Basic tasks using a screen reader with Word

Basic tasks using a screen reader with Word

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 with your keyboard and Narrator, the built-in Windows screen reader, to quickly do all essential basic tasks.

Notes: 

In this topic

Open Word

Starting work on a new Word document.

  1. Press the Windows logo key, type "word," and then press Enter. Word opens.

Open a recent document

All documents you have recently worked on can be found in one place.

  1. After opening Word, press Shift+Tab until you hear the name of a recent document.

  2. Press the Down arrow key until you hear the document you want, and then press Enter.

Create a new document

  1. Open Word. The focus is on the option to create a new, blank document.

  2. Do one of the following:

    • To create a new blank document, press Enter.

    • To create a new document based on one of the templates in the gallery, press the arrow keys until you hear the template you want, and then press Enter.

    • To search for more templates online, press Alt+S, and then type the kind of template you want (for example, student report or budget), and press Enter. Press the arrow keys until you hear the template you want, and then press Enter.

    You hear the default name of the document, followed by "Editing."The focus moves to the editing area of the document body.

  3. Type text in your document. For instructions on how to format text in a document, go to Use a screen reader to insert and change text in Word.

Save a document

To save the changes you have made to a document, press Ctrl+S.

  1. To save the document with another name or in another location or file format, press Alt+F, A.

  2. To select the save location, press the Tab key, then press the Down arrow key until you hear the location you want.

  3. Press the Tab key until you hear "Enter file name here," and type the name you want.

  4. Press the Tab key. You hear: "Save as type Word document star dot docx."

  5. To change the file type, press Spacebar, and then press the Down arrow key until you hear the file type you want. To select, press Enter.

  6. Press the Tab key until you hear "Save button," and then press Enter.

Read a document

To use the text reading commands, the focus must be in the document body area.

  • To read all text from the cursor location to the end, press Caps Lock+M.

  • To read the current paragraph, press Caps lock+Ctrl+I.

  • To read the next or previous line, press the Down or Up arrow key.

  • To read the next or previous word, press Ctrl+Right or Left arrow key.

  • To stop reading, press Ctrl.

Navigate by headings

You can quickly move from heading to heading using the Navigation Pane.

  1. To turn on the Navigation Pane, press Alt+W, K. You hear: "Search document, editing."

  2. Press the Tab key until you hear: "Selected, headings tab item."

  3. Press the Tab key or Shift+Tab to browse the list of headings. Narrator announces the headings as you move.

  4. To move to the heading, press Enter. The focus moves to the beginning of the heading row in the document body.

Search a document

Use search to quickly find a certain word or a specific element such as a graphic in your document.

Search for a word

  1. Press Ctrl+F. You hear: "Navigation, Search a document."

  2. Type your search words. The list of search results is updated as you type.

  3. Press the Tab key until you hear "Search results list," followed by the first result.

  4. Press the Down arrow key to move through the list. Narrator announces the findings.

Search for a specific element

To search for a specific element, for example, a graphic or a comment from a certain person.

  1. Press Ctrl+F. You hear: "Navigation, Search a document."

  2. Press Caps lock+Right arrow key until you hear "More options, collapsed, menu item," and then press Alt+Down arrow key to expand the menu.

  3. Press the Down arrow key until you hear the element you want, for example, "Graphic," and then press Enter to select.

    If the element has a submenu, you hear the element, followed by "Collapsed, menu item." press the Right arrow key to expand it.

  4. The focus moves to the next result button. Press Enter repeatedly to move through the results.

Use Track Changes

When you turn on Track Changes, Word marks up and shows any changes that anyone makes to your document. You can turn this feature on using either a direct keyboard shortcut or the ribbon.

To turn on Track Changes, do one of the following:

  • To use the direct shortcut, on the keyboard, press Ctrl+Shift+E.

  • To use the ribbon, on the keyboard, press Alt+R, G. You hear: "Track Changes, unchecked menu item." Then press G.

Add page numbers

  1. Press Alt+N+N, U. You hear: "Header and footer, Top of page." The Page Number menu opens, and the focus is on the first option.

  2. To browse the menu, press the Down arrow key until you hear the option you want, and then press Enter. A list of page number styles opens.

