How to Use Writing Tools on a Mac

Apple Writing Tools on a Mac can proofread text, rewrite it in different styles, summarize long passages, and create lists or key points. You can usually access these tools from a selected block of text in a supported app by Control-clicking it or opening the Edit menu.

Quick Answer

To use Writing Tools on a Mac:

Open a supported app, such as Mail, Messages, Notes, or TextEdit.
Type or paste text.
Select the text you want to work with.
Control-click the selection, or open the app’s Edit menu.
Choose Writing Tools, then select an option such as Proofread, Rewrite, Friendly, Professional, Concise, Summarize, or Key Points.
Review the result and choose whether to replace the original text, insert the revised version, or keep your original.

The exact options depend on the app, the selected text, your Mac’s hardware and software support, and the language being used.

What Are Writing Tools on a Mac?

Writing Tools are built-in macOS features that help you revise text without switching to another app. Depending on where you use them, they can:

Correct spelling and grammar
Proofread writing
Rewrite text while preserving its general meaning
Change the tone to sound more friendly or professional
Make writing more concise
Summarize an article, note, email, or other passage
Extract key points
Turn selected text into a list or table in supported situations

Writing Tools generally work on text that you can edit or select. They are not limited to Apple’s own apps, but support varies between apps.

Check Whether Your Mac Supports Writing Tools

Writing Tools require compatible Mac hardware and software. Availability also depends on the language and region selected on your Mac.

Before troubleshooting, make sure your Mac is using a supported version of macOS and has enough free storage for system updates. To check your Mac’s software:

Open the Apple menu in the upper-left corner.
Choose About This Mac.
Check the macOS version shown in the window.
If an update is available, open System Settings and select General > Software Update.

To check your Mac model and processor, choose Apple menu > About This Mac. Some Writing Tools features may require a newer Mac model or a compatible Apple silicon processor.

Check the language

Writing Tools do not necessarily support every language available for macOS. To review your language settings:

Open System Settings.
Select General.
Click Language & Region.
Review Preferred Languages and Region.
Add or move a supported language if necessary.

Changing your preferred language can affect menus, spelling dictionaries, and other system behavior. If you change the primary language, macOS may require you to log out or restart. Save your work first.

How to Proofread Text on a Mac

The Proofread option checks selected writing for common spelling, grammar, punctuation, and wording issues. It is useful for email messages, schoolwork, notes, and documents.

Open an app that supports text editing.
Create a new document or open an existing one.
Select the passage you want to check.
Control-click the selection.
Choose Writing Tools.
Select Proofread.
Review the suggestions.
Accept, ignore, or revise the changes as appropriate.

In some apps, proofreading may appear directly in the contextual menu rather than inside a Writing Tools submenu.

Use built-in spelling and grammar checking

macOS also includes traditional spelling and grammar tools:

Open an editable document.
Open the Edit menu in the menu bar.
Choose Spelling and Grammar.
Select an available command, such as Show Spelling and Grammar or Check Spelling While Typing.

The names and availability of these commands can vary by app. A red underline usually indicates a possible spelling error, while a grammar suggestion may be displayed differently depending on the application.

How to Rewrite Text in macOS

The Rewrite feature can revise selected text while keeping the main idea. It is useful when your writing is unclear, repetitive, too informal, or too long.

Select the text you want to revise.
Control-click the selection.
Choose Writing Tools > Rewrite.
Review the rewritten version.
Select the command to replace the original text or insert the revision, if available.

Always compare the revised text with your original. A rewrite can change emphasis, remove details, or make a statement sound stronger or weaker than you intended.

Change the tone

Depending on the app and supported features, Rewrite may include tone choices such as:

Friendly: More conversational and approachable
Professional: More formal and businesslike
Concise: Shorter and more direct

To change the tone:

Select the text.
Open the contextual menu by Control-clicking the selection.
Choose Writing Tools > Rewrite.
Select a tone, such as Friendly, Professional, or Concise.
Review the result before replacing your original text.

Tone options are best used as a starting point. Check names, dates, technical terms, and other details manually.

How to Summarize Text on a Mac

Writing Tools can shorten a long passage into a summary. In supported apps, you may also be able to create a list of key points.

Select the text you want to summarize.
Control-click the selection.
Choose Writing Tools.
Select Summarize or Key Points, depending on the options displayed.
Review the result.
Copy or insert the summary where you need it.

For the most useful result, select enough text to provide context. A single sentence may not contain enough information to summarize accurately.

Create a list or table

Some apps offer additional formatting options after you select text. These may include turning information into a list or table.

Select the relevant text.
Control-click the selection.
Open Writing Tools.
Choose the available list or table option.
Check that the structure matches the original information.

Review tables carefully. Text that contains dates, prices, names, or other precise information should always be checked against the source.

Use Writing Tools in Different Mac Apps

Writing Tools work most reliably in apps that use standard macOS text-editing controls. The menu location and available commands can differ.

Mail

Writing Tools can help revise an email before you send it.

Open Mail.
Create a new message or reply to an existing one.
Write your message.
Select the paragraph or paragraphs you want to revise.
Control-click the selection.
Choose Writing Tools and select Proofread, Rewrite, or another available option.
Check the recipient, attachments, names, and facts before sending.

