If you need to send an email that includes more than one language, you must ensure to run a spell check for all the languages used. Since most emails from the US or UK use English as their primary language, Outlook may have set your spell check to English by default. So it is important to run a spell check on all languages.
Unfortunately, Outlook cannot run a spell check for multiple languages simultaneously. Instead, you must spell-check languages one at a time. To do that, you need to change the language setting for each language manually. Below is a brief outline of how you can do this:
- Click on the three small dots.
- Select ‘Editor.’
- Choose ‘Editor Settings.’
- Select the language you would like to spell check.
- Click on ‘OK.’
This blog post will cover the following:
- The importance of spell check
- Using multiple languages
- How to run spell check for multiple languages
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The importance of spell check
Ensuring all the emails you send out have been checked for spelling and grammatical errors is a vital step before pressing the send button. But why is it important to ensure you have used Outlooks spell check? Although it ensures consistency and clarity in your emails, there are many reasons why correct spelling and grammar are essential to your emails. Below are some of the reasons why spell-checking your emails is such a vital practice.
- Promotes better communication: If your email contains misspelled words, the message you are trying to convey to your recipients can get lost. People usually find it very frustrating when a professional email contains spelling and grammar errors, meaning they have to guess what the misspelled word is. This takes the focus off the message and highlights the mistakes of the email instead.
- Leaves a good impression: Checking for correct spelling and grammar is especially vital if you’re applying for a new role or communicating with others in the industry for collaboration. Whatever the season for your email, having an email without errors always leaves a good impression and makes the recipient view you positively.
- Ensures consistency: One thing to remember when sending emails in English is that some words have different spellings depending on whether you’re using British or American English. It is important that you stick to the same style of English throughout the entire email. If you don’t do a spell check before sending your email, you may miss any words where you have used the wrong type of English. This can end up being quite confusing for the reader.
Using multiple languages
If your organization has worldwide clients from several different countries, it’s a good idea to incorporate other languages into your emails. For example, suppose your emails are being sent to many clients from the US, Japan, and Russia. Instead of writing exclusively in English, you can be more inclusive and write the email in Japanese and Russian underneath the English. Doing so can leave a good impression on international clients.
One of the most significant benefits of using multiple languages in your emails is that it can greatly help expand your reach. For example, suppose one of your international clients is impressed by your efforts to include their language. In that case, they may forward your email to other people they know who may be interested in your product or service, resulting in a much broader reach. It’s important to remember that your number of customers has the potential to double if you keep your marketing and communications as inclusive as you can.
Including other languages in your emails helps promote your organization as customer-centered, which can positively impact your brand image and reputation.
How to run spell check for multiple languages
As explained briefly above, there is no way of running a spell check for multiple languages simultaneously in Outlook. Instead, you need to run individual spell checks for each language used in your email. Please follow the steps below to learn how to do that.
- Click on the three small dots.
Underneath the text box where you type out your email, select the icon with three dots.
2. Select ‘Editor.’
When the list of options appears, select ‘Editor.’
3. Choose ‘Editor Settings.’
Then another smaller list will appear. From here, select ‘Editor Settings.’
4. Select the language you would like to spell check.
A small window will appear with spell check settings. Select the language you would like to run a spell check in.
5. Click on ‘OK.’
Then click on ‘OK’ to save the changes you have made. Ensure you repeat this process for each language you have included in your email.
If your organization has international customers and clients, it is vital to ensure they feel valued and that your organization is being thoughtful towards their needs. One of the most effective ways to do this is to provide emails to foreign clients that include their native language. Not only does this help with your brand image, but it also gives you the potential to grow your reach to other parts of the world, increasing your customer base.
However, simply including multiple languages isn’t enough. You must ensure that the spelling and grammar are up to scratch. Unfortunately, Outlook doesn’t yet have the function to run a spell check for multiple languages at the same time. This blog post shows how you can Run a spell check in Outlook for all the languages you have used to ensure there are no errors in your emails.