Microsoft Word Screen Reader Manual

Microsoft screen reader support for Word

Purpose: This manual is written directly to a person learning Microsoft Word with a screen reader. It assumes little or no prior Word experience and explains what to press, what should happen, what your screen reader should announce, and how to recover when the result is different.

Reference version: The manual is written primarily for Word for Microsoft 365 on Windows. Many commands also work in Word 2024, 2021, 2019, and 2016, but ribbon wording can differ.

Screen readers: Core Word keyboard commands are taught first. Narrator, NVDA, and JAWS are covered separately so screen-reader commands are not mixed together.

How to Use This Manual

• Work through Parts 1-12 before focusing on your screen reader. Those sections teach Word itself.

• Do one action, stop, and listen to what changed before pressing another key.

• Word uses both direct shortcuts and the Ribbon. Direct shortcuts are usually faster once memorized.

• Alt activates Ribbon KeyTips. After pressing Alt, use the letters Word announces for the tab and command you want.

• F6 cycles among major Word regions such as document, Ribbon, status bar, and panes.

• Tab and Shift+Tab move between controls in dialogs and panes.

• Arrow keys move through text, menus, lists, and Ribbon controls depending on context.

• Narrator, NVDA, and JAWS all work with standard Windows text-editing keys.

• Use Word's built-in styles instead of making headings look like headings only with bold and larger font.

• Save often with Ctrl+S.

Part 1 - What Microsoft Word Is

Microsoft Word is a word-processing application for creating, reading, editing, formatting, reviewing, and sharing documents. Word documents commonly use the DOCX format.

• Document body: the main area where text is typed and edited.

• Ribbon: a set of tabs such as Home, Insert, Layout, References, Review, and View.

• Status bar: reports information such as page number, word count, and view.

• Navigation Pane: lets you search the document and move among headings.

• Comments pane: contains collaboration comments.

• Review features: Track Changes, accept/reject, comments, compare, spelling, and accessibility tools.

Part 2 - Open Word and Create a Document

2.1 Open Word from Windows Search

What you will learn: Start Microsoft Word without using a mouse.

Before you begin: Word must be installed.

Exactly how to do it

1. Press the Windows key.

2. Type Word.

3. Use Up/Down Arrow if more than one result appears.

4. Press Enter on Microsoft Word.

5. Wait for Word to open.

What should happen: The Word start screen or a document window opens.

If that does not happen: If Word does not appear in Search, Microsoft 365/Word may not be installed or may use a different organization deployment.

Practice: Open Word twice using Search.

2.2 Create a Blank Document

What you will learn: Start a new editable document.

Before you begin: Word is open.

Exactly how to do it

6. Press Ctrl+N.

7. Wait for a blank document.

8. Type: This is my first Word practice document.

9. Press Enter twice.

10. Type a second sentence.

What should happen: Text appears in the new document.

If that does not happen: If Ctrl+N opens a start screen instead of a blank file, choose Blank document with Tab/Enter.

Practice: Create a new document and type two short paragraphs.

Part 3 - Learn the Word Window and Ribbon

3.1 Move Between Word Regions with F6

What you will learn: Understand where keyboard focus is.

Before you begin: Open a document.

Exactly how to do it

11. Press F6 once.

12. Listen to the region or control announced.

13. Press F6 again.

14. Continue several times.

15. Use Shift+F6 to move backward through the regions.

16. Stop when focus returns to the document body.

What should happen: Focus cycles through Word's major regions.

If that does not happen: If F6 seems to do nothing, make sure Word is the active application and no modal dialog is open.

Practice: Cycle through all regions once.

3.2 Use Ribbon KeyTips

What you will learn: Reach a Ribbon command by keyboard.

Before you begin: Be in a Word document.

Exactly how to do it

17. Press Alt.

18. Listen for Ribbon KeyTips.

19. Press H for Home.

20. Listen as focus enters the Home tab.

21. Use Tab/Shift+Tab or arrow keys through controls.

22. Press Escape to leave the Ribbon and return toward the document.

What should happen: The Home Ribbon tab becomes active.

If that does not happen: If pressing Alt opens an application menu from another program, Word may not have focus.

Practice: Open Home, Insert, and Review tabs using Alt key sequences.

Part 4 - Type, Move, Select, and Edit Text

4.1 Correct a Typing Error

What you will learn: Move the insertion point to an exact location and replace text.