For sensitive email, review your organization’s privacy rules before using text-processing features.

Messages

You can use Writing Tools while composing a message in Messages when the app provides the feature.

Open Messages.
Select a conversation.
Type your message.
Select the text.
Control-click the selection.
Choose Writing Tools.
Select the desired writing option.
Review the revised message before clicking the Send button.

Be especially careful with short messages. A small wording change can alter the meaning or tone.

Notes

Writing Tools are useful for organizing meeting notes, drafts, and copied research.

Open Notes.
Select a note or create a new one.
Highlight the text you want to process.
Control-click the selection.
Choose Writing Tools.
Select an option such as Proofread, Rewrite, Summarize, or Key Points.

If the note contains important original material, duplicate it before making substantial changes. To make a copy, select the note and choose File > Duplicate Note, if that command is available.

TextEdit and other document apps

In TextEdit and many third-party apps, the process is similar:

Open the document.
Select editable text.
Control-click the selection.
Look for Writing Tools.
Choose the available action.
Review the result and save only after confirming that it is correct.

Some applications use their own text editor and may not expose macOS Writing Tools. A browser text box, web-based editor, or specialized writing app may provide only some options—or none at all.

Use the Edit Menu Instead of Control-Clicking

If you cannot find Writing Tools in the contextual menu, try the menu bar:

Select text in the document.
Open Edit.
Look for Writing Tools.
Choose the available proofreading, rewriting, or summarizing command.

You can also try right-clicking the selected text if your mouse or trackpad is configured for secondary clicking. On a trackpad, secondary click is commonly performed with a two-finger click.

Privacy and Sensitive Information

Before using Writing Tools, consider the content you are selecting. Text may be processed using system features and, depending on the feature and configuration, additional Apple services. Avoid selecting confidential information unless you understand the applicable privacy settings and your organization allows it.

Use extra caution with:

Passwords and security answers
Financial account information
Medical records
Legal documents
Customer or employee data
Private business information
Unpublished research or copyrighted material

Writing Tools are not a substitute for professional proofreading, legal review, medical advice, or fact-checking. Always verify the output before sharing it.

Why Writing Tools May Be Unavailable

Writing Tools can be missing even when your Mac appears to meet the basic requirements. Common causes include unsupported hardware, an unsupported language, an incompatible app, or text that is not editable.

The Mac does not support the feature

Check Apple menu > About This Mac to identify your Mac model and processor. Then install available updates through System Settings > General > Software Update.

The language is not supported

Review System Settings > General > Language & Region. Writing Tools may not appear for text written in a language that the feature does not support.

The app does not support Writing Tools

Try the same text in a built-in app such as TextEdit or Notes. If the options appear there but not in the original app, the original app may use a custom editor or restrict system writing features.

No text is selected

Writing Tools usually require selected text. Drag across at least a sentence or paragraph, then open the contextual menu again.

The text cannot be edited

You may not be able to use Writing Tools on:

A PDF opened in a viewer
A screenshot or image
A locked document
A webpage element that does not allow editing
Text in a protected form

Copy the text into TextEdit or Notes if you have permission to do so, then try the feature there.

The menu is present but options are dimmed

A dimmed command may indicate that the selected text is too short, the app does not support that action, or the current document is read-only. Select a longer passage in an editable document and try again.

Writing Tools stop responding

Try these steps in order:

Click another part of the document and select the text again.
Save the document.
Quit and reopen the app.
Restart the Mac.
Install available macOS and app updates.
Test the feature in Notes or TextEdit.

Warning: Before quitting an app or restarting your Mac, save your work. Unsaved changes may be lost.

Frequently Asked Questions

Can I use Writing Tools in any Mac app?

No. Writing Tools depend on app support and the type of text field being used. They often work in Apple apps and standard document editors, but some websites and third-party applications may not support them.

Can Writing Tools correct an entire document?

You can select a large amount of text, but smaller sections are usually easier to review. For long documents, work one section at a time so you can compare each result with the original.

Does Proofread fix every error?

No. Proofread can miss errors or suggest changes that do not fit your meaning. It may not recognize specialized terminology, names, regional usage, or intentional wording.

Can I undo a Writing Tools change?

Usually, you can use Edit > Undo immediately after a replacement or insertion. If you have made several changes since then, undo may affect more than the Writing Tools result.

Save a copy of important text before making major revisions.

Can I use Writing Tools offline?

Availability can depend on the specific feature, Mac hardware, language, and system configuration. If an option is unavailable without an internet connection, reconnect to the internet and try again. Do not assume every Writing Tools feature works offline.

Why does the result change the meaning of my writing?

Rewriting and summarizing involve interpretation. They can omit details or alter emphasis. Treat the result as an edit to review—not as an automatically accurate replacement.

Do Writing Tools work with text in a PDF?

Usually, you must be able to select and edit the text. A PDF viewer may allow copying but not editing. If permitted, copy the text into TextEdit or Notes, then use Writing Tools there.

Final Thoughts

Writing Tools make it easier to proofread, rewrite, summarize, and adjust the tone of text on a Mac. Select text in a supported app, open Writing Tools from the contextual or Edit menu, and choose the operation you need. For dependable results, use a supported language, keep macOS updated, review every suggested change, and avoid submitting confidential information unless you understand the privacy implications.