DRAFT Quick Reference Guide and Tutorial for Screen Reading with Jaws,
prepared by Maeve May.

Follow the links for specific Topics using Jaws and Windows Shortcuts and Notes for Jaws users.

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Microsoft Word Notes and Shortcuts for Jaws Screen Reader

Word Shortcuts for Jaws Screen Reader

Word Navigation

Ctrl+home.       Moves the  cursor to the top of the document.

Ctrl + end.        Moves the  cursor to end of the document.

End.                   Moves the cursor to the beginning of the line.

Home.               Moves the cursor to the end of the line.

Left Arrow.       Moves the  (Insert) cursor one character to the left.

Right Arrow.    Moves the cursor one character to the right.

Ctrl + left Arrow.      Moves the cursor one word to the left.

Ctrl + right arrow.   Moves the cursor one word to the right.

Down arrow.   Moves the cursor down one line.

Up Arrow.         Moves the cursor up one line.

Ctrl + Down arrow. Moves the cursor to the next paragraph.

Ctrl + Up Arrow.     Moves the cursor to the previous paragraph.

Page Down .    Scrolls down one screen.

Page up.           Scrolls up one screen.

F5.                      Go to dialog box.  The default option refers to pages.  Type the page number and press Enter and it will take you to that page.  Press Escape to close the dialog box.  If you want to go to any other Word feature such as section, bookmark, footnote etc, press Shift Tab, arrow through the options. 

Shift F5.            Go to last edited position.  This is handy if you have moved to another position in a long document and want to return to where you were previously.

Control Alt N.  Normal View

Control Alt P.   Print Layout View

Control Alt O.  Outline View

Alt Control Home.   Browse object options – arrow through options. Press Enter to activate.  Default is page.

Control Page down.          Go to next browse object, default next page.

Control Page Up.    Go to previous browse object

Jaws Specific Commands applicable to several programs.

Insert C.              Read word in context (eg in spellcheck or Find)

Insert F.              Say Format

Insert T.              Read Window Title and view mode.

Insert End.         Say top line of window (often title)

Insert Page Down. Say bottom line of window (status bar)

Insert 2.              Change Typing Echo to character, word, both character and word, or none 4 way toggle

Insert 4 .             displays a list of symbols. Arrow to the symbol you want and press enter.

Insert 5.              Reads the colour of font 

Help for Jaws & Windows

Insert 1 .            Keyboard Help on/off toggle  – identifies keys when pressed

F1.                      Windows Help – type question and press enter.

Insert F1.          Screen Sensitive Help – Virtual viewer.  List info about the file you have open.

Insert  F1 twice quickly .   Jaws Help – Control tab to index.

Insert H.            Help for Jaws keyboard shortcuts Specific to active application.

Insert W.           Help for Windows keyboard shortcuts context sensitive.

Selecting Text in Word - windows shortcuts

Control A.                                            Select all.

Shift + Navigation keys.                   Adding Shift with navigation keys selects text as follows:.

Shift and right arrow .                      Select character.

Shift and left arrow .                         Select previous character.

Control shift and right arrow.         Select word.

Control shift and left arrow.            Select previous word.

Shift end.                                             Select current line if cursor at the start.

Control shift and end.                      Select from cursor to end of document.

Control Shift and Home.                  Select from cursor to start of document.

Control shift and down arrow.       Select current paragraph.

Control shift and up arrow.            Select previous paragraph.

F8.                                                         Selects, character, word, sentence, paragraph depending on the number of times you press it.  Escape key cancels.

Microsoft Office basics for file management

Ctrl S.                Save File.

F12.                    Save as even if document already been saved..

Ctrl P.                Print File.

Ctrl O.                Open File.

Reading with Jaws in Word  and Most Office Programs and all versions of Jaws

Insert and down arrow.                   Say all

Control key.                                        Stop speech

Insert and down arrow.                   Resume say all after stop speech

Page up .                                             when in say all mode will increase speech rate, otherwise Alt Control Page up

Page down .                                        when in say all mode will decrease speech rate, otherwise Alt Control Page down

Insert Tab.                                           Reads current item again

Insert and right arrow.                     Read next word.

