How can I easily switch my Editor languages in Outlook

Hi Johan DC,

Thanks a lot for sharing such an important topic for us who we are multilingual, often even within the same email (in my case from Basque to English and Spanish), as it's shown by the responses that this thread created by your post is still receiving almost two years later (last entry was done on last March 27, 2025). I have read all the replies, and I think I have found two more optimal solutions than the ones I have read in the thread:

option 1) to create a command button for direct access to set language for correction,

and option 2) to create a "Quick element" that you can insert at the beginning of the creation of a new email.

Here is how I have implemented them using Outlook 2021 (I'm sure they can be replicated in former and later versions as well):

Option 1) To create a Command Button for direct access to language assignation**:**

The end result will be that you will only need to click 3 times (instead of 5 times) to assign an specific language to a piece of text;

Steps to create (for the first time) the direct access to the Command :

1. Open a new email.
2. On the left area of the "file name" line of the window of the new email > "personalize the tools bar for fast access" > "More commands..." :

3. Choose the "Review tab" > "set language for correction" command > "add" > (once it's added to the right box) click on "accept":

4. From now on the "set language for correction" command, will be available in one click for any future new emails:

Option 2) To create a Quick Element:

To create a quick element that contains "empty lines" that have a pre-assigned language for correction, so you can insert them in any new email.

To create it you need to create a new email in which you add one line for each language you use, and to "set language for correction" to each line. Then select all those lines and "create" a Quick element. You will be able to inset those lines in each new email by only a couple clicks. And what ever you write in each line will be correcting into its own language... you could even copy the line of the language of choice and paste it within a paragraph, and each segment of the paragraph will be corrected to its own language... It sound more complex than it is.

Here a screen shot on how to create it: "select the lines" > go to "Insert" tab"> "quick element" > "Save selection into Gallery" (it will request you to give it a name, which will be available to be used in the future it to insert it into new emails):

Here how to insert the create "quick element" in new emails:

Here the link to a video tutorial on how to create "quick elements" (go to moment: 3m40s): https://www.youtube.com/watch?v=RSlfhjbIoK8

I hope that one of the options might be helpful.

Regards,

Sabin

Same issue here: working in Danish, Swedish, Norwegian, English, French, Dutch and Spanish...and the best Microsoft can offer is a roundabout solution for THREE languages...****?! WHY limit it to three?? Would more languages use up all available system memory / fill the harddrive? I. Don't. Understand. This. Limitation...?!

Working for a client the next 18 months, and locked to Windows...never missed my Mac more IN MY LIFE! :-(

It worked! Thanks for the video, very helpful. But what a massive fail for MS on this function!

They should also come up with a way to search the language in the list (by starting to type the work) vs having to scroll...

There is no OK button to click on after I choose the language from the lsit. So, when I close the window, it keeps reverting back to the orginal language. I've tried 15 times... I know I'm in the irght place, but there is no ok button on the Microsoft Editor Setting pop up window??

Hello Johan DC

Thank you for posting in Microsoft Community.

I understand that you have an issue in regard of switching to different language when writing in Outlook. Let’s work together in finding the best resolution to this issue.

For me to better understand the issue, I’d like to ask a few questions:

• Are you using Outlook app or Outlook.com?
• When did this issue happened?
• What is the current version and build of your Windows computer? Press the Windows key + R type winver then hit Enter.

You can easily switch your editor languages in Outlook by following these steps.

• When drafting an email, select the (…) overflow menu on the simplified ribbon, or Editor on the Classic ribbon.
• Select Editor > Editor Settings.
• Locate the Proofing language box and select the down arrow to display the list of available languages.
• Scroll as needed to locate and select a language.
• Click OK to apply the change.

You can also change your Outlook language by following these steps:

• Open Outlook and click on “File” in the top left corner.
• Click on “Options” in the left-hand menu.
• Click on “Language” in the left-hand menu.
• Select your preferred language from the drop-down menu.
• Click “OK” to save your changes.

We look forward to your next response.

Regards,

Jason Guer

Microsoft Community Moderator