If you write for children it’s important to know that the language and sentence structures within your work are suitable for the age range of your target reader. For the rest of us, it can be useful to get an idea of how accessible our writing is, i.e. is it understandable to most people or are our sentences and words too long?
The children’s author Lorraine Hellier recently introduced me to a function within Microsoft Word that measures the readability of manuscripts. It’s very easy to set up. Within Word take the following steps:
- In the ‘File’ tab, click ‘Options’.
- Select ‘Proofing’.
- Ensure the ‘Check grammar with spelling’ box is selected.
- Select the ‘Show readability statistics’ box.
Next time the spell check facility is used within a document, at the end you will be shown a ‘Readability Statistics’ pane. Among other things this shows the Flesch Reading Ease Index, the Flesch-Kincaid Grade Level and the percentage of passive sentences.
The Flesch Reading Ease index works on a 100 point scale, the higher the index, the easier a document is to understand. A score between 60 and 70 is acceptable for most documents.
The Flesch-Kincaid Grade Level gives a manuscript a US school grade level. This link gives a conversion from US school grade to age and to UK school year. Roughly, the US grade + 1 = UK school year. For example 5th grade = year 6 = age 10/11.
Writers for adults will find the passive sentence percentage most useful. Eliminating passive sentences makes any writing more immediate and effective. We often write passive sentences without noticing, so this is a great tool for highlighting the need to go back through a story and rewrite these phrases.
How easy to read (and active!) is your work?
#1 by juliathorley on April 4, 2017 - 8:30 am
What an interesting function this is. I shall definitely be using it. Thanks, Sally.
#2 by Sally Jenkins on April 4, 2017 - 11:55 am
Glad it’s going to be useful, Julia.
#3 by hilarycustancegreen on April 4, 2017 - 7:41 pm
I have tried to find this function. There is no ‘options’ under my file menu and putting readability or proofing into Help has no results. Can it be because I have Microsoft Word on a Mac?
#4 by Sally Jenkins on April 5, 2017 - 1:34 pm
I think it is different for Mac. I’ve just found this link, have a read and see if that works. Unfortunately I don’t have a Mac so can’t try it out.