Insert and left arrow.                        Read previous word.

Insert and numpad 5.                       Read current word.

Insert and numpad 5 .                      pressed twice quickly spells out current word - to stop release insert key.

Insert and up arrow.                         Read from start of line.

Down arrow.                                       Read next line.

Up arrow.                                             Read previous line

Numpad 5.                                           Read current character.

Right arrow.                                        Read next character.

Left arrow.                                           Read previous character.

Alt and down arrow.                         Read next sentence.

Alt and up arrow.                               Read previous sentence.

Alt and numeric keypad 5.              Read current sentence.

Control and numpad 5.                    Read current paragraph.

Control and down arrow.                Read next paragraph.

Control up arrow.                              Read previous paragraph.

Control Insert down arrow.            Start Skim Reading.

Shift Insert down arrow.                  Read selected text.

Alt Control Home.                              Go to Browse Object options box (except when in a table).  Default option is Page..

Control Page down.                         Browse next object usually Go to next page.

Control Page up.                               Browse previous object usually Go to previous page.

Task Pane in Word XP onwards

When you first open MS Word 2002, there is something known as a “Task Pane” that appears on the screen. It is arranged vertically, from top to bottom, on the right one third of the screen. In Word, Excel, and PowerPoint you can turn this on and off by going to the View Menu (ALT+V) and pressing K for “Task Pane”. When the task pane is present on the screen you can press the F6 function key to move from the document area to the task pane area and back again. 

There is a checkbox at the bottom of the task pane that says “Show at startup”. It is best to  uncheck this, and leave the whole screen for the document window. You can always turn the task pane on again by going to the View menu and pressing K again. 

At certain times, the task pane will show up and the contents of it will change depending on the task at hand. In most cases you can press the TAB key to move from one section to another in the task pane. Sometimes you will need to use your UP or DOWN ARROW keys to navigate the subsections of the task pane. Pressing the ENTER key on one of the tab sections (links) or subsections usually accomplished the suggested item.

Browse Object

After using the "Find" command in Word, control page up and control page down searches for the next and previous instance of your find query instead of moving by pages.  

If you want to use CTRL+PAGE DOWN and PAGE UP to move to the next and previous pages of your document instead of the Find command, do the following:

·        Press ALT+CTRL+HOME to open the Select Browse Object menu. (except when in a Word Table)

·        Select "Browse by Page" or any other option and press ENTER.   

Navigation Quick Keys For Word - Only for Versions 7 upwards

When Say all (insert down arrow) is activated you can automatically use all of the Navigation keys such as .

Press P key for next paragraph.

Press H key for next Heading.

Press T key  for next Table.

Spacebar:  for next page.

Backspace for previous page.

If not in Say all, activate Navigation quick keys by pressing Insert Z.

To turn off Navigation keys press Enter.

Spellcheck Shortcuts including some Jaws specific Shortcuts

F7 key.                Start Word’s Spell Check.

Alt C.                   Change to suggested word.

Enter or Alt I.     Ignore suggested word.

Alt U.                   Ignore last edit.

Insert C or Alt + Numeric keypad 5.       Read suggested error in context of sentence..

Insert F7 or Insert Tab.      Repeat reading of error and type of error.

Insert Tab.         Repeat last Jaws reading.

Spell check using MS Word’s spell check

·        Press F7 to start spell check.

·        Press Insert F7 to spell l out mistake if you didn’t hear it well.

·        Press Insert C to read the mistake in context.

·        To accept Suggestion press Alt C (C for change).

·        To ignore suggestion press Alt I (I for ignore).

·        To ignore suggestion and type your own version, merely backspace and delete the text and replace with your own correction and then press Alt C to change.

·        To delete a word that has been repeated:  Alt + D (D for Delete).

·        To move to other suggestions press Tab and arrow through suggestions, then either accept (Alt C) or ignore (Alt I).

·        To undo an edit:  Alt U depending on what stage you are at.

Spell-check using Jaws Spelling Feature

First enable Jaws Spelling and Grammar by pressing Insert V and arrow down to Spelling and grammar and press spacebar to active, then Enter.

To list all spelling errors in document press Alt Shift L.

Arrow down through the errors and press Enter to correct one.

