settings, the AutoCorrect and Grammar & Refinement settings are different. Sometimes they're the default and sometimes they're custom.

Can I apply my custom Proofing settings to documents from other users without manually selecting all the options for each document created by someone else?

Microsoft 365 and Office | Word | For business | Windows
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  1. Q&A Assist
    2026-02-03T15:45:57.58+00:00
    AI generated content. This question contains an answer created with AI from Q&A Assist. Learn more

    To apply your custom Proofing settings to documents from other users in Microsoft Word, you will need to manually set your preferred options for each document, as Word does not automatically apply your settings to documents created by others. However, you can streamline the process by using the following steps:

    1. Select All Text: Open the document and press Ctrl + A to select all the content.
    2. Access Language Settings: Go to Tools > Language and apply your desired language settings.
    3. Adjust AutoCorrect Options: You can also go to File > Options > Proofing to adjust your AutoCorrect and Grammar settings as needed for that document.

    Unfortunately, there is no global setting to automatically apply your custom Proofing options to all documents from other users without manual intervention for each document. You may want to communicate with your team about standardizing settings to minimize discrepancies.

    References:

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  1. Charles Kenyon 166.5K Reputation points Volunteer Moderator
    2026-02-03T18:13:34.0666667+00:00

    You can record a macro that you can then run to do this. You can attach a keyboard shortcut or QAT icon to the macro.

    1. Open a problem document.
    2. If this is for multiple people to use, save your document as a .dotm template.
    3. Start recording a macro giving it a name like ProofingFix. Make sure that it is being saved in the new template if you created one.
    4. You need not apply a keyboard shortcut at this time but you can.
    5. Go through the steps given by the AI bot.
    6. Stop recording your macro.
    7. If this is a new template, delete all of the text in the template and type something like: "This is a global template to hold the ProofingFix macro. Put it in your Word Startup Folder."
    8. You can attach a keyboard shortcut to the macro or a QAT icon. For either, be sure to save them in the same template that holds the macro.
    9. If you created a template, save your template and move it to your Word Startup Folder.
    10. If you created a template, open your problem document and run the macro.

    Resources:

    2 people found this answer helpful.
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