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In New Outlook for Windows, spelling and proofreading controls are in the message composer’s Editor panel. Open a draft, choose Editor (use the … overflow menu if it is hidden), select Editor Settings, and then manage proofing languages or individual suggestion types. A proofing-language choice made while composing applies only to that draft. The Outlook interface language is a separate setting under Settings > General > Language and time.
Know which language setting you need
New Outlook has two similarly named but separate language controls. Choosing the wrong one can make it appear that Outlook ignored your change.
| Setting | What it changes | Where to change it | Scope |
|---|---|---|---|
| Proofing language | How Editor checks spelling, grammar and available refinements in message text | Open a draft, then Editor > Editor Settings > Manage spellcheck languages | Only the specific draft in which you make the selection |
| Outlook display language | The language used for New Outlook’s menus and interface | Settings > General > Language and time | The application setting, not one message |
If your misspelled words are being flagged in the wrong language, change the proofing language. If buttons and menus are in the wrong language, change the display language. Changing one does not automatically change the other.
Before you change a setting
Keep the message window open while changing proofing options. These controls belong to the composer, so they are easiest to find when a new message or saved draft is active. If you are reading a message, looking at the inbox or browsing account settings, the Editor controls may not be available.
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Also identify which Outlook client is running. The instructions in this article are for New Outlook for Windows. A classic Outlook window commonly exposes a File tab and a File > Options workflow. Similar message layouts do not mean that the two clients use the same proofing menus.
Finally, decide whether the whole draft is primarily one language or contains substantial passages in several languages. Editor checks according to the language selected for the draft. For a mixed-language message, you may need to choose the language that matches the passage you are reviewing and then read the other passages manually.
Change the proofing language for an email draft
These steps apply to composing or editing a message in New Outlook for Windows. The proofing-language choice is made from inside the draft rather than from the account’s general settings.
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- Open or create a draft. Start a new message or open an existing draft so that the message editor is active.
- Open Editor. Select Editor on the message toolbar. In a simplified ribbon, the control may be inside the … overflow menu; open that menu and choose Editor.
- Open Editor Settings. In the Editor panel, select Editor Settings.
- Manage spellcheck languages. Choose Manage spellcheck languages.
- Add a language. Under Proofing languages, select + Add another language. Choose or type the language you want, select Add, and then select Done.
- Wait for the recheck. Give Editor time to scan the draft again. Existing underlines may not change immediately while the language resources are applied.
The language selected inside email composition applies to that draft only. It does not set the language for every future message, change your account’s interface language, or establish a permanent mailbox-wide default.
If the language list includes a regional variant, select the entry that most closely matches the text you are writing. The important confirmation is that the language appears under Proofing languages and that you complete both Add and Done. Leaving the panel before those actions can make it seem as though the language was not accepted.
Use a different language in another draft
Repeat the same process in the other message. Because the selection is draft-level, a multilingual workflow may require choosing the appropriate proofing language whenever you start a message in a different language. Keep the language that matches most of the draft’s text; Editor is less useful when a single language is applied to a message containing substantial text in several languages.
Changing the setting in one draft should not be described as changing the setting in another draft. When a later message is checked in the wrong language, open that message’s own Editor settings and verify its proofing-language selection instead of changing the application language.
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Editor can classify issues such as spelling, grammar and style or refinement suggestions. You can control suggestion categories individually instead of turning the entire checking experience off.
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- With the draft open, select Editor.
- Select Editor Settings.
- Turn the controls for the suggestion types you want on or off.
- Select Reset to default if you want to restore the default combination of controls.
The exact placement of the Editor button can vary between the simplified and classic ribbon layouts, but the settings are reached through the message’s Editor control. Disabling a category changes what Editor reports; it does not change the words already written in the message.
Use the individual switches when you want spelling checks but do not want a particular style or refinement category, or when a category is generating suggestions that are not useful for the message. Use Reset to default when you are unsure which controls were changed and want to return to the standard arrangement before reviewing the draft again.
Review, accept or dismiss a suggestion
Editor can show issues as underlines in the message body and in its panel. Select an underlined word or a listed issue to see the available correction.
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- Ignore Once: Dismiss that occurrence without changing the message.
- Don’t check for this issue: Stop reporting that suggestion type in the current checking context.
