How to use Microsoft Word with NVDA the basics

When Microsoft Word is first opened, a new page will automatically open, so it is just a
matter of typing into it.

Using browse mode and focus mode in your document

In Microsoft Word supported versions, you can use the browse mode feature in your
document. NVDA will let you switch between the two modes. To change into browse
mode from where you are editing the document, use the NVDA key + the Spacebar.
While in Browse mode if the headings have been formatted correctly, you can jump
down by headings using the letter H.
If there are links, you can jump down by the letter K and so on. This is only if these
things are present in the document.
To change back into focus mode (where you can edit the document) use the NVDA key
+ the Spacebar.

The elements list in NVDA can also be used

You might want to get to certain parts of your document with the elements list while in
browse mode. Use the NVDA key + the F7 key to do this. When the elements list comes
up, you can tab or shift tab around it until you hear NVDA say the type of elements you
are looking for. Here, you can arrow down or up this section. As you do you will hear
NVDA say links, headings and Annotations. If you tab, the next section should give you
a list of links, headings, or annotations if they are there.

Aligning your text left, centre or right in your document

In most cases when you go to do a document most of your written material will be left
aligned. There will be cases where you might want to centre your document or heading
or have something right aligned such as an address or phone number.
The shortcut to make your text left aligned is Ctrl + L
To centre your text on the screen use Ctrl + E
To right align your text, use Ctrl + R

Putting a heading into your document

Headings in a document are very useful for the person browsing the document. There
may be up to 6 levels of headings in a document. Usually most of them will be heading
1 and heading 2.
When you are putting your document together, work out what you want to call the
heading (of the section) and at what level you want it.
Highlight your heading with the Shift key + Ctrl key + the right arrow key for each word.
Next, align the text where you want it (for example Ctrl key + E will centre your text) on
the screen.
Next, press the applications key until the context menu comes up. When it appears,
arrow until you hear NVDA say Styles sub menu. Next, press the Enter key, so the sub
menu opens up, then tab down to the level of the heading you want to make it (for
example heading 1, heading 2 etcetera).
If the headings are formatted correctly in Word, you can use the NVDA quick navigation
keys to get to each heading. Press the letter H + number 1 through to H + number 6 to
jump between levels.

Changing the font in a document

When you open Microsoft Word for the first time the defaults will already be set (For
example style Normal, Calibri, 11pt, Black and align left).
If you are unsure what yours is set to, you can use the NVDA key + the letter F to hear
this information. Pressing the NVDA key + F twice will bring the formatting information
up in a window where it can be reviewed with the arrow keys. Press the Escape key to
dismiss this window.
If you don’t want to use the default font you can do the following:
Press the Alt key + H key, then F, then F.
Next, use the Alt key + the down arrow key to open up a combo box. This is where you
can make a selection of the different fonts that are there. Press the Enter key on the
one you want.
Now the text will be changed to that font. If you would like to do the whole page in the
same font, use the Ctrl key + the letter A to highlight everything on the page, then
repeat the process to change the font as before.

Changing the font size

There will be times when you want to change the font size. This could be for many
reasons.
The shortcut to change the font size on the document you are using is Alt key + the
letter H, then F, then S. When the option comes up to change your font size you can
use the down arrow key to increase the size of your font or the up arrow key to
decrease the size of your font. When happy with the font size press the Enter key on the
size you want, and the text will be changed to that size.
Now, when you go to type it will be in the size specified.
 Changing the style of your font

Decrease font size one value Ctrl + Shift + <

Increase font size one value Ctrl + Shift + >
Decrease font size 1 point Ctrl + [
Increase font size 1 point Ctrl + ]
Make sure that when you go to italicise, bold or underline your text in a document, you
must highlight the section you want to alter first. You can hold down the Shift key +
either use the left or right arrow keys to highlight a word; or if you want to do more than
a word using italics, bold, underlining and your text, hold down the Shift key + Ctrl key +
use the left, right, up or down arrow keys to highlight the section you want change to
that format (for example bold).
Make letters bold Ctrl + B
Make letters italic Ctrl + I
Make letters underline Ctrl + U