The error will be read out – correct using normal editing methods.

Press Alt Shift L to read other errors and repeat.

Press Alt Shift G to read grammar errors


Thesaurus allows you to look up the meaning of a selected word or to search for words of similar meaning (synonyms).

Place cursor in word you want to look up.  Press Shift F7.

A dialog box will be displayed which will list the meaning of the word your cursor was in.  Sometimes there will be several meanings.  Arrow down through the list.  Press Escape key if you are happy with the meaning.

To list synonyms for this word whilst in the thesaurus dialog box, press Tab and then arrow down through the list.  If you find a word that suits your sentence better, press Alt R to replace.  Alternatively you can then use Alt L to lookup the meaning of the word you have selected.

Editing Shortcuts in Word and most Office Programs

Control + C.     Copies selected text.

Control + X.     Cuts selected Text.

Control + V.     Pastes selected text.

Control + F.      Find a string of text, character, symbol or format.

Control + H.     Replace a string of text, character, and symbol of format with another.

Control + Z.      Undo last Action.

Delete.               Deletes current character.

Backspace.     Deletes previous character.

Control Delete.        Delete one word to right.

Control Backspace.           Delete one word to left.

Shift + Navigation keys.    All navigation keys except for the next (Ctrl + down arrow) and previous (Ctrl + up arrow) paragraph keystrokes select text within a document.

Cut, Copy and Paste in Word.

Select the text using any of the keyboard shortcuts listed above.  Jaws will read the selected text.  Press Ctrl X to cut or press Ctrl C to copy.   Reposition cursor using any of the navigation keys to where you want to selected text to go.  Press Ctrl V to paste.  Cut (Ctrl X)  will remove the selected text from the original position and place it in the pasted position.  Copy (Ctrl C) will leave a copy of the selected text in the original position and place a copy in the pasted position.

Find Text

Press Ctrl F to open the Find Dialog box with the cursor in the find text box.  Type the word or string of words in the text box.  Press Enter to activate the Find Next command.  Word will select the first occurrence of the text entered.  Jaws should read the searched text in the sentence, however, if unsure, press Insert C to read the word in context to discover whether you have reached the required occurrence of the text.  If you have not found the correct location, press Enter, spacebar or Alt F to go to the next occurrence of the word. Repeat this until you find the correct location and press Escape to close the dialog box and leave the found text selected.

Replace Text

Press Ctrl H to open the Find and Replace dialog box.  The cursor will be in the Find text box.  Type the word or string of words that you want to replace.  Press Tab which will take you to the replace with text box.  Type the replacement words.  Press Alt F to find the first occurrence of the Text to be found.  Press Insert C to read the text in context.  If you want to replace the text with the replacement words, press Alt R.  If not press Alt F to go to next occurrence of the word and bypass the current selected text.  Repeat until you replace all occurrences as required.

Formatting in Word using Windows shortcuts and some Jaws shortcuts

Insert + F.                                              Read Format.

Insert + F pressed twice quickly.         Read format of insertion point.

Font Format Shortcuts

To change the format of a character, select the text with shortcuts given above and apply font formatting either with shortcuts or from the font Dialog box. All of the character formatting options are contained in the Font dialog box located in the Format menu.  Press Control D to open the Font Dialog box or as with other menu options, press Alt, arrow across to Format, press down arrow, press Enter for first menu option called Font.

Control D.              Open Format Font Dialog Box.

Control B.              Bold.

Control I.                Italics.

Control U.              Underline.

Ctrl Shift P.            Point Size – arrow through options.

Ctrl Shift F.            Font type – arrow through options.

Control ] right square bracket.   Increase font size by one size.

Control [ left square bracket.      Decrease font size by one size.

Control Shift A.    All caps.

Paragraph Format shortcuts

Paragraph format are applied to the whole paragraph.  To apply a paragraph format to several paragraphs, it is necessary to select first.

Control  L.             Left Align.

Control  R.             Right Align.

Control  E.             Centre Align.

Control  J.              Justified Align.

Control shift L.     Start bullets.

Control M.              Indent text.

Control Shift M.    Decrease indent.

Control 1.               Single Spacing.