  3. Press the Down arrow key until you hear the option you want, and then press Enter.

  4. If you chose to add the page numbers at the top or bottom of the page, or in the page margin, the Header or Footer pane opens. To exit the pane and return to the document editing mode, press Esc.

Print documents

If you need hard copies of your Word documents, you can easily print them.

  1. To print your document, press Ctrl+P. The Print dialog opens. To print with the default settings, press Enter.

  2. To change the print settings, press the Tab key to move through the options.

  3. To open an options list, press Spacebar. To move in an options list, press the arrow keys. To select an option, press Enter.

  4. To print with the new settings, press the Tab key until you hear "Print button," and then press Enter.

See also

Use a screen reader to insert and change text in Word

Use a screen reader to check spelling and grammar in Word

Keyboard shortcuts for Microsoft Word on Windows

Set up your device to work with accessibility in Office 365

Learn how to navigate Word using accessible features

Word 2016 for Mac works with keyboard shortcuts and VoiceOver, the built-in Mac OS screen reader, helping you do all essential basic tasks.

Notes: 

In this topic

Open Word

Starting work on a new Word document is simple with VoiceOver.

  1. To go to the Applications list in Finder, press Shift+Command+A.

  2. Type M to go straight to applications that start with an "M" and then press the Tab key until you hear: "Microsoft Word application."

  3. To open Word 2016 for Mac, press Command+Down arrow key.

Open a recent document

All documents you have recently worked on can be found in one place.

  1. After opening Word, press the Tab key until you hear your account name, followed by "Account settings, menu button."

  2. Press the Down arrow key until you hear "Recent, radio button" and then press Control+Option+Spacebar to open the Recent list.

  3. Press the Tab key until you hear the name of the first document in the list, followed by its file location information. If the first document is not the one you want, press the Down arrow key until you find the right one.

  4. Press Enter to open the selected document.

Create a new document

  1. Open Word 2016 for Mac. The focus is on the option to create a new, blank document. Press Enter to create the document.

    The new document opens, and the focus changes to it. Print Layout View is selected by default.

  2. Type text in your document. For instructions on how to format text in a document, go to Use a screen reader to insert and change text in Word.

Save a document

To save the changes you have made, press Command+S. To save a copy of the document with another name, press Shift+Command+S, type a new name for the document, and press Enter to save it.

Read a document

To use the text reading commands, the focus must be in the document body area.

  • To read all text from the cursor location to the end, press Control+Option+A.

  • To read the current paragraph, press Control+Option+P.

  • To read the next or previous line, press the Down or Up arrow key.

  • To read the next or previous word, press the Right or Left arrow key.

Tip: If the document you are reading contains footnotes or comments, use VoiceOver arrow key navigation to find them. Press Control+Option+Shift+Down arrow key to interact with the document body area, and then navigate around the document by pressing Control+Option+an arrow key in the direction you want to move.

Navigate by headings

You can quickly move from heading to heading with the help of the Navigation Pane.

Turn on the navigation pane

  1. Press Command+F6 until you hear the name of the tab you're on, for example, "Home, selected, tab."

  2. Press the Right arrow key until you hear "View, tab," and then press Control+Option+Spacebar.

  3. Press the Tab key until you hear "Navigation pane, unchecked, checkbox," and then press Control+Option+Spacebar to turn the pane on.

Use the navigation pane

  1. To move the focus to the navigation pane, press Command+F6 until you hear: "Thumbnails pane, selected."

  2. Press the Right arrow key once. You hear: "Document map, tab." Then press Control+Option+Spacebar to open the document map in the navigation pane.

  3. Press Control+Option+Right arrow key until you hear "Table" and then press Control+Option+Shift+Down arrow key to open the table in which the headings are listed.

  4. To move between headings, press the Down or Up arrow keys until you find the heading you want, then press Control+Option+Spacebar to open the document.

Search a document

Use search to quickly find a certain word or a specific element such as a graphic in your document.

Search for a word

  1. Press Shift+Command+H. You hear: "Search, checked, combo box."

  2. Type your search word, The list of search results is updated as you type.

  3. Press the Tab key until you hear "Matches, result," and then press Control+Option+Down arrow key to move in to the results list.

  4. To move through the list of search results, press the Down arrow key.

  5. If you hear a search result that you want to modify in the document, press the Tab key to move to the document body and make your changes.