Before you begin: Type a sentence containing one deliberate error.

Exactly how to do it

23. Press Ctrl+Left Arrow to move backward one word at a time.

24. Use Left/Right Arrow to move one character at a time.

25. Press Backspace or Delete to remove the incorrect character.

26. Type the correct character.

27. Use your screen reader's line or word reading command to verify the correction.

What should happen: The correction occurs at the intended position.

If that does not happen: If text changes in the wrong location, press Ctrl+Home or Ctrl+End to establish a known position and navigate again.

Practice: Create three errors and correct all three.

4.2 Select and Replace a Word

What you will learn: Select text with the keyboard.

Before you begin: Place the caret next to a word.

Exactly how to do it

28. Hold Ctrl+Shift.

29. Press Left or Right Arrow to select the word.

30. Release the keys.

31. Type the replacement word.

What should happen: The selected word is replaced.

If that does not happen: If extra punctuation or spaces are selected, undo with Ctrl+Z and select more carefully.

Practice: Replace three words using selection.

Part 5 - Save, Save As, Open, and Close

5.1 Save a New Document

What you will learn: Choose a filename and location.

Before you begin: Have an unsaved document open.

Exactly how to do it

32. Press Ctrl+S.

33. If the Save As area appears, navigate to the desired folder/location.

34. Move to the File name field.

35. Type a descriptive filename without typing .docx unless Word requires it.

36. Move to Save.

37. Press Enter.

38. Wait for Word to return to the document.

What should happen: The document is saved as a DOCX file.

If that does not happen: If Word asks about another file format, choose DOCX unless you intentionally need another format.

Practice: Save a practice document to Documents.

5.2 Reopen a Saved Document

What you will learn: Find and open an existing Word file.

Before you begin: Know the filename or recent location.

Exactly how to do it

39. Press Ctrl+O.

40. Use the Recent list or Browse.

41. Navigate to the file.

42. Press Enter.

43. Wait for the document to load.

44. Use Ctrl+Home and begin reading.

What should happen: The correct document opens.

If that does not happen: If another file opens, close it with Ctrl+W and verify the filename before selecting.

Practice: Close and reopen your practice file.

Part 6 - Find and Replace

6.1 Find Text

What you will learn: Search within a document.

Before you begin: Open a document containing several paragraphs.

Exactly how to do it

45. Press Ctrl+F.

46. Type the word or phrase you want to find.

47. Press Enter if required.

48. Press Tab until the results list is announced.

49. Use Up/Down Arrow through results.

50. Press Enter on a result to move to it.

51. Press Escape to close the Navigation Pane when finished.

What should happen: Word moves to the selected occurrence.

If that does not happen: If the Navigation Pane seems confusing, press Escape and reopen with Ctrl+F.

Practice: Find three different words.

6.2 Replace Text

What you will learn: Replace one or all occurrences.

Before you begin: Open a practice document.

Exactly how to do it

52. Press Ctrl+H.

53. Type the old text in Find what.

54. Press Tab to Replace with.

55. Type the new text.

56. Tab to Find Next and activate it.

57. Use Replace to change only the current occurrence, or Replace All only when every occurrence should change.

58. Read Word's replacement count if shown.

What should happen: The intended text is replaced.

If that does not happen: If Replace All would change unintended text, press Escape and use Replace one occurrence at a time.

Practice: Replace one word safely, then undo.

Part 7 - Character and Paragraph Formatting

7.1 Apply Bold to Existing Text

What you will learn: Format selected text without retyping it.

Before you begin: Have text available.

Exactly how to do it

59. Select the word or phrase.

60. Press Ctrl+B.

61. Use your screen reader's formatting information command if available to confirm bold.

62. Press Right Arrow without Shift to clear the selection and move the caret.

What should happen: Selected text becomes bold.

If that does not happen: If newly typed text continues in bold unexpectedly, press Ctrl+B again to toggle bold off.

Practice: Bold and unbold a practice phrase.

7.2 Change Paragraph Alignment

What you will learn: Change how a paragraph is positioned.

Before you begin: Place the caret anywhere in a paragraph.

Exactly how to do it

63. Press Ctrl+E to center.

64. Listen for any screen-reader formatting feedback.

65. Press Ctrl+L to restore left alignment.

What should happen: The paragraph alignment changes.