Control 2.               Double Spacing.

Control 5.               One and Half spacing.

Control 0.               Add 12pt Space above paragraph.

See separate more detailed section for bullets and numbering as well as styles. 

Page or Section Formatting

The Page Set up dialog box in the File menu contains most of the page or section formatting options.  Press Alt + F, U.  Press Control Tab to adjust Margins, Paper Size, or Layout.  Any page or section formatting will be applied to the whole document unless separate sections have been created.

There are no specific keyboard shortcuts for section formatting.  See separate notes below on Headers and Footers which come under section formatting.

Tables in Word

Insert Table.   Alt A, arrow down to Insert, Enter for Table, type number of columns and then rows, press Enter.

Reading Word’s Tables

Alt   Ctrl   Num Pad 5.                        Say Current Cell.

Alt   Ctrl   right arrow.                        Say cell to right.

Alt   Ctrl   left arrow.                           Say cell to left.

Alt   Ctrl   down arrow.                      Say cell below.

Alt   Ctrl   up arrow.                           Say cell above.

Navigating and reading Word’s Tables.

Alt   Ctrl   Home.                                 Move cursor to first cell in table.

Alt   Ctrl   End.                                     Move cursor to last cell in table.

Alt   7 or home.                                   Move cursor to First cell in row.

Alt   1 or End.                                      Move cursor to last cell in row.

Alt   Page Up.                                      Move cursor to first cell in column.

Alt   Page Down.                                Move cursor to last cell in column.

Selecting in Word’s tables.

Alt   Shift  Home.                                Select from cell to start of row.

Alt   Shift   End.                                   Select from cell to end of row.

Alt   Shift  Page Down.                     Select from cell to bottom of column.

Alt   Shift   Page up.                           Select from cell to top of column.

Alt Shift up arrow or down arrow.  To move row up or down. (Take care not to accidentally do this)

Alt A, C, R.                                           Select the row you are in.

Alt A, C, C.                                           Select the column you are in.

Alt A, C, T .                                           Select the table you are in.

Changing Verbosity to read Word's Table headings automatically

1.      So that Jaws can identify which row or column contains the headings, it is necessary to first specify this in Jaws Verbosity dialog box. 

2.      Place cursor in the appropriate row, usually the first and in the first column and press Insert V to access Jaws Verbosity. 

3.      Arrow down to the option Title Reading and press space until it reads  “Read Both Titles”

4.      Arrow down to Set Column Titles Row.  Press spacebar to activate current row  usually row 1.

5.      Arrow down again to Set Row Titles Column and press spacebar to active current column usually column 1.

6.      Press Enter to close the dialog box.

7.      After these settings have been applied, Jaws will read in a lower voice either row or column heading depending on direction you are going you move the reading cursor.

8.      To reread a column or Row title once they have been defined as above, press Insert Alt Shift C to read column heading and Insert Alt Shift R to read row title.

Headers and Footers

Quick method:  Alt V, H  or Alt to move to Menus.  Arrow across to View.   Select Headers and Footers from drop down menu

Preset tabs in header and footer:  Centre tab at about 7.6 and a right tab at about 15.  These do not adjust to changed margins and will have to be adjusted if you want to line up header and footer for margins other than the default.

Down arrow and Up arrow to switch between Footer and Header

Alt Shift D.    Inserts Date.

Alt shift P  - Inserts the page number code.

Alt I, F and F again.   Inserts Filename code (name of saved document)

To access options in the Header and footer Toolbar:  Press Alt, Ctrl Tab until you reach the Header and Footer Toolbar which starts with Insert Autotext.  Arrow across to the other icons.

To Close Header and footer toolbar and return to document Press Alt C to close

Bullets and Numbering using Jaws

·        To start Bullets.    Press Control Shift L.

·        To create an extra space above the bullet point:  Control 0 (zero).

·        To turn off bullets:  Press Enter twice or press Enter, then backspace.