Search for a specific element

  1. Press Shift+Command+H. You hear: "Search, checked, combo box."

  2. To open the search menu, press the Down arrow key.

  3. Press the Down arrow key until you hear the element you want, for example, "Graphic," and then press Spacebar.

  4. Press Enter to move through the findings.

Use Track Changes

The Track Changes option marks every change you make in a document, so other authors can quickly see what has changed.

  1. Press Command+F6 until you hear the name of the current tab, for example, "Home, selected, tab."

  2. Press the Right arrow key until you hear "Review, tab" and then press Control+Option+Spacebar to open the ribbon.

  3. Press the Tab key until you hear "Track Changes, unchecked, check box" and then press Control+Option+Spacebar to turn it on.

Add page numbers

  1. Press Control+Option+M. You hear: "Menu bar, Apple."

  2. Press the Right arrow key until you hear "Insert," and then press Spacebar.

  3. Press the Down arrow key until you hear "Page numbers, ellipses," and then press Spacebar. You hear: "Page numbers, dialog, position."

  4. To set the position of the page number on the page, press the Down arrow key until you hear the option you want, and then press Spacebar.

  5. To set the alignment of the page number, press the Tab key until you hear the current alignment, followed by "alignment." Press the Down arrow key until you hear the option you want, and then press Spacebar.

  6. Press the Tab key. You hear: "Unchecked, Show number on first page." If you want the page number to show on the first page of your document, press Spacebar.

Print documents

To print the current document, press Command+P to open the Print dialog, press the Tab key until you hear "Print, button" and then press Enter to send the document to your default printer.

See also

Use a screen reader to insert and change text in Word

Use a screen reader to check spelling and grammar in Word

Keyboard shortcuts in Word for Mac

Set up your device to work with accessibility in Office 365

Learn how to navigate Word using accessible features

Use VoiceOver, the built-in iOS screen reader, to do all the essential basic tasks in Word for iOS, such as open and save a document, read, track changes, or print.

Notes: 

  • New Office 365 features are released gradually to Office 365 subscribers, so your app might not have these features yet. To learn how you could get new features faster, visit When do I get the newest features in Office 2016 for Office 365?.

  • For touch capabilities in Word for iOS, go to Word for iPhone touch guide

  • This topic assumes that you are using the built-in iOS screen reader, VoiceOver. To learn more about using VoiceOver, visit Apple accessibility.

  • This topic assumes that you are using an iPhone. Some navigation and gestures might be different for an iPad.

  • We recommend you read and edit documents in Print Layout View. VoiceOver may not work reliably in other view modes.

In this topic

Open Word and start a new document

Starting to work on a new Word document is simple with VoiceOver.

  1. On your iPhone, swipe right or left with three fingers to go to the home screen where the Word for iOS app is.

  2. Swipe right with one finger until VoiceOver announces the app.

  3. Double-tap the screen to open the app.

  4. Word opens. Swipe right until you hear "New button" and double-tap the screen. The New tab opens, with the "Blank document" template selected in the document templates gallery.

  5. Do one of the following:

    • To open a new blank document, double-tap the screen when you hear: "Blank document."

    • To open one of the other templates in the gallery, swipe right until you hear the template you want, and then double-tap the screen.

Open a recent document

All documents you have recently worked on can be found in one place.

  1. After opening Word for iOS, swipe right until you hear "Recent button" and then double-tap the screen.

  2. Swipe left until you hear the document you want. As you move, VoiceOver announces the recent documents as "<file name>, <location>."

  3. To open a document, double tap the screen when on the document.

Create a new document

  1. Open Word for iOS, and then swipe right until you hear "New button," and then double-tap the screen.

  2. The New window opens. Swipe left or right until you hear "Blank document" and double-tap the screen.

    The new blank document opens in the Print Layout view. The focus is on the document title.

  3. Swipe right until VoiceOver announces: "File button." Double-tap the screen to select. The File menu opens.

  4. To name the document, swipe right until you hear "Name" and double-tap the screen. Type a name for the document using the on-screen keyboard. To go to the keyboard, swipe right until you hear: "Q."

  5. When you have finished, swipe left until you hear: "Save." Double-tap the screen to select.

  6. If you're signed in, Word for iOS automatically saves your document to the Documents folder on OneDrive as you work.

Save a document

Word for iOS automatically saves your document on OneDrive as you work so you don't have to worry about saving. If you want, you can easily rename the document.

