How to Use a screen reader to check spelling and grammar in Word

How do I Use a screen reader to check spelling and grammar in Word?

Use Word with your keyboard and a screen reader to review and fix spelling, grammar, and writing style errors in a document. We have tested it with Narrator, JAWS, and NVDA, but it might work with other screen readers as long as they follow common accessibility standards and techniques. You'll also learn how to recheck your document for issues you previously ignored and turn on or off the automatic checking for spelling, grammar, and writing style errors.

Need instructions on how to check spelling and grammar in Word, but not using a screen reader? Refer to Spelling and grammar in Word.

Check and correct spelling, grammar, and style

Word automatically checks for spelling, grammar, and writing style errors as you type. You can use the Editor pane to go through the errors one by one.

Check and correct spelling, grammar, and style in the Editor pane

1. In your document, press F7. The Editor pane opens. You hear "Editor," followed by the editor score.
2. To review the errors, do one of the following:
   • To review spelling errors, press the Tab key or Shift + Tab until you hear "Corrections," followed by the category in focus and the number of findings. If you hear "Spelling," press Enter. If you hear "Grammar," press the Up arrow key once, and then press Enter.
   • To review grammar errors, press the Tab key or Shift + Tab until you hear "Corrections," followed by the category in focus and the number of findings. If you hear "Grammar," press Enter. If you hear "Spelling," press the Down arrow key once, and then press Enter.
   • To review writing style issues, press the Tab key until you hear "Refinements," followed by the refinement category in focus and the number of findings. Press the Down arrow key until you hear the category you want, for example, "Conciseness," and then press Enter.
3. You hear the reason why the issue was flagged as an error, followed by the location of the error in the sentence, and the original sentence with the spelling, grammar, or style error. Press the Tab key until you hear "Suggestions," followed by the first suggestion on how to correct the error.

Tip: To hear the original sentence again, press Shift + Tab until with Narrator and NVDA you hear: "Button, read context." With JAWS, you hear: "Button, to activate, press Spacebar." Then press Enter.

4. Do one of the following:
   • To correct the error in focus, press the Down arrow key until you hear the suggestion you want to use, and then press Enter. The error is corrected.
   • To correct all occurrences of a spelling error in the current document, press the Down arrow key until you hear the suggestion you want to use, and then press Alt + Down arrow key. You hear: "Change all." Press Enter. The spelling error is corrected.
   • If you think that the issue Word identified is not an error and you want to ignore it everywhere in your document, do one of the following:
     • When checking spelling, press the Tab key until you hear: "Ignore all." The finding is not corrected.
     • When checking grammar or writing style, press the Tab key until you hear "Stop checking for this," and then press Enter. The finding is not corrected.
   • If you want to ignore the finding only once, press the Tab key until you hear: "Ignore once." The finding is not corrected.
5. After you correct or ignore an error, the focus moves to the next error in the category. Repeat step 4 for each issue.
6. When there are no more issues in the category in focus, you hear "Zero issues" or the editor score. Repeat steps 2-5 for each category you want to check.
7. When Word finishes reviewing the document, you hear: "You have finished reviewing editor's suggestions." To return the focus to your document, press Enter.

Check and correct spelling while reading a document

Note: Reviewing spelling errors while reading a document works best with Narrator and NVDA. With JAWS, use the Editor pane to check and fix spelling. For checking grammar and writing style, use the Editor pane.

1. Use your screen reader to start reading the document you want to check for spelling. For the frequently used keyboard shortcuts for reading text, refer to Basic tasks using a screen reader with Word.
2. When your screen reader comes across a spelling error, you hear with Narrator: "Misspelled." With NVDA, you hear: "Spelling error." Press Ctrl to stop reading. If necessary, navigate back to the error in the text.
3. When on the error, press Alt + Down arrow key. The list of correction suggestions opens, and you hear: "Suggestions to choose from." With NVDA, you might have to press the SR key (usually the Insert key) + Spacebar to change the navigation mode before you press Alt + Down arrow key.
4. Do one of the following:
   • To correct the error in focus, press the Down arrow key until you hear the suggestion you want to use, and then press Enter. The error is corrected, and the focus is at the end of the corrected word or phrase.
   • To correct all occurrences of an error in the current document, press the Down arrow key until you hear the suggestion you want to use, press Alt + Down arrow key, press the Down arrow key until you hear "Change all," and then press Enter. The error is corrected, and the focus is at the end the corrected word or phrase.
   • If you think that the issue Word identified is not an error and you want to ignore it everywhere in your document, press the Tab key until you hear "Ignore all," and then press Enter. The finding is not corrected, and the focus is at the end of the word or phrase that was flagged.
   • To ignore the finding only once, press the Tab key until you hear "More options, button," and then press Spacebar. You hear: "Ignore." Press Enter. The finding is not corrected, and the focus is at the end of the word or phrase that was flagged.
5. Continue reading the document, and repeat the above steps for each issue.

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