Creating a professional document in Microsoft Word is all about the details. If you can master a few specific dialog boxes and shortcuts, you can ensure your work looks as polished as it reads. This guide focuses on the “Formatting Basics” every screen reader user should know.
Also read:
Navigating the Microsoft Word Ribbon: A Guide for Screen Reader UsersFollow us on
TelegramThe Secret Weapon: Format Checking with Insert + F
Before you change anything, you need to know what is already there. The most valuable command in your toolkit is Insert + F (F for Format
).
In JAWS and NVDA, Pressing Insert + F will announce both font details (Arial, 12 point, bold) and paragraph details (line spacing, alignment).
In Narrator, This command provides font information only.
If the screen reader speaks too fast, hold Insert and press F twice. This opens a window where you can use your Up and Down Arrows to review each setting individually. Press Escape when you are done.
Managing Fonts and Styles
While you can use the Ribbon, the most efficient way to handle fonts is the Font Dialog Box.
Shortcut: Press Control + D.
For simple changes, use these toggles:
- Control + B: Bold on or off.
- Control + I: Italicize on or off.
- Control + U: Underline on or off.
Changing Font Color
Inside the Font Dialog Box (Control + D), Tab to the Color button and press Spacebar.
Use Arrows to find specific colors.
Use Home to find Automatic
(black).
Use Arrows to find specific colors.
When you find your color, press Enter. Do not use Spacebar to select it, as it may not close the picker correctly.
Perfecting Paragraphs
The Paragraph Dialog Box is where you control alignment, indents, and spacing.
Press Alt + H + P + G or use the Applications key and select Paragraph.
Avoiding the Double Enter
Trap
Many screen reader users press Enter twice at the end of a paragraph so the screen reader announces blank
between blocks of text. If you do this, make sure your After spacing is set to 0 point in the Paragraph dialog. If it is set to the default 8 or 10 point, your document will have massive, unsightly gaps between paragraphs.
Indenting the Right Way
Avoid using the Tab key or Spacebar to indent the first line of your paragraphs. Instead, in the Paragraph dialog:
- Tab to the Special combo box.
- Select First line.
This ensures your formatting remains consistent even if you move text around later.
Setting Margins
Margins are the buffer zone
around your text. The default is usually one inch on all sides.
Press Alt + P + M to open the Margins menu.
Checking Margins (JAWS Only): Press Insert + F1. This opens a Virtual Viewer
with document stats.
NVDA and Narrator: You must navigate to the Custom Margins dialog (found at the bottom of the Margins menu) to see the current numbers.
Saving Your Preferences: Changing Defaults
Tired of changing the font to Arial 12 every time you start a new document? You can set your own defaults.
- Tired of changing the font to Arial 12 every time you start a new document? You can set your own defaults.
- Make your desired changes.
- Tab to the Set as Default button and press Enter.
- Important: A dialog will pop up. Tab twice to find the radio button that says “All documents based on the Normal template” and press Enter.
Now, every time you press Control + N for a new document, your preferred settings will be waiting for you.
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