Once you have recorded the Flesch-Kincaid Grade Level and Passive Sentences scores, go back to File > Options > Proofing and click on “Recheck Document.” This time, go through each suggestion and fix any issues. Word clearly thinks this sentence is passive and hard to read with a Flesch-Kincaid Grade Level of 17.4! The agreement “shall continue in force for a period of five years from the date it is made, and thereafter for successive five year terms, unless and until terminated by one year prior notice in writing by either party.” This is a good test as the wording is grammatically correct but does not mean what Rogers’ intended. To do this, select “Review/Spelling & Grammar.” After checking the spelling and grammar, Word will give you a score.Īs a simple test, we will use the text from the Rogers’ “Million Dollar Comma” case. This is where you will find the settings for passive voice, misused words, jargon, wordiness and other important plain language style measurements.īefore starting work on plain language editing a document, it is a good idea to measure your starting point. Under Style in the same dialog box, make sure every box is checked.You will get another list of items to check off. Beside the Writing Style heading, select “Grammar & Style” and click the “Settings” button.Go to File, then Options and then select Proofing.To set up Word for plain language editing, you must change the proofing settings: Word is not a plain language editor out of the box – it requires changes to some settings. It is also an excellent tool for identifying problems and solutions to common plain language issues such as language comprehension level, punctuation, grammar and overuse of passive voice. It is the most common format for sharing documents. The following chart compares the three tools:Īlmost every office in Canada uses Microsoft Word. WriteClearly: A simple plain language browser bookmark that highlights complex legal writing.Hemingway Editor: Loyal to its namesake, the Hemingway Editor helps you draft clear and precise language.Microsoft Word: The most common plain language editor has some powerful built-in features.At CPLEA, we use a combination of tools to look at where and how to clarify our writing:

Using tools to analyze and measure language simplifies plain language writing and editing.

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