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Using Ribbons in Word with Screen Readers (JAWS or NVDA)

If you are using Microsoft Word with a screen reader like JAWS or NVDA, learning how to use the ribbon is very helpful. The ribbon is the main area at the top of Word where you can find all the tools to create and edit your document. In this guide, we will explain how to use the ribbon using simple keyboard commands and shortcuts.

How to Open and Close the Ribbon

To start using the ribbon, press the Alt key on your keyboard. This will activate the ribbon and focus on the Home tab by default.
If you press the Alt key again, the ribbon will close.

Moving Between Tabs in the Ribbon

Once the ribbon is open:

  • Press the Right Arrow key to move to the next tab.
  • Press the Left Arrow key to move to the previous tab.
  • You can also use shortcut keys like Alt + H to go directly to the Home tab, Alt + N for Insert tab, and more.

To see the full list of shortcuts, visit:
Ribbons in Word 365

Opening a Tab

To open a tab’s ribbon press the Down Arrow key. Then:

  • Press Tab to move to the next option.
  • Press Shift + Tab to move to the previous option.

Navigating Between Groups in the Ribbon

Inside each ribbon tab, options are grouped into sections like Font, Paragraph, and Styles.

  • Press Ctrl + Right Arrow to go to the next group.
  • Press Ctrl + Left Arrow to go to the previous group.

When you land on a group, focus will be on its first option. Use Tab to move through the options one by one.

Types of Options in the Ribbon

1. Buttons

These perform actions when you press Enter.
Example: In the Font group, you’ll find Grow Font and Shrink Font buttons.

2. Toggle Buttons

These work like checkboxes. You can turn them on or off by pressing Enter.
Example: Bold and Italic in the Font group.

3. Dropdown Menus

When on a dropdown or submenu:

  • Press Alt + Down Arrow to open it.
  • Use Up and Down arrows to move through the list.
  • Press Enter to select an item.

4. Split Buttons

Split buttons have two functions:

  • Press Enter to apply the default setting.
  • Press Alt + Down Arrow to open the list of choices.

Example: In the Paragraph group, the Bullet Split Button applies a default bullet style if you press Enter. To open the bullet library, press Alt + Down Arrow.

5. Edit Combo Boxes

These let you type a value or use arrow keys to choose one.
Example: In the Font group, use the Font and Size combo boxes to select or type a value.

Using Shortcut Keys Directly

While exploring options, your screen reader will speak shortcut keys. Example: “Bullet Split Button Alt H, U” means:

  • Hold the Alt key.
  • Press H for Home tab, then U for the Bullet button.

Use this method to quickly access tools without navigating each time.

Using the ‘Tell Me’ Search Box

To quickly find any command:

  • Press Alt + Q to open the search box.
  • Type the name of the command, like Numbering.
  • Use Arrow Down to select Numbering Split Button.
  • Press Enter to apply the default, or Alt + Down Arrow to explore more styles.

Hide or Show the Ribbon

If you want to hide or show the ribbon, press Ctrl + F1. This gives you more space to work in the document.

Conclusion

By learning these simple keyboard shortcuts, you can use Microsoft Word with JAWS or NVDA like a pro. The ribbon helps you work faster and access all important tools easily. Try these tips and enjoy a smoother writing experience!



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