There are many reasons to listen to documents, such as proofreading, multitasking, or increased comprehension and learning. Using a screen reader is also a great way to check your document’s accessibility.
Microsoft Word makes listening possible (and easy!) by using the text-to-speech (TTS) ability of your device to play back written text as spoken words.
Tools you can use
There are different tools for listening to your Word documents and interacting with websites and other web content:
- Read Aloud: Reads all or part of your document. You can use Read Aloud on its own or within Immersive Reader for Word in Windows and MacOS.
- Narrator: Reads and interacts with things on the screen, like text and buttons. Use Narrator to read and write email, browse the internet, and work with documents.
How to listen with Read Aloud
- On the Review tab, select Read Aloud.
- To play Read Aloud, select Play in the controls.
- To pause Read Aloud, select Pause.
- To move from one paragraph to another, select Previous or Next.
- To exit Read Aloud, select Stop (x).
How to change Read Aloud settings
- Select the gear icon in the controls at the top right.
- Use the Reading speed slider to change the reading speed.
- Under Voice Selection, select the voice you want.
How to use Narrator
Narrator lets you use your PC without a mouse to complete common tasks. This is crucial for those with low or no vision. Narrator reads and interacts with things on the screen, like text and buttons. Narrator can be used to read and write email, browse the internet, and work with documents.
Specific commands let you navigate Windows, the web, and apps. Navigation is available using headings, links, landmarks, and more (this is why good heading structure is important!). You can read text (including punctuation) by page, paragraph, line, sentence, word, and character, as well as determine characteristics like font and text color. Narrator allows users to efficiently review tables with row and column navigation.
Two ways to start and stop Narrator
- To launch Narrator, press Windows logo key + Ctrl + Enter. To stop the narrator, press these keys once more. The Windows logo key is typically found on the keyboard’s bottom row of keys, either to the left or right of the Alt key.
- To access Narrator settings, use Windows logo key + Ctrl + N. Then, switch the toggle next to Use Narrator.
Navigating with Narrator
In Windows, use the Tab or arrow keys to move around apps and webpages. When you get to something you want to use, like a link, press Enter.
You can also use the Tab, arrow, and Enter keys to move between and interact with things like checkboxes and buttons.
You can choose what modifier key you want to use in Narrator commands. Both the Caps lock and Insert keys serve as your Narrator key by default. You can use either of these keys in any command that uses the Narrator key. The Narrator key is referred to as simply “Narrator” in commands. You can change your Narrator key in Narrator settings.
Explore your keyboard with Input Learning
Input learning tells you what keys you’re pressing on your keyboard, and the Narrator command associated with them. Turn input learning on or off by pressing Narrator + 1 (the number 1 key).
Common Narrator Commands
- Stop Narrator from reading: Press the Ctrl key to stop Narrator from reading at any time.
- Make Narrator speak louder or faster:
- To change Narrator volume: Press Narrator + Ctrl + (+) or Narrator + Ctrl + Add (numeric keypad) to increase volume. Press Narrator + Ctrl + (-) or Narrator + Ctrl + Subtract (numeric keypad) to decrease volume.
- To change the rate at which Narrator speaks: Press Narrator + (+) or Narrator + (-).
- Switch the Narrator voice
- You can quickly switch between the installed Narrator voices by using the following shortcuts:
- Press Narrator + Alt + (+) to switch to the next Narrator voice.
- Press Narrator + Alt + (-) to switch to the previous Narrator voice.