Numbering (refer to separate notes for multi-level numbering)

1.      To start Numbering:  type number then two spaces, type text and then enter. 

2.      The next number will be automatically inserted and indented.

3.      To turn off numbers, press enter twice or press Enter once and then backspace.

Heading Styles

Heading styles are a great feature for all users but are especially useful for screen readers as it applies several formats in one keystroke.  It also gives Jaws a feature to easily navigate to in long documents.  Styles can be applied to existing headings by just placing the cursor within the heading and pressing the shortcut. It does not have to be selected.  When typing a document from scratch, styles are easily applied by pressing the shortcut key, typing the heading and then pressing Enter will revert the style back to normal saving a lot of unnecessary selecting and applying font formatting.  An added bonus of Word’s preset styles are the inbuilt features of 12pt above and 3 pt below spacing, allowing for well spaced out headings and also the “keep with next” option which will mean any text following a heading will not be separated from the heading if it happens to fall at the end of a page.  Note This will only happen if only one enter is pressed after a heading style.

Control Alt 1.                 Apply Heading 1 Style.

Control Alt 2 .                Apply Heading 2 Style.

Control Alt 3.                 Apply Heading 3 Style.

Control Shift N.            Apply normal Style (pressing enter after typing a heading style will automatically change style back to normal..

Navigation keys using Styled headings (Jaws Version 7 onwards)

Insert F6 .                      List all Styled headings.  Arrow through the headings.  Press Enter to move cursor to that position in document.

Insert Z.                         Toggle Navigation keys (Quick keys) on and off.

Press H key.                 Move to next heading when Navigation quick keys are on. 

Modify existing Styled headings

There are several method of modifying styles.  This method was chose as it gives you the opportunity to make the changes permanent for all future documents.

Access the Format Menu:  Press Alt, arrow across to Format, select Styles and Formatting.  (Alt O, S).  This will place your cursor in the Styles Task Pane, press Tab to move to the Area called formatting of selected text.  (you may not need to press Tab the second time you do this).  The style you have selected should be highlighted and will be read out by Jaws.  Check that it is the correct style.   Press Application key to access the options for this style.  Select Modify.  Tab through options to change the format as required. Press Enter.  All occurrences of the style will be updated automatically.   

Optional Extra:   Check the box:  “Add to template”  to make these changes permanent for future documents.

Apply Heading Numbering to Styled Headings

Position cursor in any one of the heading styles.

Press application key,.select Bullets and Numbering,

Press Ctrl Tab to Outline Numbering

Press right arrow to move to the numbering options.  Press down arrow once and right arrow once to chose the 1.1 Heading option.

Press enter.

All heading 1, 2 and 3 styles should automatically be numbered with appropriate numbers for the level of heading.

Table of contents using Styled headings

Press Alt and arrow across to Insert, select Reference, Index And Tables, Control tab to Table of Contents.

Press Enter to accept table of contents based on styled headings.

If text is edited or page numbering changes it will be necessary to update the table of contents.  Press Ctrl A to select document.  and press F9 to update.

Hyperlinks to headings in a document:

Select the text which will have the hyperlink. 

Press Ctrl K. 

Press  Alt O for bookmark or press tab to move to that option.

Press tab twice to move to list of styled headings available.

Arrow down to select a heading.  Press enter.

Press tab twice to move to OK button again.  Press Enter.

To list hyperlinks in Word:   

Press Insert F7.  Arrow down through the list of hyperlinks, press Enter to move to the linked position.

Some Advanced Word Features


AutoText are used for text, graphics, and/or tables which are used repeatedly.  The AutoText entry is stored as a short code and played back when required by typing the code and pressing F3 or if more than 3 letters using the autocomplete function. AutoText can be assigned to a toolbar as an icon and/or an item in a menu.

The most common use of AutoText is for standard paragraphs, quotation clauses, order details etc.  AutoText entries are usually stored on the Normal template (normal.dot)  which means they are available on all documents, however, they can also be stored on a particular template only, which makes it easier to transfer between computers.

Create Or Define Autotext .

Type text or table or graphics you want as an autotext.

Select text, Graphics, table, etc.

Press Alt F3

Type AutoText codename  (up to 31 letters or numbers)  Recommended: code should be brief

Press Enter

Playback/Insert Autotext.

Type AutoText Code-name,

 If the code is less than 4 letters, Press F3 to play back the entry.

 If code is more than 3 letters press Enter when Jaws reads the smart tags.