If that does not happen: If only part of a paragraph changes unexpectedly, check whether text was selected.

Practice: Center a heading, then restore left alignment.

Part 8 - Headings, Styles, and Navigation Pane

Built-in heading styles are critical for accessibility. They let screen readers and Word's Navigation Pane understand document structure.

8.1 Apply a Real Heading Style

What you will learn: Make a section navigable to screen readers.

Before you begin: Type a short section title on its own line.

Exactly how to do it

66. Place the caret in the title line.

67. Press Ctrl+Alt+1 for Heading 1, or Ctrl+Alt+2 for Heading 2.

68. Move to the next paragraph and press Ctrl+Shift+N if you need to ensure Normal style for body text.

69. Open Navigation Pane with Ctrl+F.

70. Move to the Headings view/tab.

71. Confirm the heading appears in the headings list.

What should happen: The heading is recognized structurally, not just visually.

If that does not happen: If the heading is absent from Navigation Pane, it may have direct visual formatting rather than a built-in Heading style.

Practice: Create Heading 1 and Heading 2 sections and navigate between them.

Heading order: Use Heading 1, then Heading 2, then Heading 3 as structure requires. Do not skip levels solely to get a visual size.

8.2 Navigate by Headings

What you will learn: Jump through a long document.

Before you begin: The document contains built-in heading styles.

Exactly how to do it

72. Press Ctrl+F.

73. Move to the Headings tab in the Navigation Pane.

74. Use Tab/Shift+Tab and arrow keys until the heading list is focused.

75. Use Up/Down Arrow through headings.

76. Press Enter on the desired heading.

77. Press Escape to return to the document.

What should happen: The caret moves to the chosen section.

If that does not happen: If only search results appear, switch the Navigation Pane from Results to Headings.

Practice: Navigate to three headings without scrolling.

Part 9 - Bulleted and Numbered Lists

9.1 Create a Bulleted List

What you will learn: Create a true list that screen readers recognize.

Before you begin: Place the caret on a blank line.

Exactly how to do it

78. Press Ctrl+Shift+L.

79. Type the first item.

80. Press Enter.

81. Type the second item.

82. Press Enter.

83. Type the third item.

84. Press Enter twice to end the list.

What should happen: Word creates a structured bulleted list.

If that does not happen: If pressing Enter twice creates another blank bullet instead of ending the list, press Backspace once at the empty bullet.

Practice: Create a three-item grocery list.

9.2 Create a Numbered List from the Ribbon

What you will learn: Create a structured numbered sequence.

Before you begin: Place the caret on a blank line.

Exactly how to do it

85. Press Alt+H.

86. Press N to open Numbering.

87. Use arrow keys through numbering styles.

88. Press Enter on the desired numbering style.

89. Type each item and press Enter between items.

90. Press Enter twice to end the list.

What should happen: Word numbers each item automatically.

If that does not happen: If the numbering gallery does not open with the same key sequence, use Alt and listen to current KeyTips because Office updates can modify Ribbon KeyTips.

Practice: Create a five-step procedure.

Part 10 - Tables

Simple tables are accessible when they contain a predictable grid and a clearly designated header row. Avoid merged, split, or nested cells when possible.

10.1 Insert a Simple Table

What you will learn: Create a table by specifying rows and columns.

Before you begin: Place the caret where the table should appear.

Exactly how to do it

91. Press Alt+N to open Insert.

92. Use the current Ribbon KeyTip for Table, often T.

93. Choose Insert Table if needed.

94. Enter the number of columns.

95. Enter the number of rows.

96. Activate OK/Insert.

97. Type the first cell.

98. Press Tab to move to the next cell.

99. Continue through the table.

What should happen: A table appears and Tab moves from cell to cell.

If that does not happen: If you reach the last cell and press Tab, Word may add another row. Use Shift+Tab to move back if that was accidental.

Practice: Create a 3-column by 4-row table.

10.2 Make the First Row a Header Row

What you will learn: Help screen readers identify column names.

Before you begin: The table has a first row containing column headings.

Exactly how to do it

100. Place the caret anywhere in the table.

101. Use the Table Design/Layout contextual tabs that appear on the Ribbon.

102. Locate the Header Row option under Table Style Options.

103. Turn Header Row on.

104. Use Accessibility Checker afterward to verify the table.

What should happen: Word treats the first row as a header row in supported accessibility contexts.

