How to Add and Use Custom Dictionaries in Microsoft Word

Custom dictionaries in Microsoft Word allow you to add specific words or terminology that are not recognized by default, such as industry jargon, proper names, or slang. This helps prevent unnecessary spelling errors and improves your editing efficiency. Whether you’re a student, professional, or writer, setting up custom dictionaries ensures your unique vocabulary is always recognized, saving you time and reducing interruptions during your workflow. Before starting, ensure you have Microsoft Word installed on your computer, and be prepared to access your language and proofing settings.

What You’ll Need

• Microsoft Word installed on your computer (Word 2016, 2019, Microsoft 365, or later versions)
• A list of words or terms you want to add to your custom dictionary
• Optional: Administrative or editing permissions if using work or school computers with restricted access

Step-by-Step

1. Open Microsoft Word and create or open a document where you want to add custom words.
2. Click on the ‘File’ tab in the top-left corner of the window to open the backstage view.
3. Select ‘Options’ from the menu on the left side to open Word Options.
4. In the Word Options window, click on ‘Proofing’ from the list on the left.
5. Click on the ‘Custom Dictionaries…’ button located under the ‘When correcting spelling and grammar in Word’ section.
6. In the Custom Dictionaries dialog box, you’ll see a list of available dictionaries. Select the default dictionary (usually ‘Custom.dic’) or click ‘New…’ to create a new one if desired.
7. After selecting or creating your custom dictionary, click on ‘Edit Word List…’ to add new words.
8. Type each word you want to add in the ‘Word’ box, then click ‘Add’. Repeat this for all words you wish to include.
9. Once finished, click ‘OK’ to close the Add Word dialog box, then again click ‘OK’ to close the Custom Dictionaries window, and finally ‘OK’ to exit Word Options.
10. Back in your document, start typing the words you’ve added. If they are marked as misspelled, ensure your custom dictionary is enabled and selected.
11. To verify, right-click on a misspelled word that you’ve added and select ‘Add to Dictionary’ if it appears as an error. This confirms it’s stored in your custom dictionary.

Common Mistakes

• Not selecting the correct custom dictionary: Make sure the dictionary you want to add words to is active and checked in the Custom Dictionaries list.
• Adding words to the wrong dictionary: If you have multiple dictionaries, ensure you are editing the one linked to your document or language.
• Forgetting to save changes: After adding words, always click ‘OK’ or ‘Save’ to ensure your custom dictionary updates are stored.
• Using incorrect file formats: Custom dictionaries should be in the default ‘.dic’ format; avoid editing the file directly unless familiar with the format.

Tips

• Use the ‘Add to Dictionary’ option when Word flags a word as misspelled, to quickly include it in your custom dictionary.
• Maintain separate dictionaries for different projects or languages if needed, by creating new custom dictionaries.
• Export your custom dictionary for backup, especially if you work on multiple devices or reinstall Word.
• Regularly review and update your custom dictionaries to keep them relevant and manageable.

Troubleshooting

If your custom words are not recognized or your changes do not seem to take effect, try these steps:

• Ensure the custom dictionary is enabled: Go back to ‘Proofing’ > ‘Custom Dictionaries…’ and check that your dictionary is selected.
• Restart Microsoft Word to refresh the settings and ensure changes are applied.
• Check the file location of your custom dictionary (usually in the default folder). If moved or deleted, Word may not recognize it.
• If your custom dictionary is corrupted, delete it and recreate a new one following the steps above.
• Make sure your language settings match the language of your custom words to prevent mismatch issues.

Frequently Asked Questions

Can I share my custom dictionary with others?

Yes, you can export your custom dictionary file (.dic) and share it. Others can import it into their Word settings to use the same words.

How do I delete words from my custom dictionary?

Open ‘Proofing’ > ‘Custom Dictionaries…’, select your dictionary, click ‘Edit Word List…’, and remove unwanted words before saving.

Will adding words to the custom dictionary affect spell check in other Office applications?

Yes, custom dictionaries are shared across Office apps like Outlook and PowerPoint if they use the same language settings and dictionaries.

Can I create multiple custom dictionaries for different projects or languages?

Absolutely. In the ‘Custom Dictionaries…’ menu, click ‘New…’ to create additional dictionaries tailored to specific needs.

Is there a limit to how many words I can add?

While there is no explicitly documented limit, extremely large dictionaries may impact performance. Keep your custom dictionaries manageable.

What should I do if my custom dictionary is not appearing or working?

Ensure it is enabled in the Custom Dictionaries list, check for file corruption, restart Word, and verify the dictionary’s location and settings.

Adding and managing custom dictionaries in Microsoft Word is a powerful way to streamline your editing process, especially when dealing with specialized vocabulary. By following these steps, avoiding common mistakes, and knowing how to troubleshoot, you can ensure your custom words are always recognized, making your document editing faster and more accurate.

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