  1. In the Editing view of your Word document, swipe right or left until VoiceOver announces: "File button." Double-tap the screen to select. The File menu opens.

  2. To name the document, swipe right until you hear: "Name." Type a name for the document using the on-screen keyboard. To go to the keyboard, swipe right until you hear: "Q."

    Tip: You can also find the keyboard by exploring the items on the screen. To explore, place a finger on the screen and drag it around. VoiceOver announces the items as you land on them. To select an item, lift your finger and double-tap the screen.

  3. Swipe right or left until you find a location where you want to save, such as your phone or a folder on OneDrive. VoiceOver announces the locations as you move. When on the location you want to save to, double-tap the screen. If there are folders to open, swipe right until you're on a folder, and then double-tap to open.

  4. To save the document, swipe left until you hear: "Save button." Double-tap the screen to select. Your document is saved.

If you want to save a copy of the document on your device, it's easy with your screen reader.

  1. In the document, open the File menu. Then swipe right until you hear "Save a copy button" and double-tap the screen.

  2. The focus moves to the new file name text field. If you want a new name for the document, type a name using the on-screen keyboard.

  3. Swipe right until you find a location where you want to save, such as your iPhone or a folder on OneDrive.

  4. To save a copy of the document, swipe left until you hear: "Save button." Double-tap the screen to select. The copy is saved.

Read a document

To use the text reading gestures in the Editing view, the focus must be in the document body area.

  • To read all text on a page, swipe right until you hear: "Page <page number> content." VoiceOver starts reading the whole page.

  • To read lines, place one finger on a page and drag it down. VoiceOver reads a line as you land on it.

  • To stop reading, double-tap the screen with two fingers.

Use Track Changes

The Track Changes option marks every change you make in the document, so other authors can quickly see what has changed.

Note: This feature is only available if you have an Office 365 subscription.

  1. In the Editing view of your Word document, swipe right or left until VoiceOver announces: "Show ribbon button." Then double-tap the screen. You hear: "<ribbon tab name> tab."

  2. Double-tap the screen, and then swipe right or left until you hear: "Review tab." To select, double-tap the screen.

  3. Swipe right until you hear "Track Changes Off button," and then double-tap the screen. You hear: "Track Changes On."

  4. To close the ribbon and move the focus to your document, swipe left until you hear "Hide ribbon button," and then double-tap the screen.

Search a document

Move focus to the Search button on the top far-right of the app. Double-tap Search and type a search term. VoiceOver speaks each letter you type, identifies the number of matching terms found in the document, and provides a description of where the matched terms are located in the document.

To find and replace a term, move focus to the search options button to the left of the search field. Double-tap to open the Options screen and then swipe down to move focus to one of these options: Find, Find and Replace, Match Case, or Whole Words.

To close the Search pane and move focus to your found result, use two fingers to swipe a Z gesture.

To dismiss the Search pane and move focus to the top of the document, double-tap on the document.

Print documents

Print your Word documents directly from your iPhone to a printer that supports AirPrint. To learn more about AirPrint and the supported printers, refer to Use AirPrint to print from your iPhone, iPad, or iPod touch.

Before you start, make sure that your iPhone and printer are connected to the same Wi-Fi network.

  1. In your document Editing view, swipe right or left until you hear "File button," and then double-tap the screen. The File menu opens.

  2. Swipe right until you hear "Print button," and then double-tap the screen.

  3. Swipe right and you hear: "AirPrint." Double-tap the screen. You hear: "Printer options, Cancel button."

  4. Swipe until you hear: "Printer. Select printer button." Double-tap the screen. The list of available AirPrint printers opens.

  5. Swipe right until you hear the printer you want to select, and then double-tap the screen.

  6. To print using the default settings, in Printer Options menu, swipe right or left until you hear "Print button," and then double-tap the screen.

See also

Use a screen reader to insert and change text in Word

Use a screen reader to check spelling and grammar in Word

Set up your device to work with accessibility in Office 365

Learn how to navigate Word using accessible features

Use TalkBack, the built-in Android screen reader, to do all the essential basic tasks in Word for Android, such as open and save a document, read, track changes, or print.