If that does not happen: If the contextual table tabs do not appear, make sure the caret is inside the table.

Practice: Create a Name, Date, Status table with a header row.

Avoid: Merged cells, split cells, nested tables, and completely blank structural rows/columns can make screen-reader navigation difficult.

Part 11 - Links, Pictures, Alt Text, Headers, and Footers

11.1 Insert a Hyperlink with Meaningful Text

What you will learn: Create a link that makes sense when read out of context.

Before you begin: Select descriptive text such as 'Microsoft Accessibility Support'.

Exactly how to do it

105. Press Ctrl+K.

106. Move to the Address field.

107. Type or paste the web address.

108. Press Enter.

109. Read the linked text to confirm it is descriptive.

What should happen: The selected text becomes a hyperlink.

If that does not happen: If the visible text is a raw URL, consider replacing it with descriptive text unless the URL itself is necessary.

Practice: Create one descriptive hyperlink.

11.2 Add Alt Text to an Image

What you will learn: Make an image understandable to someone who cannot see it.

Before you begin: Insert or select a picture.

Exactly how to do it

110. Select the image using Word's object navigation or Tab/Shift+Tab.

111. Open the image context menu with Shift+F10 or use Picture Format.

112. Open Alt Text.

113. Type a concise description that communicates the image's purpose/content.

114. If the image is purely decorative, mark it decorative instead of writing meaningless alt text.

115. Close the Alt Text pane.

What should happen: The image has meaningful alternative text or is marked decorative.

If that does not happen: If Alt Text is not available from the context menu, use the Picture Format/Accessibility controls or Accessibility Assistant.

Practice: Add alt text to a practice image.

11.3 Add a Page Number in the Footer

What you will learn: Insert repeated page numbers.

Before you begin: Open a document with more than one page.

Exactly how to do it

116. Press Alt+N for Insert.

117. Use the current Ribbon KeyTip for Page Number.

118. Choose Bottom of Page or another location.

119. Choose a simple page-number style.

120. Press Escape when finished editing the header/footer.

What should happen: Page numbers appear on pages.

If that does not happen: If the header/footer remains active, press Escape or use the Close Header and Footer command.

Practice: Insert page numbers, then remove them in a copy.

Accessibility caution: Do not place essential document content only in headers or footers. Screen-reader users may not encounter header/footer information in the normal reading flow.

Part 12 - Spelling, Grammar, and Editor

12.1 Review Spelling and Grammar

What you will learn: Use Word's Editor to correct errors one by one.

Before you begin: Have a document with a deliberate spelling error.

Exactly how to do it

121. Press F7.

122. Wait for Editor/proofing to open.

123. Listen to the flagged word and suggestion.

124. Use Tab and arrow keys through suggestions/actions.

125. Choose the correct suggestion with Enter.

126. Use Ignore only when the original word is intentionally correct.

127. Continue until Word reports the review is complete or close Editor.

What should happen: The error is corrected or intentionally ignored.

If that does not happen: If F7 performs another laptop function, use Fn+F7 or Review > Editor.

Practice: Create three spelling errors and correct them.

Part 13 - Comments

13.1 Add a Comment

What you will learn: Attach a collaboration note to selected text.

Before you begin: Open a document and select a word or phrase.

Exactly how to do it

128. Press Ctrl+Alt+M.

129. Wait for the comment box/pane.

130. Type the comment.

131. Post the comment using the Post comment button or current keyboard command.

132. Return to the document.

What should happen: A comment is attached to the selected text.

If that does not happen: If the comment is not posted, verify that you activated Post rather than simply moving focus away.

Practice: Add a comment to a practice sentence.

13.2 Read and Navigate Comments

What you will learn: Review collaboration feedback.

Before you begin: Open a document containing comments.

Exactly how to do it

133. Open the Review tab with Alt+R.

134. Navigate to Comments or the Comments pane.

135. Use Tab and arrow keys through comments.

136. Listen for author and comment text.

137. Use Resolve/Delete only when you intend to change review history.

What should happen: You can read comments independently.

If that does not happen: If focus jumps back into the document, reopen the Comments pane and use F6/Shift+F6 to move among Word regions.

Practice: Read two comments and return to the document.

Part 14 - Track Changes

14.1 Turn Track Changes On and Off

What you will learn: Record edits for review.

