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).