Shortcut keys to delete text and graphics

Delete one character to the left Backspace

Delete one word to the left Ctrl + Backspace
Delete one character to the right Delete
Delete one word to the right Ctrl + Delete
Cut selected text to the Office Clipboard Ctrl + X
Undo the last action Ctrl + Z
Cut to the Spike Ctrl + F3
Turn extend mode off Esc
Extend a selection one character to the right Shift + Right arrow
Extend a selection one character to the left Shift + Left arrow
Extend a selection to the end of a word Ctrl + Shift + Right arrow
Extend a selection to the beginning of a word Ctrl + Shift + Left arrow
Extend a selection to the end of a line Shift + End
Extend a selection to the beginning of a line Shift + Home
Extend a selection one line down Shift + Down arrow
Extend a selection one line up Shift + Up arrow
Extend a selection to the end of a paragraph Ctrl + Shift + Down arrow
Extend a selection to the beginning of a paragraph Ctrl + Shift + Up arrow
Extend a selection one screen down Shift + Page down
Extend a selection one screen up Shift + Page up
Extend a selection to the beginning of a document Ctrl + Shift + Home
Extend a selection to the end of a document Ctrl + Shift + End
Extend a selection to the end of a window Alt + Ctrl + Shift + Page down
Extend a selection to include the entire document Ctrl + A

Inserting a hyperlink into your document

There might be times when you want to insert a hyperlink into your document. The
hyperlink will usually point to references that relate back to that part of the document.
The shortcut to put a hyper link into your document is Alt + N then I. When the dialogue
box comes up it is a matter of putting your hyperlink into the first section, then Tab down
to the ok button and press the Enter key. You will also be given some other options
under this section.

Inserting a picture or graphic into your document

There might be times when you want to insert a picture or graphic into your document.
To insert a picture into your document, press the Alt key + the letter N, then P. When
the dialogue box comes up, NVDA will default to the file name section. You will need to
locate where your picture is on your computer. You can use the Tab key or the Shift +
Tab key and arrow keys under tree view to locate your picture. When you have located
your picture, press the Enter key on it. Now, the file will be inserted into your document.
It is a good idea to add ALT text into the graphic for screen reader users, so they know
what the picture or graphic is about. To do this, once the picture has been inserted, use
the applications key. When the context menu comes up, arrow down to format picture,
then press the Enter key. Locate the ALT text section, enter in a title and description for
the picture, then tab down to the close button and press the Enter key. Now your picture
will have a description inserted into it.
Now when you arrow up or down your document, you will hear NVDA say graphic. A
screen reader cannot tell what is in a graphic, so adding ALT text to the picture will tell
them what the picture is about. To put ALT text into your picture, locate the picture or
graphic, then you might have to route your mouse to the picture or graphic, then use the
applications key. When the context menu comes up, arrow until you hear NVDA say
format picture, then press the Enter key. You will need to locate the ALT text section.
You can use the tab key and arrow keys to navigate this section. When you have found
the ALT text section you will need to enter in a title for the picture. Next, add in a
description about the photo. When the description has been entered in, tab down to the
close button then press the Enter key. Now, you will notice that when you come across
the graphic in the document, it will give you a title and description of the picture or
graphic.

Inserting a table into your document

There will be times when you want to insert a table into your document. This might be in
the case of a school time table so you know the times for each class and what you will
be studying. When the dialogue box comes up, you will be given different options to do
with the different sized tables. Pick the size/s you want, and press the Enter key on it to
insert it into your document. If none of the options suit your needs you can put in a
custom sized table. When you hear NVDA say 1 X 1 table, use the Shift/Tab key a
couple of times until you hear NVDA say insert table, then press the Enter key. You will
be given the option to enter in a custom number for your columns you want and also for
your rows. When done tab down to the ok button then press the Enter key on it.
Make sure you have the reporting of tables enabled in NVDA under the document
formatting section, so you can hear the table when you come across it in your
document.