Before you begin: Open a practice document.

Exactly how to do it

138. Press Ctrl+Shift+E.

139. Listen for the Track Changes state if your screen reader announces it.

140. Type a short word or delete one character.

141. Press Ctrl+Shift+E again to stop tracking new changes.

What should happen: Word marks the edit as a tracked change while tracking is on.

If that does not happen: If the state is unclear, open Review with Alt+R and inspect Track Changes.

Practice: Track one insertion and one deletion.

14.2 Accept or Reject Changes

What you will learn: Resolve revisions one at a time.

Before you begin: Open a document containing tracked changes and use All Markup for best review.

Exactly how to do it

142. Press Alt+R.

143. Navigate to Next Change.

144. Read the changed content and change type.

145. Choose Accept or Reject.

146. Move to the next change.

147. Repeat until all intended changes are reviewed.

What should happen: Accepted changes become permanent; rejected changes are removed/reverted.

If that does not happen: If Word appears to hide changes, confirm the display option is All Markup rather than No Markup.

Practice: Accept one practice change and reject another.

Direct Track Changes shortcut: Microsoft currently documents Ctrl+Shift+E to toggle Track Changes in Word for Windows.

Part 15 - Accessibility Checker and Accessible Document Design

• Use built-in Title, Subtitle, and Heading styles.

• Use headings in logical order.

• Use meaningful link text.

• Add alt text to informative images and mark decorative images decorative.

• Use simple tables with header rows.

• Do not use color alone to convey meaning.

• Use sufficient color contrast.

• Avoid long runs of ALL CAPS and overly decorative fonts.

• Give documents a meaningful title.

• Run Accessibility Checker/Accessibility Assistant before sharing.

15.1 Run Accessibility Checker

What you will learn: Find common accessibility problems.

Before you begin: Open a finished practice document.

Exactly how to do it

148. Open Review with Alt+R.

149. Navigate to Check Accessibility/Accessibility.

150. Open Accessibility Checker or Accessibility Assistant.

151. Move through issues in the accessibility pane.

152. Select an issue.

153. Read why it is a problem and the recommended fix.

154. Correct the issue in the document.

155. Repeat until no important issues remain.

What should happen: The document has fewer accessibility barriers.

If that does not happen: If the Accessibility command is unavailable, verify you are using a supported Word version and not a restricted document.

Practice: Run it on your practice document and fix at least two issues.

Accessibility Assistant: Current Word for Microsoft 365 on Windows includes Accessibility Assistant, which can surface accessibility issues while you work.

Part 16 - Print, Export to PDF, and Share

16.1 Print with Keyboard

What you will learn: Review the selected printer and print settings before printing.

Before you begin: Have a document open.

Exactly how to do it

156. Press Ctrl+P.

157. Listen to the selected printer.

158. Use Tab through copies, page range, orientation, paper size, and other settings.

159. Confirm the printer and number of copies.

160. Move to Print.

161. Press Enter.

What should happen: The document is sent to the selected printer.

If that does not happen: If the wrong printer is selected, change it before activating Print.

Practice: Open Print, review settings, then cancel.

16.2 Export/Save as PDF

What you will learn: Create a PDF copy while keeping the Word original.

Before you begin: Save the DOCX first.

Exactly how to do it

162. Open File with Alt+F.

163. Navigate to Save As or Export.

164. Choose PDF as the file type.

165. Enter a filename/location.

166. If an accessibility/tagging option is available, keep document structure tags enabled.

167. Save.

168. Return to Word and confirm the original DOCX remains open.

What should happen: A PDF copy is created.

If that does not happen: If the PDF is intended for accessibility, verify it after export because not every Word feature converts perfectly.

Practice: Export a practice document and compare filenames.

16.3 Share a Document

What you will learn: Share through Microsoft 365 when available.

Before you begin: The document is saved to OneDrive/SharePoint if cloud sharing is required.

Exactly how to do it

169. Open Share using the Share button or File > Share.

170. Enter the recipient's email address.

171. Review permissions such as Can edit or Can view.

172. Add a message if needed.

173. Confirm the recipient and permission.

174. Activate Send/Share.

What should happen: The recipient receives access according to the selected permission.

If that does not happen: If Share is unavailable, the file may be stored only locally or your account may not have cloud sharing enabled.

Practice: Open Share and inspect permission choices without sending.