Notes: 

  • New Office 365 features are released gradually to Office 365 subscribers, so your app might not have these features yet. To learn how you could get new features faster, visit When do I get the newest features in Office 2016 for Office 365?.

  • For touch capabilities in Word for Android, go to Word for Android touch guide

  • This topic assumes that you are using the built-in Android screen reader, TalkBack. To learn more about using TalkBack, go to Android accessibility.

  • This topic assumes you are using this app with an Android phone. Some navigation and gestures might be different for an Android tablet.

In this topic

Open Word and start a new document

Starting to work on a new Word for Android document is simple with TalkBack.

  1. On your phone, swipe right or left with two fingers to go to the home screen where the Word for Android app is.

  2. Swipe right with one finger until TalkBack announces the app.

  3. Double-tap the screen to open the app.

  4. Word for Android opens. Swipe right until you hear "New button," and then double-tap the screen. The New menu opens with "Blank document" template selected in the document templates gallery.

  5. Do one of the following:

    • To open a new blank document, double-tap the screen when you hear "Blank document".

    • To open one of the other templates in the gallery, swipe right until you hear the template you want, and then double-tap the screen.

Open a recent document

All documents you have recently worked on can be found in one place.

  1. After opening Word for Android, your recently opened documents are listed.

  2. Swipe left until you hear the document you want. As you move, VoiceOver announces the recent documents as "<file name>, located in <location>."

  3. To open a document, double-tap the screen when on the document.

Save a document

Word for Android automatically saves your document on OneDrive as you work so you don't have to worry about saving. If you want, you can easily rename the document.

  1. In the Editing view of your Word document, swipe right or left until TalkBack announces: "File button." Double-tap the screen to select. The File menu opens.

  2. Swipe right until TalkBack announces: "Save button." Double-tap the screen to select. You hear: "Save. File menu close."

  3. To name the document, swipe right until you hear "Rename this file button" and double-tap the screen. Type a name for the document using the on-screen keyboard. To save the new name, drag your finger on the keyboard until you hear "Done," then lift it (and double-tap the screen if needed). The file is renamed.

    Tip: You can find the keyboard by exploring the items on the screen. To explore, place a finger on the screen and drag it around. TalkBack announces the items as you land on them. To select an item, when on the item, lift your finger. Depending on your device settings, you may need to double-tap the screen to insert the character.

If you want to save a copy of the document on your device or a different location on OneDrive, it's easy with your screen reader.

  1. In the document, open the File menu. Then swipe right until you hear "Save as button" and double-tap the screen. The Save as menu opens with the focus on the file name field.

  2. The focus moves to the new file name text field. If you want a new name for the document, type a name using the on-screen keyboard.

  3. Swipe right or left until you find a location where you want to save, such as your phone or a folder on OneDrive.

  4. To save a copy of the document, swipe right until you hear: "Save button." Double-tap the screen to select. The copy is saved.

Read a document

To use the text reading gestures in the Editing view, the focus must be in the document body area.

  • To read all content on a page, swipe right to move to the first text box, image, or link of the page. TalkBack starts reading the content.

    To read the next text box, image, or link, swipe right.

  • To stop reading, tap the screen with one finger.

Use Track Changes

The Track Changes option marks every change you make in the document, so other authors can quickly see what has changed.

Note: This feature is only available if you have an Office 365 subscription.

  1. In the Editing view of your Word document, to go to the ribbon, swipe right or left until TalkBack announces: "Expand switch not checked." Then double-tap the screen. You hear a ribbon tab name and "Tab menu <tab name> selected."

  2. Double-tap the screen, and then swipe right or left until you hear: "Review tab." To select, double-tap the screen.

  3. Swipe right until you hear "Track changes switch not checked" and then double-tap the screen. You hear: "On."

  4. To close the ribbon, swipe right until you hear "Expand switch checked" and double-tap the screen.

Print documents

Print your document directly from your Android phone to a Wi-Fi printer. Before you start, make sure your phone and the printer are connected to the same Wi-Fi network.

  1. In the Editing view of your Word document, swipe right or left until you hear: "File button." Double-tap the screen to select. The File menu opens.