Read a suggestion in context before accepting it. Names, product terms, quotations and intentional wording can look like errors even when they are correct. A correction offered for one language may also be inappropriate for a passage written in another language.
If you dismissed an issue and want Editor to detect it again, Microsoft advises closing and reopening the document, then returning to Editor. This is different from correcting a word: an ignored category may remain suppressed until the document is reopened.
Hide the suggestions count without hiding Editor
The number shown with Editor can be distracting when you are writing. You can hide that count while retaining access to the checking panel.
- Open the draft’s … overflow menu on the New Outlook ribbon.
- Choose Editor.
- In the adjacent Editor list, choose Hide suggestions count.
Hiding the count does not disable proofing. The Editor icon remains available when suggestions are present and when no suggestions are identified, so you can still open the panel to review the message. If you want to inspect the draft later, open Editor from its icon rather than relying on the numerical count as an indication that checking is active.
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Change New Outlook’s interface language
Use the general language setting when the problem is that New Outlook’s menus, labels or commands are displayed in the wrong language.
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- Select Settings in New Outlook.
- Open General, then select Language and time.
- Under Language (Country/Region), choose the language you want for the application.
- Select Save.
This setting is separate from the proofing language selected in a draft. You can, for example, keep the Outlook interface in one language while checking an individual message in another. Changing the display language will not, by itself, correct underlines in a draft or add a proofing language to that message.
Use the spelling checker with the keyboard or a screen reader
Microsoft’s New Outlook for Windows accessibility instructions provide a keyboard path to the spelling checker. The wording announced by a screen reader can help you confirm that focus is in the ribbon rather than the message body.
- Press F6 until the screen reader announces Ribbon tabs.
- Open Options.
- Choose Editor.
- Choose Open editor, then Spelling.
- The checker moves to the first misspelled word and opens the Spelling suggestions window.
This route is useful when the Editor button is difficult to locate with a mouse or when you need confirmation that keyboard focus has reached the ribbon. Use the announced labels rather than guessing based on visual position, because simplified and classic ribbon arrangements can place controls differently.
Account support and deployment details can vary, so this keyboard route should be treated as the New Outlook for Windows accessibility workflow rather than a guarantee for every Outlook account or client.
Understand language coverage before relying on Editor
Adding a language makes it available for proofing, but it does not guarantee that every Editor feature is available for that language. Microsoft lists spelling, grammar and refinements separately, and the available set differs by language.
- A language may support spelling checks without offering the same grammar analysis as another language.
- Refinements and style suggestions can have narrower coverage than basic spelling.
- Do not interpret the absence of a grammar or refinement suggestion as proof that the sentence is correct; the feature may simply be unavailable for that language.
This distinction matters when comparing two drafts. One language may produce spelling underlines and grammar suggestions, while another may produce only spelling feedback. That difference reflects feature coverage, not necessarily a problem with the draft or the language selection.
For important multilingual messages, read the complete draft yourself after Editor finishes. Automated suggestions are aids, not a substitute for checking names, terminology, quotations and mixed-language passages.
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Confirm that you are using New Outlook
The paths above are for New Outlook for Windows. If you see a File tab and a workflow such as File > Options, you are likely in classic Outlook instead. Classic Outlook has different proofing controls, so applying New Outlook instructions there will lead to missing buttons or different labels.
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Check the product you opened before changing settings. Do not assume that an identical-looking message window means the two Outlook versions share the same menus. If the product is classic Outlook, locate instructions specifically for that client rather than trying to force the New Outlook path.
Editor is not visible
- Open the message’s … overflow menu; simplified ribbons can move Editor there.
- Make sure a draft is open and the message body has focus. Editor is a composing tool, not a general account page.
- If the interface uses the classic Outlook layout, switch to the instructions for that client rather than searching for New Outlook labels.
Do not confuse the absence of a suggestions count with the absence of Editor. The count can be hidden, and the Editor icon can still be available when no suggestions have been identified.
The draft still shows the old language
- Confirm that you selected Add and then Done after choosing the language.
- Allow time for the system to recheck the draft; the underlines may take a moment to update.
- Check that you changed Proofing languages, not Language (Country/Region) under the general settings.