Edit Autotext. 

Insert AutoText as originally defined.  

Make alterations as required.

Select text again.

Press Alt F3

Define with the same name.

Dialog Box will ask do you want to redefine AutoText. 

Press Enter

Delete Autotext.        

Press Alt I (for Insert Menu)

Type A (for AutoText)

Press Enter to select AutoText from Menu

Arrow down to scroll through the autotext names

Select name of AutoText to be deleted

Tab once to move within the dialog box to select the Delete command.

Press Enter to apply command.

Press Enter Again.

Templates With Fill-In Codes (including Form Letters)

Templates are specially pre-formatted documents which you can use to save time when creating new documents.  These can be Letterheads, Fax or Memo forms or Standard or Form Letters in which the text is always the same except for variable information such as the name and address, salutation or perhaps personal specific details.

At the points where variable information is to be added, FILLIN CODES are inserted which allow the typist (later when filling in the template) to quickly insert the variable information using the prompt messages as a guide.

Creating Templates

The simplest way to create a template is to type all the standard information in a normal word document, insert fillins for variable information if required (method below), and then save it as a template.  

Method:   Press Control S to save

Type the name of the template, press Tab to access the Save as Type Combo box, arrow down 4 times to select the Template option.

This will automatically change the file extension to .dot and change the Save in folder to the default template folder on the hard drive.  See notes on storing templates if this is not suitable for your situation.

Inserting FILLIN CODES for variable information

·        Position cursor where you want the variable information inserted.

·        Press Ctrl F9, which will insert field code brackets around cursor {  }

·        Type the word   fillin

·        Type double quotes

·        then type the prompt message

·        then double quotes again

·        Press right arrow to move cursor outside of brackets eg {fillin “insert name and address”}

Create a new document based on a Template (ie copy of template.

Method 1:  If template is in Default folder

Press Alt to access FILE menu, arrow down, press enter on the option NEW

The focus will then be directed to the Task Pane. 

Arrow down to the section New from Template and select General Templates.

Located required template by arrowing through the available templates.

Press Enter to activate the command Create New.

A copy of the template will be created as a word document (not a template) and is  saved with a separate name.


If fillin codes were used in the template.  A dialog box will be displayed and Jaws will read the prompt to type in text into the edit box. 

Type the appropriate text, press Tab to move cursor to the OK button, then press Enter.

Repeat this process for any other prompts until all complete.

When finished the text you typed in the edit boxes will be inserted into the text in the relevant positions.

Note:  When entering text in the prompt edit boxes, pressing Enter will add another line which is often used for addresses.

Method 2:  If template is not in Default folder.

Press Alt to access FILE menu, arrow down, press enter on the option NEW

The focus will then be directed to the Task Pane. 

Arrow down to the section New from Existing Document and select Choose Document…

This will bring up a dialog box similar to Open File

Navigate to the location of the folder as you would normally open a file.

Locate the appropriate file.  Press Enter to activate the Create New command.

A copy of the template will be created.

EDIT Template

As it is quite difficult to locate templates which are stored in the default folder because some of the folders are hidden, it is easier to create a copy of the template as shown above, make the changes required and then save as a template again overwriting the existing template.

Storing Templates

Templates are by default saved in a folder on the C Drive called Templates: 

The path is:  C:\documents and Settings\login username whatever that may be\Application Data\Microsoft\Templates.

If the template is stored somewhere other than the default template folder, it will be necessary to use method 3.2 above to create a copy of  the template.

It is also possible to change the default folder for templates by clicking on Tools, Options, File Locations, User Templates, Modify, select new folder/drive for templates, click OK

Mail Merge using Keyboard Shortcuts and Jaws

Summary of Keyboard shortcuts especially for Mail Merge:

Alt Shift D.    Insert a DATE field  (not only in Mail Merge).

Alt Shift F.     Insert a merge field.

Alt Shift N.    Merge a document .

Alt Shift M.    Print the merged document.

F11.    Go to the next field.

Step 1:  Creating a datafile

There are several formats which can be used as a datafile: 

·        A Word table as long as there are no enters or text above the table and the first row contains the field names and the records are in rows underneath.

