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MS Word File Menu With Screen Readers

by | Nov 9, 2023 | MS Word | 0 comments

Overview

The “File” menu in Microsoft Word, often represented as a tab labelled “File” or represented by the Microsoft Office logo, is a crucial part of the program’s user interface. It provides various commands and options related to managing, saving, opening, printing, and sharing documents. Here’s an overview of the key features and functions you can find in the “File” menu:

  1. New: This option allows you to create a new document. You can start with a blank document, choose from various templates, or open recent documents.
  2. Open: Use this option to open an existing document. You can browse your computer or connected cloud services to locate and open files.
  3. Save: Save the current document with its existing file name or specify a new name and location. You can also save directly to cloud storage like OneDrive.
  4. Save As: Create a copy of the current document with a different name or in a different file format. This is useful when you want to save a document in a format other than the default .docx.
  5. Print: Access print settings and options, allowing you to choose a printer, set print preferences, and print the document.
  6. Share: Send a copy of the document via email or share it with others via cloud collaboration services like OneDrive or SharePoint.
  7. Export: Export the document to a different file format, such as PDF, XPS, or plain text. This option is handy when you need to share the document in a non-editable format.
  8. Close: Close the current document, but keep Microsoft Word open. You’ll be prompted to save changes if any have been made.
  9. Account: View information about your Microsoft account and subscription status, if applicable. You can also switch accounts and access additional account-related settings.
  10. Options: Access Word’s settings and preferences. This is where you can customize various aspects of the application, such as proofing, display, and save options.
  11. Feedback: Provide feedback to Microsoft about Word or report issues.
  12. Privacy: Access privacy-related settings and information.
  13. Exit: Close Microsoft Word entirely.

Additionally, the “File” menu often displays recent documents, making it easy to access files you’ve worked on recently without going through the “Open” dialog.

The “File” menu in Microsoft Word serves as a central hub for document management, making it straightforward to create, open, save, print, and share your documents. The specific features and options may vary slightly depending on the version of Word you are using, but the core functions remain consistent.

Navigation in File Menu with Screen Readers

Using the functions of the “File” menu in Microsoft Word with a screen reader like Microsoft Narrator, JAWS, NVDA, or others is essential for managing your documents effectively. Here’s how you can use the functions of the “File” menu with a screen reader:

  1. Open Microsoft Word: Launch Microsoft Word on your computer.
  2. Access the “File” Menu: To access the “File” menu, use the keyboard shortcut Alt + F. Alternatively, you can press Alt to activate the Ribbon and then use arrow keys to navigate to the “File” tab.
  3. Navigate Through the “File” Menu: After activating the “File” menu, use arrow keys (up and down) to navigate through the available options. The screen reader will announce each option as you move through them.
  4. Select an Option: When you hear the option you want to use, press Enter to select it.

Here are some common actions within the “File” menu and how to navigate to them:

  • New Document: To create a new document, navigate to the “New” option, press Enter, and then choose from a blank document or templates.
  • Open Document: To open an existing document, navigate to the “Open” option, press Enter, and use the file explorer to select and open the desired document.
  • Save Document: To save the current document, navigate to the “Save” option, press Enter, and choose a location to save the file.
  • Save As: To save the document with a different name or format, navigate to “Save As,” press Enter, and follow the prompts to specify a new name or format.
  • Print Document: To print the document, navigate to “Print,” press Enter, and configure the print settings as needed.
  • Share Document: To share the document, navigate to “Share,” press Enter, and choose an option to share via email or a cloud service.
  • Export Document: To export the document in a different format, navigate to “Export,” press Enter, and select the desired file format.
  • Close Document: To close the current document, navigate to “Close,” press Enter, and confirm if prompted to save changes.
  • Exit Word: To exit Microsoft Word, navigate to “Exit” or “Close Word,” press Enter, and confirm if prompted.

The “Options” menu in Microsoft Word opens the Word Options dialog box, where you can configure various program settings. Using a screen reader, you can navigate through the options in the dialog box and make adjustments as needed. Below are some of the key categories and settings you can find in the Word Options dialog box and how to use them with a screen reader:

  1. General Options:
    • User Interface options: These settings control the appearance and behavior of the Word interface. For example, you can customize the color scheme and enable/disable the Mini Toolbar.
    • Use the screen reader to navigate through the various checkboxes, radio buttons, and drop-down lists to make your desired adjustments.
  2. Proofing Options:
    • Autocorrect options: Configure autocorrection settings and add exceptions.
    • Spelling & Grammar options: Customize spelling and grammar checking, including the use of dictionaries and exceptions.
    • Use the screen reader to access and modify these settings to suit your preferences.
  3. Save Options:
    • Specify how Word handles saving and file recovery.
    • Adjust settings related to AutoSave, AutoRecover, and file format compatibility.
  4. Advanced Options:
    • This section offers a wide range of advanced settings, including editing options, display settings, and compatibility options.
    • Navigate through the list of options to fine-tune Word’s behavior and appearance.
  5. Customize Ribbon Options:
    • Customize the Word Ribbon by adding or removing tabs, groups, and commands.
    • Use your screen reader to navigate the customization options and make changes to the Ribbon layout.
  6. Quick Access Toolbar Options:
    • Customize the Quick Access Toolbar by adding or removing commands.
    • Adjust settings related to icon display and placement on the toolbar.
  7. Add-Ins Options:
    • Manage add-ins and their behavior in Word.
    • Enable or disable specific add-ins and configure their settings if necessary.
  8. Trust Center Options:
    • Configure security and privacy settings, including macro settings, document protection, and privacy options.
    • Use the screen reader to navigate and modify these settings to enhance document security.
  9. Language Options:
    • Configure language settings for proofing, display, and input.
    • Adjust your language preferences and keyboard input methods.
  10. Advanced Customize Styles Options:
    • Customize the list of available styles and their formatting.
    • Modify styles to match your specific needs.

To navigate through the Word Options dialog box with a screen reader, you typically use arrow keys to move between categories and options. When you encounter checkboxes or drop-down lists, your screen reader should provide spoken feedback, allowing you to toggle options or select values as needed.

Shortcut Key Commands:

In Microsoft Word, you can use keyboard shortcuts to quickly access functions within the “File” menu. Here are some common keyboard shortcuts for various functions within the “File” menu:

  • Open the “File” menu: Alt + F
  • Create a New Document: Ctrl + N
  • Open an Existing Document: Ctrl + O
  • Save the Current Document: Ctrl + S
  • Save As (to specify a new name or location): F12
  • Print the Document: Ctrl + P
  • Share the Document (Share options may vary depending on your setup): Alt + F, then R
  • Export the Document (to a different file format): Alt + F, then A
  • Close the Current Document: Ctrl + W
  • Exit Microsoft Word (closes the program): Alt + F, then X