Why Word’s Spelling Suggestions Differ Between Online and Cached Modes

When you use Word on Windows 11 or Windows 10, you might notice that spelling suggestions change depending on whether you are connected to the internet or working offline. The suggestions in online mode are powered by Microsoft Editor, which uses cloud-based AI and the latest dictionary updates. In cached or offline mode, Word relies on a local dictionary that is updated only when you install Office updates. This article explains the technical reasons behind these differences and shows you how to verify which mode you are using.

Why Spelling Suggestions Change Based on Connectivity

Word has two separate spelling engines. The first is the local spell checker, which has been part of Office for decades. It uses a static dictionary file installed with Office and updated only through major version upgrades or monthly quality updates. This local engine cannot recognize new brand names, technical terms, or slang that entered common use after your last Office update.

The second engine is Microsoft Editor, a cloud-based service that became the default suggestion provider in Microsoft 365 versions of Word. When you are online, every word you type is sent to Microsoft’s servers, which compare it against a constantly updated dictionary and AI models trained on billions of sentences. This engine can suggest corrections for emerging terms, industry jargon, and even contextual grammar issues that the local engine misses.

When you lose internet connectivity, Word automatically falls back to the local cached engine. The suggestions you see in offline mode are limited to the dictionary that was last synced to your computer. If you typed a new term while online and added it to your custom dictionary, that term will appear in both modes. But any suggestion that depends on the cloud model — such as a rare spelling variant or a company-specific proper noun — will disappear.

How to Check Which Mode Word Is Using

Method 1: Check the Editor Pane

1. Open the Editor pane
   Click Review > Editor. The pane opens on the right side of the window.
2. Look for the connection indicator
   At the top of the pane, you see either “Connected” or “Offline.” If it says “Connected,” Word is using cloud-based suggestions. If it says “Offline,” you are seeing cached suggestions.
3. Compare a test word
   Type a new or uncommon word such as “cryptocurrency” or a recent brand name. In online mode, Editor suggests corrections or passes it through. In offline mode, the same word is flagged as a misspelling unless it exists in your local dictionary.

Method 2: Review Connected Experience Settings

1. Open Account settings
   Click File > Account. Under Account Privacy, click Manage Settings.
2. Check the connected experiences toggle
   Make sure “Turn on connected experiences to analyze content” is enabled. If it is off, Word will always use the cached dictionary even when you are online.
3. Restart Word
   Close and reopen Word for the setting to take effect.

Method 3: Examine the Local Dictionary

1. Open Proofing settings
   Click File > Options > Proofing.
2. Open Custom Dictionaries
   Click the Custom Dictionaries button. You see a list of dictionary files, including RoamingCustom.dic and Custom.dic.
3. View the word list
   Select a dictionary and click Edit Word List. Words you added manually while online are saved here and will be recognized in both modes. Words that the cloud engine recognized but you never added manually will not appear in this list.

If Suggestions Still Differ After Checking Settings

Word Shows Different Suggestions on the Same Document

This usually happens when you open a document that was last edited on a different computer. The cloud engine uses your Microsoft account profile, which stores your custom dictionary and language preferences. If you switch computers, the local dictionary on the new machine may not have the same custom words. To sync custom dictionaries across devices, ensure you are signed in with the same Microsoft 365 account and that roaming settings are enabled.

Editor Suggests Changes That the Local Engine Does Not

The cloud engine can suggest style improvements, conciseness, and formal language alternatives. The local engine cannot do this. If you see suggestions about sentence clarity or wordiness, you are definitely in online mode. If you only see basic spelling corrections (red squiggles), you are likely in cached mode or connected experiences are turned off.

Custom Dictionary Words Are Not Recognized Offline

If you added a word to your custom dictionary while online, it should be recognized offline. If it is not, the custom dictionary file may be corrupted. Navigate to %AppData%\Microsoft\UProof in File Explorer. Locate Custom.dic and RoamingCustom.dic. Rename each file to Custom.old and RoamingCustom.old. Restart Word and add the word again. This forces Word to create a fresh dictionary file.

Online vs Cached Spelling Engine: Feature Comparison

Item	Online Mode (Cloud Engine)	Cached Mode (Local Engine)
Dictionary source	Microsoft Editor cloud servers, updated continuously	Local dictionary file installed with Office, updated monthly
New word recognition	Recognizes emerging terms, brand names, and slang within days	Recognizes only words present at last Office update
Grammar and style suggestions	Provides contextual grammar, clarity, and formality feedback	Provides only basic spelling errors and simple grammar rules
Custom dictionary sync	Synced across devices via Microsoft account	Stored locally on each computer
Internet required	Yes	No
Privacy	Text is sent to Microsoft servers for analysis	All processing happens on your computer

If you need the most current suggestions and are comfortable with cloud processing, keep connected experiences enabled. If you work offline frequently or have strict privacy requirements, the cached engine provides reliable but less comprehensive spelling help. You can also add words to your custom dictionary while online so they are available in both modes.