Office Settings & Configuration

Fix Microsoft Word Spell Check Not Working on Pasted Text

Elise Williams Oct 7, 2026 869 views

Question details

The user needs to make Microsoft Word properly flag spelling and grammar errors in text pasted from other sources like Outlook.

How to Fix Microsoft Word Spell Check Not Detecting Errors in Pasted Text

Product: Microsoft Word
Device & OS: not provided
Scenario: Pasting HTML-formatted text from an external application or email client into a Word document.
Observed behavior: The spell check fails to detect obvious errors in the pasted text because the original formatting contains hidden settings that disable proofing for those specific characters.

Before you start

Ensure that the spell check feature is globally enabled in your application's proofing options (File > Options > Proofing) before troubleshooting text-specific formatting issues.

Solution 1Recommended

Clear Proofing Restrictions in Language Settings

Use this solution to remove hidden formatting that disables spelling and grammar checks on pasted blocks of text.

When you paste text from emails or web pages, Word often retains the source's language and proofing formatting. This means the 'Do not check spelling or grammar' option might be silently applied to the pasted content, overriding your general spell check settings.

Select the Affected Text

Highlight the pasted text that is not being checked. To apply the fix to the whole document, press Ctrl+A to select all text.

Open Language Options

Navigate to the 'Review' tab on the top ribbon, click on 'Language', and then select 'Set Proofing Language'.

Clear the Exemption Box

In the dialog box, locate the 'Do not check spelling or grammar' checkbox. Click it until it is completely clear (make sure it is not checked or filled with a solid shaded square).

Confirm and Apply

Verify that the correct dictionary language is highlighted in the list above, then click 'OK' to apply the changes.

Clear Proofing Restrictions in Language Settings

Quick Access Tip: You can right-click the Word status bar at the bottom of your screen and select 'Language' to add a shortcut. This allows you to quickly verify proofing settings whenever you paste new text.

Solution 2

Paste Content as Unformatted Text

Prevent proofing issues by stripping out hidden HTML formatting at the moment you paste the text into your document.

Seamless Word Processing

Use WPS Writer for Reliable Spell Checking

WPS Writer provides a straightforward, highly compatible word processing environment. Its built-in spell check accurately detects errors in pasted text, ensuring your documents remain error-free without wrestling with complex hidden formatting.

1. Download and Open WPS Office: Install WPS Office for free and open the WPS Writer application.
2. Paste Your Content: Right-click the document area and select 'Keep Text Only' to paste your content without hidden formatting constraints.
3. Run Spell Check: Navigate to the 'Review' tab on the top ribbon and click on 'Spell Check' to instantly scan your text for errors.

100% compatible with Microsoft Word (.docx) document formatsReliable and fast built-in spell check toolEasy options to paste unformatted text seamlesslyFree, lightweight, and user-friendly interface

microsoft office alternative - wps office

Frequently Asked Questions

Why does Word only ignore spelling on some pasted paragraphs?

Proofing settings in Microsoft Word are applied at the character level, much like bold or italic formatting. If the source text was formatted to ignore spelling, Word retains that hidden attribute when you paste it as HTML.

How can I permanently stop Word from keeping source formatting when pasting?

You can change your default paste settings. Go to File > Options > Advanced. Scroll down to the 'Cut, copy, and paste' section, and change the default behavior for 'Pasting from other programs' to 'Keep Text Only'.

What does the shaded square box in 'Do not check spelling or grammar' mean?

A shaded or solid square box indicates a mixed state, meaning only part of your selected text has the 'Do not check spelling' rule applied. You must click the box until it is completely empty to ensure the spell checker runs on all selected text.

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