·        A database file Access or other non Microsoft Database programs, you will then be asked to choose a table or query

·        A spreadsheet as long as the first row contains the field names and the records are in rows underneath

·        An outlook contact list – it is easier to export from outlook or outlook express and convert the file into a spreadsheet first (see separate notes)

Create a datafile using a table.

Ensure there are no enters before you start the table.

The first row of the table must be the field names

The second and subsequent rows will be the records.

Note that if you use the correct words for the field names you will be able to use the address block and greeting line in the letter.

Compatible field names are:   Title,  Firstname,  Lastname,  Address  (for street address) City (for suburb), State, and Postcode.

Save the table and note where you have saved the table.

Step 2:  Setting up the main document

Create a letter to send to the records in the datafile.

Open a new document – control   N

Press Alt T for Tools, arrow down to letters and mailings or type hotkey e.

Select Show Mail Merge Toolbar

This will open the mail merge toolbar which has all the necessary tools for a mail merge..

Step 3:  Attach Datafile to your main Document:

Press Alt to access the Menu Bar.  Press Control Tab until you reach the Mail Merge Toolbar, which will start with the icon:  Main Document Setup.

Press right arrow to move through the icons on this toolbar.  The following is a list of the most commonly used icons:

First icon:  Mail Document Setup.  The default is a letter so no need to change if you are setting up a letter.  (you will need to access if you want to set up labels or envelopes or a list)

Second icon:  Database:  Press Enter to activate, open the datafile that you have created.

Third icon:  Edit Recipients list:  This will allow you to check or uncheck recipients for your letter.

Fourth icon: address block.  This is handy for typing the complete name and address as a block.  However it is only useful if you have used compatible field names.

Fifth icon:  Greeting line:  Inserts the word Dear and Title and Lastname.

Sixth icon:  Merge field codes.  These are all of the merge field codes available in the datafile

19th icon:  Merge to new document

20th icon:  Merge to printer

Step 4:  Write your letter

Press Alt Shift D to insert the current date

Press Enter 3 times and insert the full name and address of the recipients.

It is easier to use an address block for the name and address for the letter and a greeting line for the salutation.  This will add the merge field codes assuming you have used the compatible field names as described in Task 1. 

To insert merge field codes other than the address block and greeting line, press Alt Shift F for each of the field codes, arrow down to the required field, press Enter to insert.  Then press spacebar.

Step 5:  Merge the documents

When finished typing the letter and inserting the merge fields where appropriate, press Alt Shift N to merge to new document, or use 19th icon in toolbar.

To Create a Mailing List from your Outlook Express Address Book

1.      Open Outlook Express.

2.      Press Alt to access the File Menu, arrow down to Export.

3.      Select Address Book.

4.      Press Enter.

5.      Arrow down to Text File (Comma Separated Values).

6.      Press Enter to activate the Export command button.

7.      Type a name for the address book (it will automatically add the file extension of .csv.

8.      Press Tab to move to Browse and choose a location for the file.

9.      Press Alt S to save the location.

10. Press Enter to activate the Next button.

11. A list of field names will be presented, arrow down and check or uncheck the field names that you want.

12. When finished, press Enter.

13. A dialog box will be displayed to say that the address book has been successfully exported.  Press Enter to accept.

14. It may be necessary to press Esc to close the dialog box.

15. The Address book will be saved in text csv format in an Excel file.

16. Open in Excel and save as an Excel workbook.

17. This will allow you to use the data for mail merge.

18. NOTE:  If you add new addresses in your address book, it will NOT automatically update in the exported csv file.

Attaching the Datafile in Word

19. Create a new main document in Word in the normal way.

20. Attach the datafile by selecting the file on the Open Data Source icon.

21. When you insert the merge field codes using Alt Shift F, it will list all the field names you have checked in your Excel file.  Insert as you would do for any other data file.

Recording Macros in Word using Jaws

Macros are a very useful feature in Word and in other programs.  They allow you to create your own hotkeys for a series of commands you use on a regular basis and to customise these features for your personal use.  For example you can create a keyboard shortcut which will insert a header with the filename code and a footer with the date code, page number code and your name.  To insert all of these features each time you create a word document is quite time consuming.  However by creating a macro, this can be carried out in one single keyboard shortcut.

