How to proofread a word document Using the JAWS Screen Reader

Question

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Question

How do I use JAWS to proofread Word documents?

 

Answer

JAWS contains several features that can assist users with proofreading Microsoft Word documents. These features are in addition to supporting spell checking and grammar checking.

Spell Checking Enhancements

Alt + Shift + L will display a list of spelling errors located in the document.  Use the Down Arrow key to navigate through the list, and press Enter to select a word that needs to be changed.  The cursor will be moved to the beginning of the selected word.  You can either manually correct the word in question or press ALT + Down Arrow to get a list of possible replacements.

Grammar checking

Insert + Shift + G will display a list of the grammatical errors found in the document.  Press Enter to select the item with the grammar error. The cursor will be placed at the beginning of the error.  Use the standard Word editing commands to review and correct the error.  The user can use Alt + Down Arrow to get a description of the error and a suggestion for correcting it.

Thesaurus

To access the thesaurus in Word:

  • Move the cursor to the word to be looked up.
  • Press Shift + F7.
  • Press F6 to move to the thesaurus pane.  The selected word will be spoken.
  • Press Down Arrow to navigate the list of choices.
  • Once a replacement is found, Press Shift + F10.
  • Press Down Arrow to select “Insert” then press Enter.
  • To return to the document, press Shift + F6. The cursor will be placed at it’s current position.

Text Analyzer

Text Analyzer can used to identify formatting inconsistencies within Word documents.  Typical insistencies include non-matching parentheses, unintentional format changes, changes in the font color and type, extra whitespace, and stray or unspaced punctuation. Text Analyzer will not fix the “inconsistencies”, it will only identify them. 

How to Activate Text Analyzer

The are 3 methods to enable the Text Analyzer.

  1.  Press Insert + Space, A. This option only turns Text Analyzer on or off.  It does not give the user the ability to change any of the settings.
  2. a. Press Insert + V.  The Quick Settings dialog box will appear.

b.Next, type “text” into the search box. The user should hear Text Analyzer.

c.Press Down Arrow to navigate to the Text Analyzer option

d.Press Space to cycle through the available choices.

Note: The user can only change the setting that determines what type of feedback that Text Analyzer provides.  The types of feedback include:

  1. Indicate with Sound - use a WAV file to identify inconsistencies.
  2. Speak Count - announces the number of inconsistencies in the current line.
  3. Describe Inconsistencies – gives a description of the error.
  4. Off Turns Text Analyzer off.
  1. Press Insert + 6 to open the Settings Center.
    1.  Type “text analyzer” into the search box.
    2. Press the Down Arrow key twice. 
    3. Press F6 To get to the settings section. 
    4. Press TAB to go through the different options. 
    5. Press Space to enable or disable a setting.
    6. When done, press TAB until Apply is selected.  The changes are permanently saved. 

Using Text Analyzer

After enabling Text Analyzer, use the JAWS reading commands to review the document.  If an inconsistency is located, JAWS will provide the type of feedback that was selected above.  To quickly move through the inconsistencies, the user can use the following keyboard commands:

Windows + Alt + I move to the next inconsistency.

Windows + Alt + Shift + I move to the previous inconsistency.

Additional Proofreading Commands

JAWS provides additional commands that aid the proofreading process.  These commands are listed below.

  • Say text characteristics: Insert + F.  This command will provide information about the text at the current cursor location: The information includes the font point size, font color, font type, style, line spacing, and paragraph alignment.
  • Say font color: Insert + 5 (number row). Say the foreground and background colors of the font at the cursor position.
  • Say line and column: Insert + Delete (six pack). Say the current cursor position on the page.
  • Say cursor position: ALT + Delete (Six pack). Says the current cursor position distance from the left margin, the top margin and the page.
  • Announce Footnotes or Endnotes: ALT + Shift + E. Reads the content of the footnote or endnote that is associated with the current cursor position.
  • List Comments: Control + Shift + Apostrophe. Provides a list of the comments in the document.
  • List Endnotes: Insert + Shift + E. Provides  a list of endnotes in the current document.
  • List Footnotes: Insert + Shift + F. Provides a list of footnotes in the current document.
  • Say Selected text: Insert + Shift + DOWN ARROW. Says the currently selected text.
  • Word Count Press Control + Shift + G. JAWS will automatically read the dialog box that appears.  Press Enter to close it.

 

For Additional Assistance

For more information, please contact the IT Accessibility Center at itaccessibilitycenter@missouri.edu or call (573) 884-2828.

 

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