Monday Tuesday Wednesday Thursday Friday

English Maths English Maths English
PE Science PE Science Cooking
History Japanese History Computing Computing
Sewing Te Reo Maori Health Modern History Economics

You can tab through the table and enter in your information for each section. Make sure
you note which column or row you are in so you know your information goes into the
correct place.
ALT text can also be added to the table for people who use a screen reader. To add
ALT text to your table locate it either just after you have inserted it or at a later date.
Make sure you are on it then press the applications key until the context menu comes
up. Next, arrow until you hear NVDA say table properties; then press the Enter key. The
next screen that comes up will give you a whole list of things that you can do. Locate
the ALT text tab and once done enter in a description for the table. Tab again then enter
in the description for the table. Tab again until you hear NVDA say close button then
press the Enter key. The ALT text has just been entered into your table.
Now, when you come across your table in the document NVDA will speak the name of
the table you gave it (for example school time table). To hear the long description also
known as ALT text, use the NVDA key + the letter D when focused on the table.

Automatic Column and Row Header Reading

NVDA is able to automatically announce appropriate row and column headers when
navigating around tables in Microsoft Word. This firstly requires that the Report Table
row / column headers option in NVDA's Document Formatting dialogue be turned on.
Secondly, NVDA needs to know which row or column contains the headers in any given
table. After moving to the first cell in the column or row containing the headers, use one
of the following commands:
Set column headers NVDA + Shift + C
Pressing this once tells NVDA this is the first header cell in the row that contains column
headers, which should be automatically announced when moving between columns
below this row. Pressing twice will clear the setting.
Set row headers NVDA + Shift + R
Pressing this once tells NVDA this is the first header cell in the column that contains row
headers, which should be automatically announced when moving between rows after
this column. Pressing twice will clear the setting.
These settings will be stored in the document as bookmarks compatible with other
Screen Readers such as Jaws. This means that users of other screen readers who
open this document at a later date will automatically have the row and column headers
already set.

Inserting a comment into your document

First you will need to select the text or item that you want to comment on,
Next, press the Alt key + the letter R, then letter C. This will bring up the new comment
dialogue box where you can enter in a comment. Please find an example below.
APNK (Aotearoa People’s Network Kaharoa)[M1]
When you go down a document with NVDA you will hear NVDA say has comment and
the wording that you specified.

Deleting a comment

Locate the area where there is a comment. You should hear NVDA say has comment.
Next, press the applications key until the context menu comes up. Arrow down until you
hear NVDA say delete comment, then press the Enter key. Now that comment will be
deleted.
 Reading a comment in your document with NVDA

To report any comments at the current caret position, press NVDA + Alt + the letter C.

The disabling of comments being read out in Microsoft Word

If you don’t want to hear comments being read out in Microsoft Word they can
be disabled under the document formatting section in NVDA. Locate the reporting of
comments check box under this section, and if the check box is checked, uncheck it.
Please note: All comments for the document, along with other tracked changes, can
also be listed in the NVDA Elements List when selecting Annotations as the type.

Inserting a header or footer into your document

There may be times when you would like to put a header or footer into a document. This
might be useful in the case of a newsletter where you would like the title of the edition
printed on the top of each page (for example Greypower August 2016 Edition) and at
the foot of each page (© Greypower publications).
To insert a header into your document you will need to press the following shortcut
combination. Alt + the letter N, then the letter H.
When the next screen comes up it will default to a blank header. Press the Enter key,
then type in your header name. Press the Enter key after entering in your header, then
press the Escape key. This should put you back into your document.
You can (at a later date if you want to) edit either the header or footer of your document.
When you hear NVDA say blank header or footer you can Shift tab a couple of times. It
will give you the options to either remove your header or footer or edit them.
To insert a footer into your document you will need to use the following shortcut
combination Alt + the letter N, then the letter O.
When the next screen comes up it will come up with a blank footer. Press the Enter key,
then type in your footer name, then press the Enter key. Press the Escape key, then
you should be put back into your document.

