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Office 365 Accessibility Features: Home

Microsoft Accessibilty Guide

Microsoft Office 365 offers many functions that can greatly enhance your experience of using your device. This page gives you information and links about how to use these functions.

Screen readers

Listening to a document can help with proofreading or increased comprehension and learning. 

There are multiple tools for listening to your Word documents: 

  • Read Aloud reads the entire document starting from your cursor location like an audiobook. You can use Read Aloud on its own or within Immersive Reader for Word in Windows and MacOS.
  • Immersive Reader is a set of tools that help improve reading fluency and comprehension. 
  • Narrator reads aloud the text on your PC screen. It also describes events such as notifications and calendar appointments, which lets you use your PC without a display. To start or stop Narrator, press Windows logo key  + Ctrl + Enter. To see all Narrator commands, press Caps Lock + F1 after you open Narrator. 
  • Speak reads only the text you've selected. Speak is only available for Windows. 

Dictate

Dictate lets you use speech-to-text to compose content in Office with a microphone and reliable internet connection. It's a quick and easy way to get your thoughts out, create drafts or outlines, and capture notes.

Go to Home > Dictate while signed into Microsoft 365 on a mic-enabled device. 

Dictation Button Home Tab

Tip: You can use Alt + ` (backquote) to toggle the mic on and off.

Wait for the Dictate button to turn on and start listening.

Dictation button

Start speaking to see text appear on the screen.

Insert punctuation at any time by saying them explicitly.

Fix mistakes with your keyboard without having to toggle the mic icon off.

Tip: You can also move your cursor to a new comment to dictate feedback for others.

Dictate your documents in Word provides more instruction.

Keyboard Shortcuts

To do this

Press

Open a document.

Ctrl+O

Create a new document.

Ctrl+N

Save the document.

Ctrl+S

Close the document.

Ctrl+W

Cut the selected content to the Clipboard.

Ctrl+X

Copy the selected content to the Clipboard.

Ctrl+C

Paste the contents of the Clipboard.

Ctrl+V

Select all document content.

Ctrl+A

Apply bold formatting to text.

Ctrl+B

Apply italic formatting to text.

Ctrl+I

Apply underline formatting to text.

Ctrl+U

Decrease the font size by 1 point.

Ctrl+Left bracket ([)

Increase the font size by 1 point.

Ctrl+Right bracket (])

Centre the text.

Ctrl+E

Align the text to the left.

Ctrl+L

Align the text to the right.

Ctrl+R

Cancel a command.

Esc

Undo the previous action.

Ctrl+Z

Redo the previous action, if possible.

Ctrl+Y

Adjust the zoom magnification.

Alt+W, Q, then use the Tab key in the Zoom dialog box to go to the value you want.

Split the document window.

Ctrl+Alt+S

Remove the document window split.

Alt+Shift+C or Ctrl+Alt+S

 

More information about keyboard shortcuts is on the Microsoft support pages.

To do this

Press

Undo the previous action.

COMMAND+Z

F1

Redo the previous action, if possible.

COMMAND+Y

Cut the selected content to the Clipboard.

COMMAND+X

F2

Copy the selected content to the Clipboard.

COMMAND+C

F3

Paste the contents of the Clipboard.

COMMAND+V

F4

Display the shortcut menu for the selected item.

Shift+F10

Display the Go To dialog.

COMMAND+Option+G

F5

Display the Spelling and Grammar dialog

COMMAND+Option+L

F7

Enable extended selection mode.

F8

Switch to the next window.

COMMAND+Grave accent ( ` )

Switch to the previous window.

COMMAND+Shift+Grave accent (`)

Display the Save As dialog.

COMMAND+Shift+S

Find text (move focus to the Search in Document box).

COMMAND+F

Display the Find and Replace pane.

Control+H

Display the Print dialog.

COMMAND+P

Close the current document.

COMMAND+F4

Expand or minimize the ribbon

COMMAND+Option+R

Find the next spelling or grammatical error. The Check spelling as you type feature must be enabled.

Option+F7

Open the Dictionary.

In Word 2011, Option+Shift+F7

 

More information about keyboard shortcuts is on the Microsoft support pages

More information

Microsoft has a website Microsoft Accessibility for more information. 

Visit this helpful playlist of videos that show you how to use some of these features in Microsoft Word. With thanks to our colleagues at CALL Scotland, University of Edinburgh for creating these videos.