How to Check Reading Levels in Microsoft Word (And Other Easy Tools)

Ever handed a piece of writing to someone only to have them stumble over complex words or sentence structures? That disconnect often comes down to readability, or how easy it is for your reader to understand your text. Knowing the reading level of your content can make all the difference, especially if you’re writing for a specific audience like students, young readers, or general audiences. Fortunately, Microsoft Word has a built-in tool to help you check reading levels with ease, plus other tools can be handy for quick checks on readability.

In this guide, we’ll walk through how to check reading levels in Word, introduce a few alternative tools, and offer some best practices. Let’s make sure your writing is both clear and effective!

Using Microsoft Word to Check Reading Levels

Microsoft Word makes checking reading levels simple, especially with its readability feature that includes both Flesch-Kincaid Reading Ease and Flesch-Kincaid Grade Level scores. These scores help gauge whether your content is suitable for a fifth-grader, an adult, or a specialist audience. Here’s how to get started.

Step-by-Step Guide to Enable Readability in Microsoft Word

1. Open Word’s Proofing Settings: Go to the File tab, select Options, and click on Proofing.
2. Enable Readability Statistics: Under the “When correcting spelling and grammar” section, check the box that says Show readability statistics.
3. Run a Spelling and Grammar Check: With your document open, press F7 or go to Review > Spelling & Grammar to start the check.
4. Once Word has reviewed your text, a pop-up box will show your readability statistics, including the reading level score.

This readability check is quick and efficient for general writing. But if you’re looking to gauge readability for other content types, you might find additional tools helpful. You can also try our Readability Calculator as an alternative for a fast online assessment.

Alternative Tools for Reading Level Assessment

While Microsoft Word is handy, it’s not always the best option for everyone. If you’re looking for more flexibility or specific features, try these online tools that focus on readability and clarity.

Understanding Flesch-Kincaid and Other Readability Scores

Knowing your score is one thing, but understanding what it means is key to making your content more readable. Here’s a breakdown of the main readability formulas you’re likely to encounter.

Understanding these scores helps you tailor your writing to meet readers where they are. You can use tools like our Readability Calculator for a quick check and our Sentence Length Analyzer to identify areas for improvement in sentence structure and readability.

Best Practices for Using Readability Scores

Understanding readability is one thing, but how do you apply it? Here are some practical tips to help make your content more accessible based on your readability scores.

• Shorten Sentences and Simplify Language: Long sentences can quickly make text more complex than it needs to be. Aim for 20 words or fewer per sentence, and break up long thoughts into two or more sentences. This makes your content more engaging and easier to follow.
• Use Simple, Familiar Words: Replacing complex or uncommon words with simpler ones can instantly improve readability. For instance, swap “utilize” with “use” or “commence” with “begin.” The simpler your language, the easier it is for readers to follow along.
• Avoid Passive Voice: Passive voice can be wordy and confusing. Instead of saying “The experiment was conducted by the team,” try “The team conducted the experiment.” Using active voice keeps your sentences short and to the point, making your writing feel more direct and engaging.
• Use Visual Cues to Break Up Text: Long paragraphs can overwhelm readers. Break up your content with bullet points, subheaders, and even short quotes to give readers visual breaks. This not only improves readability but also makes it easier to scan and find key points.

For more help structuring sentences, try our Sentence Length Analyzer to spot areas for improvement.

Choosing the Right Tool for Your Reading Level Needs

Each readability tool serves a unique purpose, so finding the best one for your needs is essential.

• For Quick Checks: Use Microsoft Word or our Readability Calculator if you’re looking for a fast, no-frills reading level check.
• For Detailed Editing: Tools like Hemingway and Grammarly offer detailed feedback, including tone adjustments and grammar recommendations, which can be particularly helpful for polished writing.
• For Student-Focused Content: The Flesch-Kincaid score in Word is ideal for creating content tailored to specific grade levels.

Experimenting with different tools will give you a better sense of which one aligns with your content style and audience. Each option has strengths, and using a combination can give you a well-rounded approach to readability.

Conclusion: Make Readability a Priority in Your Writing

Improving readability doesn’t mean oversimplifying your ideas. Instead, it’s about ensuring that your message is clear, accessible, and easy to engage with—qualities that any reader will appreciate. By using tools like the Flesch-Kincaid score in Microsoft Word or online readability calculators, you can keep your content polished and reader-friendly.

Remember, readability scores are a guide, not a rulebook. The more you practice writing with readability in mind, the more naturally it will come. Try out different tools, experiment with sentence length, and aim to make readability a habit. Ready to see where your content stands? Give our Readability Calculator a try and make readability part of your writing process. Happy writing!