Using the spell checker in Microsoft Word

There may be times when you type up a document where you might spell words
incorrectly or as they sound. You will usually hear a sound when this happens. You will
need to go to the top of the document with the Ctrl key + the Home key. Next, press the
F7 key so it brings up the spell checker. The spell checker will go through your
document and will pull up any mistakes from the top of the document going down. When
a mistake is found NVDA will spell out the mistake letter by letter and say not in
dictionary. You can use the number 8 on the numeric keypad to hear the sentence it is
in. You can use the number 4 on the numeric keypad to see what the previous word is,
5 for the current word and 6 for the next word. You can also use 1 for previous
character, 2 for current character and 3 for the next character. You will be using the
review text cursor when you do this. It will not move your focus cursor. When you have
located the mistake in the sentence with the review text cursor, the spell checker will
give you some suggestions on what the word might be. Now you know where in the
sentence the mistake is and what word it is, tab until you hear NVDA say suggestions.
You will be given a list of possible words it might be. Here you can arrow down or up
this section to see what words are there. You can also use the review text cursor on the
suggested words to see how they are spelt. When you find the word you want to replace
it with, it is a matter of just pressing the Enter key on it and the mistake will be replaced
with the word you have chosen. If you keep on tabbing down the spelling and grammar
checker you will be given other options such as: ignore once, ignore all, add to
dictionary, change, change all, and autocorrect.
Some people (when editing a document and coming across a mistake in a sentence)
will use the Ctrl key + the left arrow key to go back a word on that sentence, or Ctrl +
right arrow to go one word to the right to where the mistake is. Then they will use the
spell checker in Word to be given some suggestions. Use the F7 key to bring up the
spell checker. Alternatively, you can press the Applications key to access this as well.
When you come across the word you want to replace it with in the suggested words
section, just press the Enter key on it and it will be replaced with the correct word.
To avoid unusual spelling of words such as centre (AUS/NZ/UK) versus center (USA)
please ensure that you set your dictionary language to your local language (for example
in NZ set it to English (New Zealand).

Other useful links

For a list of shortcuts for Microsoft Word 2010 and 2013 please go
to https://www.dropbox.com/s/r0hc0ejv9whgsgs/Useful%20shortcuts.zip?dl=0
For information from Microsoft on how to create accessible Word documents please
visit the following link https://support.office.com/en-us/article/Creating-accessible-Word-
documents-d9bf3683-87ac-47ea-b91a-78dcacb3c66d?CTT=3&CorrelationId=c4577aaf-
d137-48d5-8de2-bc2f29c18bcf&ui=en-US&rs=en-
US&ad=US&ocmsassetID=HA101999993

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[M1]New Zealand Nationwide Public Library Network

Make your Word
documents
accessible
Applies To: Word 2016 Word 2013 Word 2016 for Mac Word
Online Word for iPad More...

This topic gives you step-by-step instructions to make

your Word documents accessible to people with
disabilities.

Word has many features built-in that help people with

different abilities to read and author documents. Word
also offers the Accessibility Checker that locates
elements that might cause problems for people with
disabilities.

To learn more about how the Accessibility Checker

works, see Rules for the Accessibility Checker.
WindowsMaciOSAndroidOnlineWindows 10 app

Windows: Best practices for making

Word documents accessible
The following table includes key best practices for
creating Word documents that are accessible to people
with disabilities.

