How to Use a Screen Reader with Word

Screen readers convert on-screen text and interface elements into speech or Braille, enabling people with visual impairments to use computers and access documents. This guide teaches how to effectively use screen readers with Microsoft Word, covering setup, navigation, and best practices.

Understanding Screen Readers

What Is a Screen Reader?

A screen reader is software that reads aloud the text and interface elements on your screen. It enables users who are blind or have low vision to:

• Hear document content
• Navigate documents using commands
• Access buttons and menus
• Interact with applications

Screen readers are essential assistive technology for many professionals.

Common Screen Readers

Windows:

• NVDA (NonVisual Desktop Access): Free, open-source, widely used
• JAWS (Job Access With Speech): Commercial, feature-rich, industry standard
• Narrator: Built-in Windows screen reader (basic functionality)

Mac:

• VoiceOver: Built-in Mac screen reader, full-featured
• NVDA: Also available for Mac

Mobile:

• TalkBack: Built-in Android screen reader
• VoiceOver: Built-in iOS screen reader

This guide focuses on NVDA and JAWS for Windows and VoiceOver for Mac, though principles apply to other readers.

Getting Started with Screen Readers

Installing Screen Reader Software

For NVDA: Download from nvaccess.org, run the installer, and follow setup instructions.

For JAWS: Purchase from Freedom Scientific website and complete the installation.

For VoiceOver on Mac: Enable through System Preferences > Accessibility > VoiceOver.

Initial Configuration

Configure your screen reader for optimal Word use:

• Speech rate: Set to a comfortable speed (most experienced users set faster than default)
• Verbosity level: Choose what detail level the reader speaks
• Keyboard layout: Select your keyboard type
• Language: Ensure your language is selected

Learning Keyboard Commands

Screen reader users navigate entirely with keyboard since mouse movement is invisible and impractical. Essential commands include:

• Arrow keys: Move through document
• Tab: Move between elements
• Spacebar: Activate buttons
• Enter: Confirm selections
• Screen reader key + navigation keys: Access specific elements

Each screen reader has its own command set. Consult your screen reader’s help documentation for complete command lists.

Basic Word Navigation with Screen Readers

Starting Word and Opening Documents

Launch Word as usual. The screen reader announces the application name and interface elements.

Use File > Open (Ctrl+O) to open documents. Navigate the file dialog using arrow keys and Tab. Select a document and press Enter.

Reading Document Content

Once a document opens, the screen reader is positioned at the beginning. Use arrow keys to move through the document:

• Down arrow: Move to next line
• Up arrow: Move to previous line
• Ctrl+Down arrow: Move to next paragraph
• Ctrl+Up arrow: Move to previous paragraph

The screen reader announces text as you navigate.

Announcing Current Position

At any time, press the screen reader key (Ctrl for NVDA, Insert for JAWS) plus command keys to hear your current position.

Learn to quickly get orientation information: current page, line number, or paragraph number.

Navigating Document Structure

Using Heading Navigation

Proper heading structure is essential for screen reader navigation. Use heading commands to jump between sections:

• NVDA: H moves to next heading, Shift+H to previous
• JAWS: H moves to next heading, Shift+H to previous
• VoiceOver: VO+Command+Down arrow (adjust as configured)

Properly formatted documents allow jumping directly to major sections.

Navigating by Lists

Jump between lists in documents:

• NVDA: L moves to next list, Shift+L to previous
• JAWS: L for lists

This helps quickly find bulleted or numbered information.

Navigating by Tables

Tables require special navigation to ensure reading in proper order:

• Arrow keys move through table cells
• Tab moves to next cell, Shift+Tab to previous cell

Properly structured tables with headers read more clearly.

Navigation Shortcuts Overview

Learn frequently used shortcuts to improve navigation efficiency:

• N: Next item (varies by item type)
• P: Previous item
• B: Next button
• L: Next list
• T: Next table
• C: Next comment
• F: Next form field

Mastering these shortcuts significantly speeds up screen reader use.

Reading Document Content

Reading Entire Document

Read the complete document from your current position forward:

• NVDA: Ctrl+down arrow reads continuously
• JAWS: Ins+down arrow reads continuously
• VoiceOver: Use continuous reading options

This is useful for initial document review or proofreading.

Reading Specific Sections

Read only specific content:

For paragraphs:

• NVDA: Down arrow reads current line; Ctrl+Down reads paragraph
• JAWS: Down arrow reads line; Ctrl+Down reads to next paragraph

For tables:

• Navigate cell by cell using arrow keys
• Headers read automatically if properly marked
• Use Ctrl+Alt+arrow combinations for comprehensive table reading

For lists:

• Arrow through list items
• Screen reader indicates list structure and nesting

Finding Specific Content

Use Find feature to locate specific text:

• Ctrl+F opens Find dialog
• Type search term
• Arrow through results or press Enter to move to next match

This is faster than manually reading through entire documents.

Working with Word Features

Accessing Menus and Buttons

Use keyboard to access Word menus and buttons:

• Alt key activates menu bar
• Arrow keys navigate through menus
• Enter activates menu items

Or use keyboard shortcuts if available:

• Ctrl+B: Bold
• Ctrl+I: Italic
• Ctrl+U: Underline
• Ctrl+S: Save

Using the Ribbon

The Word ribbon is accessible via keyboard:

• Alt+H: Home tab
• Alt+N: Insert tab
• Alt+P: Design tab
• Alt+M: Layout tab

Once in a tab, arrow keys navigate options, and Enter activates them.