Although it is beneficial to create shortcut keys for macros, for screenreaders who wish to create many macros this might be impractical, as you have already so many shortcuts to remember.  A sensible alternative is to remember just one keystroke (Alt F8) for a list of macros created and arrow through the list, pressing Enter to activate. 

Before recording a macro make sure that you are familiar with all the steps of the commands as every step you take, mistakes included, will be recorded once you start.

·        Press Alt to access the menu bar.

·        Arrow right to Tools or press T.

·        Arrow down to Macros or  type M and press Enter.

·        Arrow down to Record new Macro, press Enter.

·        The Macro dialog box will ask for macro name.

·        Type macro name – usually a short name given to the set of commands:  no spaces allowed in name. 

·        Press Tab to move to keyboard shortcut.

·        If keyboard shortcut required press spacebar.

·        Type the new keyboard shortcut combination:  If the shortcut you have chosen is already assigned, Jaws will read out the assigned macro name.

·        When you find one you want, press Enter twice to Assign then Close the keyboard shortcut and start recording the macro.

·        Record the steps of the macro, taking care as every step is recorded.

·        When finished press Alt, arrow across to Tools or press T, Arrow down to Macro or press M, Enter.

·        Arrow down to Stop Recording.

To play back the macro

You can either press the keyboard shortcut keys.

Or press Alt F8, arrow down through the list of macros and press Enter to run the macro.

Multilevel Numbering - Legal Style

1.      Select Bullets and Numbering from the Format menu - press Alt, arrow across to Format, arrow down to Bullets and Numbering, or when the numbering has already been initiated press Application key anywhere in the numbered paras and arrow down to select Bullets and Numbering.

2.      Control Tab to the Outline Numbered tabbed section.

3.      Press Tab to move you to the style list.  Right Arrow twice to Legal style, Jaws reads it as Style16.

4.      Press Enter.

5.      To use the multilevel numbering after setting it up as above:

5.1.             The first number will automatically be inserted, type the text and press Enter.

5.2.             It will automatically create the next number on the same level.  To change the level, Press Tab to demote or indent to lower level.  Press Shift tab to promote or outdent to higher level.

6.      Press Enter twice to stop numbering.

To change multi level numbering style after it has been typed, ie not the default of 1 a etc.

1.      Type numbers using the default multilevel numbering using tab and shift tab, which gives numbers and letters plus roman numerals.

2.      Place cursor in the middle of the numbered paragraphs,

3.      Press application key and arrow down to bullets and numbering

4.      Control tab to outline numbered tabbed section, arrow right twice to legal style.

5.      Press enter.

Promote or demote levels of Numbering

Alt+shift+left arrow .                          Promote a paragraph up a level.

Alt+shift+right arrow .                       Demote a paragraph down a level.

Ctrl+shift+n .                                       Demote to body text .

Alt+shift+up arrow .                          Move selected paragraphs up .

Alt+shift+down arrow .                     Move selected paragraphs down .

The following are only available in Outline view.

Alt+Shift+A .                                        Expand Or Collapse All Text Or Headings .

Alt+Shift+L .                                        Show the first line of body text or all body text .

Outline View Options

Outline view allows you to view only the headings to get a better overall view of a long document.  It also allows you to move sections around by allowing you to easily move a styled heading along with its associated text to another position or promote or demote headings with its associated text.

Outline Shortcuts – only available in Outline View.

Control Alt O.                                      Switch to Outline view.

Alt Shift A.                                            Toggle between Expand all and Collapse all.

Alt Shift 1.                                            List only level 1 headings.

Alt Shift 2.                                            List only level 1 and level 2 headings.

Alt+Shift+L .                                        Show the first line of body text or all body text.

Other Outline Shortcuts – not necessary to be in outline view

Alt+Shift+Left Arrow .                       Promote a paragraph.

Alt+Shift+Right Arrow .                    Demote a paragraph.

Ctrl+Shift+N .                                      Demote to body text.

Alt+Shift+Up Arrow .                         Move selected paragraphs up.

Alt+Shift+Down Arrow .                   Move selected paragraphs down.


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