How to Check Passive Voice in Word
Checking for passive voice in a document is an essential skill for anyone looking to improve their writing. The passive voice can make sentences sound weak and less direct, which is often not the desired effect. Word processors like Microsoft Word can help identify passive voice, but it’s important to understand how to use them effectively. In this article, we will discuss how to check passive voice in Word and provide tips on how to improve your writing by eliminating unnecessary passives.
Understanding Passive Voice
Before diving into the process of checking passive voice in Word, it’s crucial to understand what passive voice is. Passive voice occurs when the subject of a sentence is acted upon by the verb, rather than performing the action. This often results in a sentence structure where the focus is on the action rather than the doer of the action. For example, instead of saying “I am writing this article,” which is active voice, you might say “This article is being written by me,” which is passive voice.
Using Word’s Grammar and Spelling Checker
One of the simplest ways to check for passive voice in Word is by using the built-in grammar and spelling checker. Here’s how to do it:
1. Open your Word document.
2. Go to the “Review” tab.
3. Click on “Grammar” in the “Language” group.
4. Choose “Check Grammar” to run the checker.
5. Review the suggestions. The grammar checker will highlight sentences that may contain passive voice.
Identifying Passive Voice
When reviewing the suggestions from the grammar checker, look for sentences that use “to be” verbs (such as “is,” “are,” “was,” “were,” “be,” “being,” “been”) followed by a past participle (a verb ending in “ed”). These are often signs of passive voice. For example, a sentence like “The report was written by the team” is passive because the focus is on the report being written, rather than the team writing it.
Revising Sentences to Active Voice
Once you’ve identified a sentence with passive voice, it’s time to revise it to active voice. Here are some tips for making this transition:
1. Move the focus back to the subject by placing it at the beginning of the sentence.
2. Change the “to be” verb to an active form of the verb.
3. Remove the past participle and use the active form of the verb instead.
For example, instead of “The report was written by the team,” you could write “The team wrote the report.”
Using Tools and Resources
In addition to Word’s grammar checker, there are other tools and resources available to help you identify and eliminate passive voice in your writing. These include:
1. Online grammar checkers and style guides.
2. Writing workshops and courses.
3. Writing guides and handbooks.
Conclusion
Checking for passive voice in Word is an important step in improving your writing. By understanding the differences between active and passive voice and using the tools available in Word, you can create more direct and engaging sentences. Remember to always review your work and make revisions as needed to ensure your writing is clear and effective.