What to fix How to find it Why fix it How to

it
Include To find missing Alt text helps Add alt
alternative text alternative text, use people who text to
with all visuals the Accessibility can’t see the images
and tables. Checker. screen to
Add alt
understand
Visual content text to
what’s important
includes SmartAr
in images and
pictures, clip graphics
other visuals.
art, SmartArt
What to fix How to find it Why fix it How to
it
graphics, Avoid using text Add alt
shapes, in images as the text to
groups, charts, sole method of shapes
embedded conveying
Add alt
objects, ink, important
text to
and videos. information. If
charts
you must use an
image with text Add alt
in it, repeat that text to
text in the tables
document. In alt
text, briefly
describe the
image and
mention the
existence of the
text and its
intent.
Add To determine People who use Add
meaningful whether hyperlink screen readers hyperlin
hyperlink text text makes sense as sometimes scan text and
standalone a list of links. ScreenTi
What to fix How to find it Why fix it How to
it
and information and Links should
ScreenTips. whether it gives convey clear and
readers accurate accurate
information about information
the destination about the
target, visually scan destination. For
your document. example, instead
of linking to the
text Click here,
include the full
title of the
destination
page.
Tip: You can also add
ScreenTips that appear when
your cursor hovers over text
or images that include a
hyperlink.

Ensure that To find instances of People who are Use

color is not color-coding, blind, have low accessib
the only visually scan your vision, or are text form
means of document. colorblind might
conveying miss out on the
information. meaning
What to fix How to find it Why fix it How to
it
conveyed by
particular colors.
Use sufficient To find insufficient If your Use
contrast for color contrast, use document has a accessib
text and the Accessibility high level of text colo
background Checker. contrast
colors. between text
You can also look
and background,
for text in your
more people can
document that’s
see and use the
hard to read or to
content.
distinguish from the
background.
Use built-in To find headings To preserve tab Apply
headings and that are not in a order and to built-in
styles. logical order, use make it easier heading
the Accessibility for screen styles
Checker. readers to read
Use
your documents,
bulleted
use a logical
lists
heading order
and the built-in
What to fix How to find it Why fix it How to
it
formatting tools Use
in Word. ordered
lists
For example,
organize
headings in the
prescribed
logical order.
Use Heading 1,
Heading 2, and
then Heading 3,
rather than
Heading 3,
Heading 1, and
then Heading 2.
And, organize
the information
in your
documents into
small chunks.
Ideally, each
heading would
What to fix How to find it Why fix it How to
it
include only a
few paragraphs.
Use a simple To ensure that Screen readers Use tabl
table tables don't contain keep track of headers
structure, and split cells, merged their location in
specify cells, nested tables, a table by
column or completely blank counting table
header rows or columns, cells. If a table is
information. use the Accessibility nested within
Checker. another table or
if a cell is
merged or split,
the screen
reader loses
count and can’t
provide helpful
information
about the table
after that point.
Blank cells in a
table could also
mislead
What to fix How to find it Why fix it How to
it
someone using
a screen reader
into thinking
that there is
nothing more in
the table.

Screen readers
also use header
information to
identify rows
and columns.

Add alt text to visuals and tables

The following procedures describe how to add alt text
to visuals and tables in your Word documents.
Note: We recommend only putting text in the description field and leaving the title blank. This will
provide the best experience with most major screen readers including Narrator. For audio and video
content, in addition to alt text, include closed captioning for people who are deaf or have limited
hearing.

Add alt text to images

 Add alt text to images, such as pictures, clip art, and
screenshots, so that screen readers can read the text to
describe the image to users who can’t see the image.

1. Right-click an image.
2. Select Format Picture > Layout & Properties.
3. Select Alt Text.
4. Type a description and a title.
Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to SmartArt graphics

1. Right-click a SmartArt graphic.
2. Select Format Object > Shape Options > Layout &
Properties.
3. Select Alt Text.
4. Type a description and a title.
Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to shapes

Add alt text to shapes, including shapes within a
SmartArt graphic.