Part 17 - Narrator with Word

Narrator works with Word using standard Windows keyboard focus plus Narrator reading commands. Word's own shortcuts still perform document actions.

17.1 Read and Edit a Word Document with Narrator

What you will learn: Use Narrator without confusing Word commands and Narrator commands.

Before you begin: Narrator is on and a Word document is open.

Exactly how to do it

175. Press Ctrl+Home to move to the start of the document.

176. Use Down Arrow to move line by line.

177. Use Ctrl+Right Arrow to move by word.

178. Use Narrator reading commands when you need more detailed review.

179. Type text normally in the document body.

180. Use Word shortcuts such as Ctrl+B or Ctrl+S normally.

181. Use Narrator+1 Input Learning when you forget a Narrator command.

What should happen: Narrator reads Word while Word editing shortcuts continue to work.

If that does not happen: If Narrator item navigation moves out of the document unexpectedly, use F6/Shift+F6 or click-free Tab navigation to return to the document area.

Practice: Read and edit two paragraphs.

17.2 Navigate Headings with Narrator and Word Navigation Pane

What you will learn: Jump by document structure.

Before you begin: The document contains built-in heading styles.

Exactly how to do it

182. Press Ctrl+F.

183. Move to the Headings list.

184. Use arrow keys through headings.

185. Press Enter on the desired heading.

186. Press Escape.

187. Use Narrator to read from the new location.

What should happen: The document moves to the selected heading.

If that does not happen: If the heading list is empty, the document may not use real heading styles.

Practice: Navigate to three headings.

Part 18 - NVDA with Word

NVDA follows Word's editing caret and keyboard focus. Standard Word navigation keys are usually the fastest way to edit; NVDA adds speech, formatting, object, and review commands.

18.1 Review Formatting with NVDA

What you will learn: Hear font and style information for text.

Before you begin: Open a formatted Word document with NVDA.

Exactly how to do it

188. Move the caret into the text you want to inspect.

189. Press NVDA+F.

190. Listen for font, size, style, color, alignment, and other available formatting information.

191. Move to another paragraph and repeat.

192. Use Word's built-in style commands to correct formatting if needed.

What should happen: NVDA reports formatting at the caret.

If that does not happen: If the command differs in your NVDA keyboard layout, use NVDA+1 Input Help or the NVDA command reference.

Practice: Compare Normal text and a Heading 1 paragraph.

18.2 Use Word Headings with NVDA

What you will learn: Navigate structure using Word rather than web Browse Mode.

Before you begin: Open a structured DOCX.

Exactly how to do it

193. Press Ctrl+F to open Navigation Pane.

194. Move to Headings.

195. Use arrows through headings.

196. Press Enter on a heading.

197. Press Escape.

198. Continue reading/editing.

What should happen: Focus moves to the selected heading.

If that does not happen: If NVDA Browse Mode behavior appears unexpectedly, remember that desktop Word is not a normal webpage; rely on Word's Navigation Pane and document commands.

Practice: Navigate a structured document.

Part 19 - JAWS with Word

JAWS provides extensive Word support while standard Word shortcuts remain active.

19.1 Review Text and Formatting with JAWS

What you will learn: Use JAWS reading commands while editing Word.

Before you begin: Open a Word document with JAWS.

Exactly how to do it

199. Press Ctrl+Home.

200. Use Down Arrow or JAWS Say Line to read.

201. Use Ctrl+Right Arrow through words.

202. Press Insert+F to hear font/format information.

203. Use standard Word shortcuts to change text/formatting.

204. Press Insert+H when you need Word-specific JAWS hotkeys.

What should happen: JAWS reads Word and reports formatting.

If that does not happen: If a JAWS command is forgotten, use Insert+1 or Command Search instead of guessing.

Practice: Compare formatting in a heading and body paragraph.

19.2 Use JAWS with Navigation Pane

What you will learn: Move by real headings.

Before you begin: The document uses Heading styles.

Exactly how to do it

205. Press Ctrl+F.

206. Move to Headings in Navigation Pane.

207. Use Up/Down Arrow through headings.

208. Press Enter.

209. Press Escape.

210. Use JAWS reading commands at the new location.

What should happen: The caret moves to the chosen section.

If that does not happen: If the heading list is empty, correct the document's style structure.

Practice: Navigate to three headings.

