Writing Tools

Microsoft Word Readability Statistics:

This feature on Word is a useful tool for improving your writing. I use it when I have finally finished with my rewrites and editing. As with anything it can be overused, and thereby, actually make your writing worse. You must first trust yourself and what is your truth. Trust that only you know exactly what you are trying to say and how.

Your goal is to write clearly, simply and so people can read what you have written easily. (Most people in the U.S. read at a 7th grade level. Keep in mind reading at a computer screen is 25% slower and the grade level is lower, too) (No. This doesn’t mean those who read from the computer are dumber. It means content on the Web is harder to read and comprehend. Did anyone doubt that?)This does not mean you have to dumb down your writing. What it does mean is as a writer you want to make it more conversational, thereby, more palatable.

Here’s what you’re shooting for:

Characters per average word----4.25 %
Word sentence length or lower-17
Sentences per paragraph---------5
Passive voice or less-------------5%
Flesch Reading Ease------------80%
Flesch-Kincaid grade level----5th

If your percentage of passive sentences is high bring that passive voice number down. Make an effort to use active verbs.

The Flesch Reading Ease and Flesch-Kincaid Grade Lever are based on the average words per sentence and average number of syllables per word. If your Flesch Reading Ease is below 70, revise. Check sentence length. Use smaller, more specific words. Short words have more power. If the score is below 80, your work still bares looking at one more time.

Here’s how you turn on readability statistics:

• Click on Office Button
• Click Word Options
• Click Proofing
• Check Show Readability Statistics
• Click OK

You can see the readability by pressing F7 to run spell and grammar check. When that is finished running the readability statistics will come up.

To check the readability of a selection simply select text, press F7, then click ‘NO’ when asked if you would like to continue checking the rest of the document. Readability dialog will come up.

Quick solutions to improve scores:

• Cut adjectives and adverbs-one adjective or adverb per sentence is a good basic rule.
• Active sentences say clearly who did what. Make sure most of your writing is active.

Another useful tool on Word is the Find and Replace feature:

• Search for passive words. I keep a list and then employ my Find and Replace feature on Word. It takes time but by using this tool I’m at least aware of what might be weak sentences and I have one more opportunity to improve my work.
• The Find and Replace feature also finds other problem words: which/that, use/used, all forms of to be words, to/too, words you tend to over use. I’ve made up a list and I go through it in the final edit.