  2. Swipe right until you hear "Print button" and double-tap the screen.

    Note: If this is the first time you're printing a Word document from your phone, a dialog opens asking for your permission to connect to an online service that prepares the file for printing. To continue, swipe right until you hear "Allow button" and double-tap the screen. The printer dialog opens, and TalkBack announces: "Print dialog."

  3. Swipe left until you hear "Drop-down list, select a printer" and double-tap the screen.

  4. To use the default printer, double-tap the screen. The printer is selected, and the focus moves to the print dialog.

  5. To print the document, swipe right until you hear "Print document," then double-tap the screen. The document is printed and you return to your document.

See also

Use a screen reader to insert and change text in Word

Use a screen reader to check spelling and grammar in Word

Set up your device to work with accessibility in Office 365

Learn how to navigate Word using accessible features

Use Narrator, the built-in Windows screen reader, to do all the essential basic tasks in Word Mobile, such as open and save a document, read, track changes, or print the document.

Notes: 

In this topic

Open Word and start a new document

Starting to work on a new Word Mobile document is simple with Narrator.

  1. On your phone, in the All apps list, swipe right with one finger until Narrator announces Word.

  2. Double-tap the screen to open the app.

  3. To create a new document, swipe up or down on the screen with one finger until you hear “Items,” and then swipe right until you hear "New button" and double-tap the screen. The New menu opens, with "Blank document" template selected in the document templates gallery.

  4. Do one of the following:

    • To open a new blank document, double-tap the screen when you hear: "Blank document."

    • To open one of the other templates in the gallery, swipe right until you hear the template you want, and then double-tap the screen.

Open a recent document

All documents you have recently worked on can be found in one place.

  1. After opening Word Mobile, swipe right. As you move, Narrator announces the recent documents as "<file name>, located in <location>."

  2. To open, double-tap the screen when on the document.

Save a document

Word Mobile automatically saves your document on OneDrive as you work so you don't have to worry about saving. If you want, you can easily rename the document.

  1. In the Editing view of your Word document, swipe up or down on the screen with one finger until you hear "Items," and then swipe right or left until Narrator announces: "File button." Double-tap the screen to select. The File menu opens.

  2. Swipe right until Narrator announces: "Save button." Double-tap the screen to select. The Save menu opens.

  3. To name the document, swipe right until you hear "Rename this file button" and double-tap the screen. Type a name for the document using the on-screen keyboard. To save the new name, when on the keyboard, swipe right until you hear "Enter" and double-tap the screen. The file is renamed.

    Tip: You can find the keyboard by exploring the items on the screen. To explore, place a finger on the screen and drag it around. Narrator announces the items as you land on them. To select an item, when on the item, lift your finger and double-tap the screen.

If you want to save a copy of the document on your device, or other location on OneDrive, it's easy with your screen reader.

  1. In the document, open the Save menu. Then swipe right until Narrator announces: "Save a copy of this file." Double-tap the screen to select. The Choose an app pop-up opens.

  2. To select a saving location, swipe right or left until you find a location where you want to save, such as your phone ("This device, 1 of 2") or a location on OneDrive ("OneDrive, 2 of 2"). Narrator announces the locations as you move. When on the location you want to save to, double-tap the screen. If there are folders to open, swipe right until you're on a folder, and then double-tap to open it.

  3. Swipe right until you hear: "Next, app bar button." Double-tap the screen to select.

  4. To save the file, swipe left until you hear "Save a copy, app bar button" and double-tap the screen. The file is saved, and the focus moves to your document.

Read a document

To use the text reading gestures in the Editing view, the focus must be in the document body area.

  • To read the content of a page, navigate to the page you want to read, then place the finger on the page and drag it down. Narrator reads the lines, images or links as you land on them.

Use Track Changes

The Track Changes option marks every change you make in the document, so other authors can quickly see what has changed.

  1. In the Editing view of your Word document, swipe up or down on the screen with one finger until you hear "Items," and then swipe right or left until Narrator announces: "More options." Double-tap the screen. The ribbon opens.

  2. To go to the Review tab, double-tap the screen, and then swipe left until you hear a ribbon tab name, double-tap the screen, and swipe until you hear: "Review tab, 4 of 5." To select, double-tap the screen.

  3. Swipe right until you hear "Off, Track Changes" and then double-tap the screen. You hear: "On, Track Changes button."

  4. To close the ribbon and move the focus to your document, swipe left until you hear "More options, button expanded," and then double-tap the screen.