- For text containing several languages, verify that the selected language matches the section you are reviewing.
Reopen Editor after the recheck period and inspect both the underlined text and the Editor panel. A language change does not rewrite the message; it changes the checking rules used for subsequent review.
Suggestions disappeared after you dismissed them
Ignore Once dismisses an occurrence, while Don’t check for this issue suppresses that type of suggestion. If you want a dismissed issue to appear again, close and reopen the document and return to Editor, as Microsoft recommends.
If many suggestions disappear at once, review the controls in Editor Settings. A category may have been switched off rather than individually ignored. Reset to default can restore the standard controls when you cannot tell which category changed.
Language settings changed unexpectedly
Microsoft documented a service-side issue in which proofing-language settings could change unexpectedly. Microsoft says the issue was fixed worldwide in December 2024; the notice was last updated January 29, 2025. Treat that as historical troubleshooting context. If a current problem persists, first verify the Outlook version, the draft-level scope and the selected language before assuming the old incident is recurring.
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- Set the New Outlook interface language under Settings > General > Language and time only if you need different menus.
- Open the message you are about to send.
- Use Editor > Editor Settings > Manage spellcheck languages to add the language for that draft.
- Enable only the suggestion categories you want to review, or use Reset to default if previous changes made the results confusing.
- Wait for the draft to be rechecked, then review the underlines and Editor panel.
- Apply corrections selectively, using Ignore Once for intentional exceptions.
- Read the final message for terms and language features that Editor does not cover.
This sequence keeps application-language changes and message-level proofing changes separate, which makes it easier to diagnose whether a problem is a menu-language issue, a draft-language issue or a feature-availability limitation.
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For recurring multilingual work, keep the sequence as a pre-send checklist. Since the proofing choice is not a permanent setting for all future messages, verify the language each time a draft’s primary language changes.
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What these settings do not change
- A draft proofing-language choice does not become a permanent default for all new messages.
- Changing the application display language does not select the proofing language for a draft.
- Turning off a suggestion category does not rewrite existing text.
- Hiding the suggestions count does not turn off Editor.
- Adding a language does not guarantee identical spelling, grammar and refinement features across languages.
Final check before sending
Before sending a multilingual or important message, verify the language selected for the draft, wait for Editor to finish rechecking, inspect each suggestion in context and read the complete message manually. If the controls are missing, confirm that the window is New Outlook for Windows and look in the … overflow menu for Editor.
Frequently Asked Questions
Does changing the proofing language change Outlook’s menus?
No. The proofing language is selected in a draft through Editor settings. Change menus and other interface labels separately under Settings > General > Language and time.
Will a proofing-language choice apply to my next email?
No. Microsoft describes the choice made during composition as applying only to that specific draft. Repeat the process in another draft when its language differs.
Where is Editor if I cannot see it?
Open the message’s … overflow menu. In New Outlook’s simplified ribbon, Editor may be placed there instead of directly on the toolbar.
Why did the underlines not change immediately?
After adding a language, allow time for the system to recheck the draft. Confirm that you selected Add and Done, then reopen Editor to review the updated results.
Can I turn off grammar or style suggestions but keep spelling?
Yes. Open Editor > Editor Settings and switch individual suggestion types on or off. Use Reset to default to restore the standard controls.
What is the difference between Ignore Once and Don’t check for this issue?
Ignore Once dismisses one occurrence. Don’t check for this issue suppresses that suggestion type in the current checking context. To have a dismissed issue detected again, close and reopen the document and return to Editor.
Does every proofing language support the same Editor features?
No. Microsoft lists spelling, grammar and refinements separately, and coverage differs by language. A language may support spelling without offering the same grammar or refinement suggestions.
How can I open spelling suggestions with the keyboard?
In New Outlook for Windows, press F6 until Ribbon tabs is announced, open Options, choose Editor, then Open editor and Spelling. The checker moves to the first misspelled word and opens the Spelling suggestions window.
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For a message-level language change, use Editor > Editor Settings > Manage spellcheck languages inside the open draft, then add the language and choose Done. Use the same panel to control suggestion categories or hide the suggestions count. Change New Outlook’s menus separately under Settings > General > Language and time, and remember that Editor’s spelling, grammar and refinement coverage varies by language.
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