Use a screen reader to add or edit text in a document in Word 2016

Read out loud symbol with the label Screen reader content. This topic is about using a screen reader with Office

This article is for people who use a screen reader program with the Office products and is part of the Office Accessibility content set. For more general help, see Office Support home.

Use Word 2016 with your keyboard and Narrator, the built-in Windows screen reader, to add or change text in a document.. You can select and edit text, or move and delete text in single characters or larger sections.

Word 2016 includes a built-in spell-checker that also checks grammar. To learn more, see Use a screen reader to check spelling in a document in Word 2016.

Notes: 

In this topic

Add text to a Word document

After you add text to your document, be sure to save your work. To learn how, see Save a Word document.

  1. To open a new, blank document, press Alt+F to open the File menu, then N for New.

  2. Select a template from the Gallery. The shortcut for the default (blank) is L.

    You'll hear confirmation that you opened the File tab and created a new document. When the new document opens, focus changes to it.

  3. Begin typing.

  4. To end a line or paragraph and start a new one, press Enter.

Add text to an existing Word document

  1. To open an existing document, press Alt+F to open the File menu and then press O for open. This opens the list of file locations, such as OneDrive and your PC. Open starts at a list of recently created documents.

  2. Press the Down Arrow to browse locations, or press the Tab key to go to the list of recent files.

  3. Press the Tab key to set the focus in the list, then press Down Arrow to browse the list. Select the document you want to open, and then press Enter to open the file.

  4. After the file opens, you'll hear the file name, and then "Editing" to let you know that focus has changed.

    Place the cursor where you want to add the new text, and then begin typing.

  5. When you finish, save your work.

Tip: To place the cursor where you were typing when you last closed the document, press Shift+F5.

Replace existing text in a Word document

  • Select the text you want to replace, and begin typing. You'll hear the selected text aloud. Word 2016 replaces the old text with the text that you type.

Move text in a Word document

Quickly move words, sentences, or paragraphs from one place in a document to another, without having to retype the text. After you change your document, save your work. To learn how, see Save a Word document.

  1. Select the text you want to move, and then press Ctrl+X.

  2. Place the cursor where you want to put the text, and then press Ctrl+V.

Delete text in a Word document

You can delete a single character, or a larger chunk of text.

Delete an individual character

  1. Place the cursor next to the character you want to delete.

  2. Do the following:

    • To delete a character to the left of your cursor, press the Backspace key.

    • To delete a character to the right of your cursor, press the Delete key.

Delete words, sentences, paragraphs, and more

  1. Place the cursor next to the text you want to delete.

  2. Select the text you want to delete, and then press the Delete key.

Save a Word document

After you finish typing, you can save your work in any of the file locations that you have, such as on your computer or in OneDrive.

Note: It's a very good idea to save your work frequently, even before you finish. Following this guideline can prevent a lot of problems.

Save a new file, or save an existing file with a new name or location

  1. To save a new file or to save an existing file with a new name to a new location, press Alt+F, A. Word opens the Save As panel in the Backstage, and presents a list of file locations.

  2. Press the Tab key to set focus on the list, and then use the Down Arrow key to browse through the list.

  3. Press Enter to choose a file location. If you navigated to a folder at the location, you might have to press Enter again to go to the file list.

    When the Save As dialog box opens, type the name of the new file, then press the Tab key to go to the Save button and select it.

Save an existing file

  • To save an existing file in the same location, press Alt+F, S.

See also

Use a screen reader to change the font in Word 2016

Use a screen reader to create a heading in Word 2016

Keyboard shortcuts for Microsoft Word on Windows

Basic tasks using a screen reader with Word

Set up your device to work with accessibility in Office 365

Learn how to navigate Word using accessible features

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.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.

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