Print documents

Print your document directly from your Windows phone to a Wi-Fi printer. To check that your printer is supported, refer to the list in this article: Supported Printers for Windows 10 Mobile. Also, make sure your phone and the printer are connected to the same Wi-Fi network.

  1. In the Editing view of your Word document, swipe up or down on the screen with one finger until you hear "Items" and then swipe right or left until Narrator announces: "File button." Double-tap the screen to select. The File menu opens.

  2. Swipe right until you hear "Print button." Double-tap the screen to open the Print dialog.

  3. To check that you have the right printer selected, swipe right until you hear: "Printer, combo box." Double-tap the screen. Narrator reads the name of the selected printer and tells you how many options there are (for example, "1 of 5"). To select a printer, swipe right or left until you hear the name of the printer you want, and then double-tap the screen.

  4. To print the document, swipe right until you hear “Print button” and double-tap the screen to send the document to the printer.

See also

Use a screen reader to insert and change text in Word

Use a screen reader to check spelling in a document in Word

Learn how to navigate Word using accessible features

Use Word Online with your keyboard and Narrator, the built-in Windows screen reader, to quickly do all essential basic tasks.

Notes: 

  • If you use Narrator with the Windows 10 Fall Creators Update, you have to turn off scan mode in order to edit documents, spreadsheets, or presentations with Office Online. For more information, refer to Turn off virtual or browse mode in screen readers in Windows 10 Fall Creators Update.

  • New Office 365 features are released gradually to Office 365 subscribers, so your app might not have these features yet. To learn how you could get new features faster, visit When do I get the newest features in Office 2016 for Office 365?.

  • For keyboard shortcuts, go to Keyboard shortcuts in Word Online.

  • This topic assumes that you are using the built-in Windows screen reader, Narrator. To learn more about using Narrator, go to Get started with Narrator.

  • This topic assumes you are using this app with a PC. Some navigation and gestures might be different for a Windows phone or tablet.

  • When you use Word Online, we recommend that you use Microsoft Edge as your web browser. Because Word Online runs in your web browser, the keyboard shortcuts are different from those in the desktop program. For example, you’ll use Ctrl+F6 instead of F6 for jumping in and out of the commands. Also, common shortcuts like F1 (Help) and Ctrl+O (Open) apply to the web browser – not Word Online.

In this topic

Open Word Online and start a new document

Sign in to Word Online and take your documents with you wherever you go.

  1. In your browser, go to Office Online.

  2. Press the Tab key until you hear "Word, link" and then press Enter.

  3. To sign in using your Microsoft account, press Alt+A. To sign in using a work or school account, press Alt+N.

  4. Press Enter. Type your credentials and press Enter.

  5. Word Online opens. You hear: "Microsoft Word Online." The focus is on the File tab, with the "New blank document" template selected in the document templates gallery.

  6. Do one of the following:

    • To open a new blank document, press Enter.

    • To open one of the other templates in the gallery, press the Tab key or Shift+Tab until you hear the template you want, and then press Enter.

    • To browse for more templates online, press the Tab key until you hear "See more templates, link," and then press Enter. You hear: "Templates for Word." Press the Tab key until you hear the template category you want, and then press Enter. Press the Tab key until you hear the template you want, and then press Enter.

Open a recent document

All documents you have recently worked on can be found in one place.

  1. After opening Word Online, press Shift+Tab until you hear the name of a recent document.

  2. Press the Down arrow key until you hear the document you want, and then press Enter. The document opens in the Reading view.

  3. To edit the document, press the Tab key until you hear "Edit document, button collapsed," and then press Spacebar.

  4. Press the Down arrow key. You hear: "Edit in browser."

  5. Press Enter. The document opens in the Editing view.

Open a document in the full version of Word

If you have the full desktop version of Word, it gives you many more options when working with your files. It's easy to open the full version from Word Online.

  1. In the Word Online document, press Alt+Windows logo key+O. The document opens in the desktop version.

  2. Navigate back to Word Online, and then press Ctrl+W to close the browser tab.

Switch to Editing view to make changes

In Editing view, you have access to the ribbon, which offers many options for making changes to a document.