Accessing Styles

Apply styles with keyboard commands:

• Ctrl+1: Heading 1
• Ctrl+2: Heading 2
• Ctrl+3: Heading 3

Or use the Styles pane (Ctrl+Alt+S) to browse and apply available styles.

Track Changes

Navigate tracked changes:

• Use Find & Replace (Ctrl+H) to find tracked changes
• Review > Track Changes menu items
• Arrow keys move between changes
• Enter accepts or rejects changes

The screen reader announces what changed and who made the change.

Editing Documents with Screen Readers

Adding and Deleting Text

Editing with screen readers works similarly to regular Word use:

• Position cursor using arrow keys or Find
• Type new text
• Use Backspace or Delete to remove text

The screen reader announces changes as you make them.

Selecting Text

Select text using Shift+arrow keys or Find:

• Shift+End: Select to end of line
• Shift+Ctrl+Right arrow: Select next word
• Shift+Down arrow: Select multiple lines

After selection, apply formatting or cut/copy the text.

Formatting Text

Apply formatting using keyboard:

• Ctrl+B: Bold
• Ctrl+I: Italic
• Highlight and use Format menu for additional options

The screen reader announces formatting changes.

Copy and Paste

• Ctrl+C: Copy selected text
• Ctrl+X: Cut selected text
• Ctrl+V: Paste

The clipboard works normally with screen readers.

Collaborative Features

Reviewing Comments

Navigate comments:

• Use Find to locate comments
• The screen reader announces comment content and author
• Reply to or delete comments as needed

Threaded comments are readable and usable with screen readers.

Real-time Collaboration

When multiple people edit documents:

• The screen reader announces when others join
• Changes from other users are presented as you navigate
• Names of collaborators are announced with their changes

Working with Accessible Documents

What Makes Documents Screen-Reader Friendly

Properly formatted documents have:

• Correct heading structure for navigation
• Alt text for images and visual elements
• Proper table headers and structure
• Descriptive hyperlink text
• Adequate spacing and formatting

Documents formatted properly are significantly easier to navigate with screen readers.

Identifying Document Issues

Problems you might encounter with poorly formatted documents:

• No heading structure makes navigation difficult
• Missing alt text for images leaves them inaccessible
• Poorly structured tables are confusing to read
• Vague link text (“click here”) doesn’t indicate destination

When encountering these issues, request corrected documents from the author.

Tips for Efficient Screen Reader Use

Speed and Skill Development

• Start with moderate speech rates and increase as you become comfortable
• Learn essential keyboard shortcuts and use them regularly
• Practice with sample documents to build efficiency
• Join screen reader user communities for tips and support

Most experienced screen reader users work faster than sighted users.

Document Structure Recognition

Develop a mental model of document structure:

• Understand heading hierarchy
• Anticipate where information is located
• Recognize consistent formatting patterns

This helps you navigate efficiently without reading every word.

Skim Reading Technique

You don’t need to read entire documents to find information:

• Use heading navigation to find relevant sections
• Use Find to locate specific content
• Read tables strategically, focusing on relevant rows and columns

Skimming allows efficient information access.

Continuous Learning

Screen readers are powerful tools with many features. Continue learning:

• Explore screen reader help menus
• Practice advanced navigation techniques
• Experiment with different settings and configurations
• Learn application-specific features in Word

Mastering your screen reader significantly improves productivity.

Troubleshooting Screen Reader Issues

Screen Reader Not Reading Document

Verify:

• Screen reader is running and Word is the active application
• Document has content (not just images without alt text)
• Screen reader is configured correctly

Try restarting the screen reader or relaunching Word.

Difficulty Navigating Complex Documents

Poorly structured documents are challenging. Try:

• Using Find to locate specific content
• Skipping to next heading to find sections
• Using Outline view (if accessible) to understand structure

Ask document authors to properly format documents for accessibility.

Performance Issues

If Word runs slowly with screen reader:

• Close other applications to free memory
• Restart Word and screen reader
• Use simplified view modes if available
• Consider splitting large documents into sections

Best Practices for Screen Reader Use with Word

Establish a Workflow

Develop a consistent process for document work:

1. Open document
2. Scan headings to understand structure
3. Navigate to relevant sections
4. Read and analyze content
5. Make edits as needed
6. Save document

Consistency improves efficiency.

Manage Documents Efficiently

Keep documents organized:

• Name files clearly so they’re identifiable
• Structure documents with proper headings
• Use consistent formatting throughout
• Save regularly using Ctrl+S

Well-organized documents are easier to work with.

Request Document Quality

Advocate for accessible document formatting:

• Ask authors to include alt text
• Request proper heading structure
• Suggest descriptive link text
• Provide feedback about accessibility issues

As more documents are properly formatted, screen reader use becomes more efficient.

Conclusion

Screen readers make Word and other applications fully accessible to people with visual impairments. While learning screen reader commands and effective use takes time and practice, experienced screen reader users navigate documents efficiently and professionally. By understanding screen reader capabilities, learning essential commands, and using properly formatted documents, screen reader users can leverage Word’s full functionality. For IT professionals supporting screen reader users, ensuring document accessibility and providing screen reader training significantly improves workplace productivity and inclusion.