1. Right-click a shape, and then select Format Shape.

2. In the right pane, select Layout & Properties, and then
select Alt Text.
3. Type a description and a title.
Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to charts

1. Right-click a chart.
2. Select Format Chart Area > Chart Options > Layout
& Properties.
3. Select Alt Text.
4. Type a description and a title.
Tip: Include the most important information in the first line, and be as concise as possible.
 Add alt text to tables
1. Right-click a table.
2. Select Table Properties.
3. Select the Alt Text tab.
4. Type a description and a title.
Tip: Include the most important information in the first line, and be as concise as possible.
Make hyperlinks, text, and tables
accessible
The following procedures describe how to make the
hyperlinks, text, and tables in your Word documents
accessible.

Add hyperlink text and ScreenTips

1. Select the text to which you want to add the hyperlink,
and then right-click.
2. Select Hyperlink.
The text you selected displays in the Text to
display box. This is the hyperlink text.
3. If necessary, change the hyperlink text.
4. In the Address box, enter the destination address for
the hyperlink.
5. Select the ScreenTip button and, in the ScreenTip
text box, type a ScreenTip.
Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page,
use it for the hyperlink text. For example, this hyperlink text matches the title on the destination
page: Templates and Themes for Office Online.

Apply built-in heading styles

1. Select the heading text.
2. On the Home tab, in the Styles group, select a heading
style, for example, Heading 1 or Heading 2.

Use bulleted lists

1. Position the cursor anywhere in your document.
2. Select the Home tab.
3. In the Paragraph group, select the Bullets button.
4. Type each bullet item in the bulleted list.

Use ordered lists

1. Position the cursor anywhere in your document.
2. Select the Home tab.
3. In the Paragraph group, select the Numbering button.
4. Type the sequential steps.

Use accessible text color

Here are some ideas to consider:
 Ensure that text displays well by using
the Automatic setting for font colors. Select your text,
and then select Home > Font Color > Automatic.

 Use the Accessibility Checker, to analyze the document

and find insufficient color contrast. The tool now checks
the documents for text color against page color, table
cell backgrounds, highlight, textbox fill color, paragraph
shading, shape and SmartArt fills, headers and footers,
and links.
 Use the Colour Contrast Analyzer, a free app that
analyzes colors and contrast, and displays results
almost immediately.
 Use accessible text format
Here are some ideas to consider:

 Add an underline to color-coded hyperlink text. That

can help colorblind people know the text is linked even
if they can’t see the color.
 Add shapes if color is used to indicate status. For
example, add a checkmark symbol if green is used
to indicate “pass” and an uppercase X if red
indicates “fail”.
Note: These resources provide other suggestions: usability.gov and Web Accessibility for Users with
Color Blindness.

Use text spacing

Increase or decrease white space between sentences
and paragraphs.

1. Select your text.

2. Select the Home tab.
3. In the Paragraph group, in the lower-right corner of
the group, select the More button.
The Paragraph dialog box opens, showing the Indents
and Spacing tab.
4. Under Spacing, select the spacing options you want.
 Use table headers
1. Position the cursor anywhere in a table.
2. On the Table Tools Design tab, in the Table Style
Options group, select the Header Row check box.
3. Type column headings.
 See also
 Use Accessibility Checker rules to help ensure your
Office documents, spreadsheets, and presentations are
accessible
 Make your Excel spreadsheets accessible
 Make your PowerPoint presentations accessible
 Make your Outlook email accessible

Technical support for

customers with disabilities
Microsoft wants to provide the best possible experience
for all our customers. If you have a disability or
questions related to accessibility, please contact
the Microsoft Disability Answer Desk for technical
assistance. The Disability Answer Desk support team is
trained in using many popular assistive technologies
and can offer assistance in English, Spanish, French, and
American Sign Language. Please go to the Microsoft
Disability Answer Desk site to find out the contact
details for your region.