  1. To move the focus to the browser window, press F6.

  2. Tab to the Edit document button, press Enter, and then select Edit in Word Online. Your document opens in Editing view.

Note: To use the ribbon, press Ctrl+F6 until you reach the tabs. To move between ribbon tabs, press the Tab key or Shift+Tab. To select a tab, press Enter. The tab-specific ribbon opens, where you can select commands.

For details about using key combinations, see Keyboard shortcuts in Word Online

Rename a document

Word Online automatically saves your document on OneDrive as you work so you don't have to worry about saving. If you want, you can easily rename the document.

  1. In the Editing view, press Alt+Windows logo key+F, then A, R. You hear: "Dialog, Rename." The focus is in the file name text field.

  2. Delete the old document name and then type the new name. When you're done, press Enter.

Save a local copy of your document

If you want to save a copy of the document on your device, it's easy with your screen reader and keyboard shortcuts. You can download your document either as Word DOCX, PDF, or ODT file.

  1. In the Editing view, press Alt+Windows logo key+F, then A.

  2. Do one of the following:

    • To download the copy in DOCX format, press C.

    • To download the copy in PDF format, press P.

    • To download the copy in ODT format, press T.

    You hear: "Dialog, Microsoft Word Online." The focus is on the Download button.

  3. Press Caps Lock+Right or Left arrow key until you hear "Save button" and then press Enter. The file has been downloaded to your device.

Read a document

To use the text reading commands in the Editing view, the focus must be in the document body area.

  • To read all text from the cursor location to the end, press Caps Lock+M.

  • To read the current paragraph, press Caps Lock+Ctrl+I.

  • To read the next or previous line, press Ctrl+Down or Up arrow key.

  • To read the next or previous word, press Ctrl+Right or Left arrow key.

  • To stop reading, press Ctrl.

Navigate by headings

You can quickly move from heading to heading using the Navigation Pane.

  1. To turn on the Navigation Pane, in the Editing view, press Ctrl+F6 until you hear the current tab, and then press W, K. You hear: "Search document for, editing."

  2. Press the Tab key or Shift+Tab to browse the list of headings. Narrator announces the headings as you move.

  3. To move to the heading, press Enter. The focus moves to the beginning of the heading row in the document body.

Find and replace text

Press Ctrl+F (Find) in Reading view or Editing view, to search for every occurrence of a specific word or phrase in your document . Results appear in the Find pane. Use the arrow keys to browse the search results and go to that location in the document.

Note: In JAWS, the keyboard shortcut Ctrl+F is reserved for the JAWS Find command. To find and replace text in Editing view in JAWS, press Ctrl+H.

In Editing view in JAWS, to automatically find text and replace it with new text:

Find and replace text using JAWS

  1. Press Ctrl+H or, on the Home tab, select Replace. The Find and Replace pane opens, and you hear “Search the document for... edit.” The focus is in the Search for box.

  2. Type the text you want to find.

  3. Tab until you hear "Replace with... edit." The focus is in the Replace with box.

  4. Type the text you want to use as a replacement, and press Enter. Word Online finds the first instance of the Search for text.

  5. To replace the text, tab until you hear “Replace button,” and then press Enter. Or, to replace all instances of the found text, press the Tab key again to go to the Replace All button, and then press Enter.

Search a document

  1. Press Alt+Windows logo key+H, F, D.

  2. Type your search words.

  3. Press the Tab key until you hear the first search result.

Add page numbers

  1. In your document, press Alt+Windows logo key+N, N, U. The Add to Header or Footer menu opens.

  2. Press the Tab key until you hear the page number style option you want, and then press Enter.

  3. The header and footer editing area opens. To return to editing your document, press Esc.

Print documents

If you need hard copies of your Word documents, you can easily print them.

  1. To print your document, in the Editing view, press Ctrl+P. The Print dialog opens. To print with the default settings, press the Tab key until you hear "Print button," and then press Enter.

  2. To change the print settings, press the Tab key to move through the options.

  3. To open an options list, press Spacebar. To move in an options list, press the arrow keys. To select an option, press Enter.

  4. To print with the new settings, press the Tab key until you hear "Print button", and then press Enter.

See also

Use a screen reader to insert and change text in Word

Use a screen reader to insert a picture or image in Word

Keyboard shortcuts in Word Online

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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