Software Microsoft

How to improve business communication with Microsoft's AI-powered Office 365 Editor

Microsoft recently made some updates to its machine-learning-powered proofreading tool, Editor. Here is how your business can take advantage of it.

Image: Microsoft

Microsoft Editor, the company's intelligent proofreader, recently got some usability updates, the company announced via a blog post on Tuesday. A new Editor pane will complement the existing Editor menu, providing more context and options for word choice when working in Microsoft Word.

Microsoft originally rolled out the feature in the summer of 2016, but the new update adds additional information to help writers better choose a word replace. It also will now allow users to scan and proof the document in one fell swoop, the post said.

For business professionals, the tool could potentially help them draft project proposals more efficiently, or make sure their sales email is grammatically sound before sending it to a potential client. Here's how you can use the feature.

SEE: Windows 10 makeover: Microsoft teases its new look

The new Editor pane will automatically roll out to Office 365 subscribers who are a part of the Insider Fast Level, the post said. Users must also have, at least, version 16.0.7920.1000 installed for it to work.

Note: The Gold flag feature is currently available in English only, but will come to more languages in the future.

As noted by ZDNet's Liam Tung, Editor uses red squiggles to mark spelling issues, blue double underlines to point out grammar concerns, and a gold dotted line for style issues such as redundancy or wordiness.

To use the pre-existing Editor features, users can simply right-click on a blue or gold marked word to access the options replacement. Upon right-clicking, a window will pop up over the word displaying an option that says "Clarity and Conciseness," which users can mouse over to receive suggested replacements.

However, the new pane provides even more context for potential replacements, in that it shows the edits within the original sentence, the post said. There are currently three ways to access the new Editor pane:

  1. Press the F7 key
  2. In the toolbar click "Review" and then click "Spelling & Grammar"
  3. Right-click on any word with the double blue underline or the gold dotted underline, mouse over "Clarity and Conciseness" and click "See More" at the bottom.
Image: Microsoft

At this point, the Editor pane should open on the right-hand side of your screen in Word. The Editor pane will provide different suggestions for each kind of marked word, and it will note what kind of edit it is suggesting. For example, the pane will say "Spelling" at the top of it, if the word in questions is perceived as a spelling error. Under that word will be suggested options to replace the word with, including synonyms for the words. To replace the existing word with one of the suggestions, simply click on the word you want.

For the blue-underlined words, the pane will read "Grammar" at the top. The original word will be noted, along with synonyms above where the full sentence is listed. Under the sentence, there will be suggested replacements, with their synonyms, as well. Just like with spelling errors, simply click the option you wish to replace the original word with.

Finally, for gold-underlined words, the pane will read "Clarity and Conciseness." Here the pane will suggest that you replacement a group of words with a single verb to simplify your message. It will show examples and offer suggested words that the user can click on to replace the section with.

To close the Editor pane, click the "X" in the top right corner of the pane.

Also see

Visit TechRepublic