Part 20 - Reading Long Documents

• Use Ctrl+Home and Ctrl+End to establish a known position.

• Use Ctrl+F for search and Navigation Pane.

• Use built-in headings to jump between sections.

• Use Page Up/Page Down for larger visual/page movement, but rely on headings/search for precise navigation.

• Use comments and Track Changes panes separately from the document body.

• Save before large edits.

• For very long documents, create a structured heading hierarchy before doing detailed editing.

20.1 Build a Navigation Strategy

What you will learn: Read a long document without getting lost.

Before you begin: Open a document with several headings.

Exactly how to do it

211. Press Ctrl+Home.

212. Open Navigation Pane with Ctrl+F.

213. Review the heading list.

214. Move to a middle section.

215. Search for a keyword within that section/document.

216. Press Escape and read from the result.

217. Use Ctrl+Home to return to the start when finished.

What should happen: You can move intentionally rather than line-by-line through the entire file.

If that does not happen: If the document has no headings, search and page navigation are still available, but consider adding proper styles if you own the document.

Practice: Navigate a document by heading, search result, and beginning/end.

Part 21 - Braille Displays with Word

A braille display works through the active screen reader. Word itself does not directly control the braille display.

• Narrator braille settings are configured in Windows Narrator settings.

• NVDA braille displays are configured in NVDA Settings > Braille.

• JAWS braille displays are configured in JAWS braille/display settings.

• Routing keys should move the editing caret to the braille cell's represented position when supported.

• Braille panning moves through text beyond the display's cell width.

• Translation tables and contracted/uncontracted braille are screen-reader settings, not Word document formatting.

21.1 Test Word with a Braille Display

What you will learn: Verify output, input, and routing.

Before you begin: Connect the display and configure it in your screen reader.

Exactly how to do it

218. Open Word and type a short sentence.

219. Read the sentence on the braille display.

220. Pan right/left if the sentence exceeds the display width.

221. Press a routing key over a word.

222. Type one character and confirm it appears at the intended location.

223. Undo the test change with Ctrl+Z.

What should happen: Braille follows the Word caret and routing works.

If that does not happen: If braille changes in other apps but not Word, restart Word/screen reader and verify focus is in the document body.

Practice: Perform output, input, routing.

Part 22 - Word Online

Word for the web runs inside a browser, so browser and screen-reader web modes can interact with Word's own shortcuts.

• Word for the web may use Alt+Windows logo key combinations for Ribbon commands.

• Screen reader Browse/Scan/Virtual modes may need to be adjusted when editing.

• Some desktop features are simplified or unavailable online.

• Use the desktop Word manual sections as concepts, but verify web-specific shortcuts in Microsoft's current Word for the web documentation.

Part 23 - Troubleshooting

23.1 Typing Replaces Text Unexpectedly

What you will learn: Check whether text is selected or overwrite behavior is active.

Before you begin: You are editing a document.

Exactly how to do it

224. Press Escape to clear temporary menus.

225. Press an Arrow key without Shift to clear any selection.

226. Type one test character.

227. If text still overwrites existing characters, check Word's advanced editing settings for overtype behavior.

228. Undo test changes with Ctrl+Z.

What should happen: Typing inserts text normally.

If that does not happen: If replacement occurs only after selecting text, that is normal Word behavior: typing replaces the selection.

Practice: Practice selecting a word and observe deliberate replacement.

23.2 The Ribbon Has Focus and You Cannot Type

What you will learn: Return to the document body.

Before you begin: Word is open.

Exactly how to do it

229. Press Escape once or twice.

230. Press F6 until the document area is announced.

231. Press an Arrow key.

232. Type a test character.

233. Undo with Ctrl+Z.

What should happen: The caret is back in the document.

If that does not happen: If F6 cycles among panes without reaching the document, close modal panes/dialogs first.

Practice: Move to Ribbon with Alt, then recover to document.

23.3 Screen Reader Reads Very Little or Nothing

What you will learn: Separate a Word-focus problem from an audio/screen-reader problem.

Before you begin: Word is open.

Exactly how to do it

234. Press Alt+Tab away from Word and confirm the screen reader speaks another app.

235. If it does, Alt+Tab back to Word.

236. Press F6 until document is focused.

237. Press Ctrl+Home and Down Arrow.

238. If speech is still absent, use your screen reader's 'say line/current item' command.

239. Restart the screen reader only after checking focus.

What should happen: Speech resumes in Word.

