Check readability and level in Microsoft Word
Last updated December 20, 2025
Anyone who writes a lot in Microsoft Word wants to know whether a text is actually understandable to the reader. Not only error-free, but also in terms of language level appropriate to the purpose and audience. Word offers built-in readability statistics for this purpose, based on internationally used measurement methods.
This article tells you how to turn on those statistics, how to view them and, above all, how to interpret the scores. Practically, without detours.
Viewing readability statistics in Word
Microsoft Word shows readability statistics only after a spelling and grammar check has been performed. The exact steps vary by version.
Word 365 and recent versions
- Open the document you want to check.
Make sure the full text is final, because Word includes everything in the calculation. - Go to the tab Start and select Editor.
The Editor checks spelling, grammar and style. - Select Document Statistics.
Word indicates that it is calculating the statistics. After confirmation, a window appears that includes readability and level.
Older versions of Word
- Go to File > Options > Control.
Here you set what Word should check. - Finch Checking grammar with spell check to.
No readability statistics are shown without this option. - Switch Display readability statistics in.
This is a separate setting and is often off by default. - Start Spelling and grammar from the document.
Upon completion, the readability data window automatically opens.
What exactly Word measures
Word uses two well-known methods to determine readability. Both are based on sentence length and word complexity.
Flesch Reading Convenience
This score ranges from 0 to 100. The higher the score, the simpler the text.
- 90-100: very simple (short sentences, simple words)
- 60-70: standard business or informational level
- 30-50: complex, suitable for professional audiences
For most business documents, a score between 60 and 70 is realistic and desirable.
The calculation is based on:
- average sentence length
- average number of syllables per word
You also see these values reflected in the statistics screen.
Flesch-Kincaid Grade Level
This score translates the text to an American school level.
- 7.0-8.0: average adult reading level
- 10+: higher complexity, academic or technical
A score of 8.0 means that someone with the reading level of grade 8 or bridge class can understand the text. For manuals, explanations and customer communications, this is often a good starting point.
Influence of language settings
The language set in Word directly affects the readability analysis.
- Word calculates readability only for the last checked language
- For documents with multiple languages, sometimes you only get counts, not scores
- Some European languages lack Flesch scores entirely
Therefore, always check that the correct language is set via Check > Language Before drawing conclusions from statistics.
What you should and shouldn't do with these scores
Readability statistics are a tool, not a standard.
Use them to:
- check that texts are not unnecessarily complex
- assess variation in sentence length
- Maintain consistent language levels in longer documents
Do not use them as:
- absolute quality measure
- substitution of substantive assessment
- excuse to leave out technical terms where they are needed
A technical document may well remain technical, as long as it is clear.
Relevance to Mica IT
In practice, we at Mica IT often see that documents are correct in content, but unnecessarily complexly written. Readability statistics then help to objectively see where a text becomes too heavy without diluting the content.
Especially for manuals, internal documentation and customer explanations, these figures provide quick direction.
Looking on quietly?
Frequently Asked Questions
How reliable are readability statistics in Word?
They give a good indication, but are not all-important. The calculation looks only at sentence length and word complexity, not content or structure.
Why don't I see a readability score?
This is usually because readability statistics are not enabled or the document language does not support it.
What score is “good” for business writing?
In most cases, a Flesch Reading level between 60 and 70 and a Flesch-Kincaid level around 7 to 8 works best.
Do headings and lists count?
Yes, Word takes virtually all text. Even short headings can affect the average.
Can I see readability by paragraph?
No, Word only shows statistics for the entire document. For detailed analysis, rewriting and rechecking is the only option.
