Accessibility Features in Microsoft Word

Accessibility Features in Microsoft Word

Microsoft Word offers several tools to make documents more inclusive and user-friendly, catering to individuals with diverse needs. Key features include speech-to-text, accessibility checker, and Read Aloud for proofreading.

1. Speech-to-Text Tools

Microsoft Word provides Dictate, a built-in speech-to-text tool that allows you to create documents using voice commands.

Enable Dictation:

1. Go to the Home tab.

2. Click Dictate (microphone icon) in the toolbar.

3. Speak clearly, and your words will appear in the document.

Commands for Dictation:

• Punctuation: Say "comma," "period," "question mark," etc.

• Formatting: Use commands like "new paragraph" or "bold [word]."

• Editing: Say "delete that" to remove the last word or phrase.

Supported Languages:

Dictate supports multiple languages. Change the language by clicking the dropdown next to the Dictate button.

2. Accessibility Checker

The Accessibility Checker ensures your document is readable and usable for everyone, including individuals with disabilities.

Run the Accessibility Checker:

1. Go to the Review tab.

2. Click Check Accessibility in the Proofing group.

3. A panel will appear on the right, listing issues and suggestions to improve accessibility.

Common Issues and Fixes:

• Alt Text for Images: Add descriptive text to visuals for screen readers.

  • Right-click an image, choose Edit Alt Text, and type a description.

• Headings and Styles: Use built-in headings for consistent navigation.

  • Apply styles from the Home tab (e.g., Heading 1, Heading 2).

• Color Contrast: Ensure text and background colors have sufficient contrast for readability.

3. Read Aloud for Proofreading

The Read Aloud feature reads your document aloud, which is helpful for catching errors or for users with visual impairments.

Activate Read Aloud:

1. Go to the Review tab.

2. Click Read Aloud in the Speech group.

3. The tool will begin reading from the cursor’s position.

Customize Settings:

• Playback Controls: Use the play, pause, and skip buttons to control playback.

• Voice Options: Click the gear icon to adjust the voice and speed.

• Choose from various voices (male/female) and languages.

Pro Tips

• Keyboard Shortcuts: Press Ctrl + H to pause/resume Read Aloud.

• Screen Reader Compatibility: Word works seamlessly with popular screen readers like NVDA and JAWS.

• Save as Accessible PDFs: When saving a document, choose File > Save As > PDF and select the "Optimize for accessibility" option.