If that does not happen: If the screen reader is silent everywhere, troubleshoot system audio/screen reader instead of Word.

Practice: Memorize: test another app > return > F6 > Ctrl+Home > read command.

23.4 Navigation Pane Shows No Headings

What you will learn: Determine whether the document has real heading styles.

Before you begin: Open Navigation Pane.

Exactly how to do it

240. Move to Headings.

241. If the list is empty, return to a visible section title.

242. Place the caret in the title.

243. Apply Heading 1 or Heading 2 with Ctrl+Alt+1/2.

244. Return to Navigation Pane.

What should happen: The newly styled heading appears.

If that does not happen: If not, save/reopen the document and verify that the paragraph uses a built-in Heading style.

Practice: Convert two visually formatted titles into real headings.

Part 24 - Independent Practice Course

Level 1 - Create and Save

☐ Open Word.

☐ Create blank document.

☐ Type two paragraphs.

☐ Save as DOCX.

☐ Close and reopen.

Ready to advance: You can complete every checked task without another person telling you which key to press.

Level 2 - Editing

☐ Move by character and word.

☐ Select a word.

☐ Replace it.

☐ Undo/redo.

☐ Find text.

Ready to advance: You can complete every checked task without another person telling you which key to press.

Level 3 - Formatting

☐ Bold text.

☐ Change alignment.

☐ Create Heading 1 and Heading 2.

☐ Open Navigation Pane.

Ready to advance: You can complete every checked task without another person telling you which key to press.

Level 4 - Lists and Tables

☐ Create a bulleted list.

☐ Create a numbered list.

☐ Insert a 3x4 table.

☐ Create a header row.

Ready to advance: You can complete every checked task without another person telling you which key to press.

Level 5 - Review

☐ Run spelling/grammar.

☐ Add a comment.

☐ Turn on Track Changes.

☐ Accept one change.

☐ Reject one change.

Ready to advance: You can complete every checked task without another person telling you which key to press.

Level 6 - Accessibility

☐ Add descriptive hyperlink.

☐ Add image alt text.

☐ Run Accessibility Checker.

☐ Fix two issues.

☐ Verify heading order.

Ready to advance: You can complete every checked task without another person telling you which key to press.

Level 7 - Screen Reader

☐ Use Narrator, NVDA, or JAWS help.

☐ Read formatting.

☐ Navigate headings.

☐ Recover from Ribbon focus.

Ready to advance: You can complete every checked task without another person telling you which key to press.

Level 8 - Braille

☐ Read Word text on braille if used.

☐ Pan text.

☐ Use routing key.

☐ Correct one character.

Ready to advance: You can complete every checked task without another person telling you which key to press.

Level 9 - Independent Document

☐ Create a one-page document with title, headings, list, table, link, and accessible structure.

☐ Run Accessibility Checker.

☐ Save DOCX and PDF.

Ready to advance: You can complete every checked task without another person telling you which key to press.

Part 25 - Quick Reference Commands

Word Editing

Narrator

NVDA

JAWS

Part 26 - Official Microsoft Resources

Screen reader support for Word

Basic tasks using a screen reader with Word

Keyboard shortcuts in Word

Track and review changes with a screen reader

Make Word documents accessible

Accessibility Assistant in Word

Create headers or footers with a screen reader

Final Independence Checklist

☐ I can open Word and create a document.

☐ I can type, move, select, edit, undo, and redo.

☐ I can save, reopen, and close documents.

☐ I can use Find and Replace.

☐ I can apply character and paragraph formatting.

☐ I can create real headings and navigate them.

☐ I can create accessible lists and simple tables.

☐ I can insert descriptive links and alt text.

☐ I can run spelling and grammar review.

☐ I can add and read comments.

☐ I can use Track Changes and accept/reject revisions.

☐ I can run Accessibility Checker/Accessibility Assistant.

☐ I can print, export to PDF, and share.

☐ I can use Word with Narrator, NVDA, or JAWS.

☐ I understand that braille is configured through the screen reader.

☐ I can troubleshoot focus, speech, typing, and heading problems.

Most important habit: In Word, separate three things in your mind: the document caret, Word's Ribbon/panes, and your screen reader. If a command behaves unexpectedly, first determine which of those currently has focus.

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