How to Use Accessibility Features in Microsoft Products (e.g., screen readers, dictation)

This article helps users understand how to access and use various accessibility features in Microsoft products such as screen readers, voice dictation, and other tools designed to support individuals with different needs.

• General Public

• Vanderbilt University Community

  • Faculty and Staff

  • Undergraduate Students

  • Graduate and Professional Students

• VUIT Internal Knowledge 

• Access to a Microsoft product (e.g., Windows, Office, Teams)

• Awareness of personal accessibility requirements

Microsoft offers a variety of built-in accessibility features to ensure its products are usable for everyone, including individuals with disabilities. These features support users who have visual, auditory, mobility, or other accessibility needs by providing tools like screen readers, dictation, and voice commands.

This guide covers how to use some of the key accessibility tools in Microsoft products, including:

• Narrator (Windows' built-in screen reader)

• Dictation for speech-to-text

• Magnifier for screen zoom

• Color filters and high-contrast settings

1. How to Enable and Use Narrator (Screen Reader)

• Open Narrator:

  • On Windows 10 and 11, press Windows logo key + Ctrl + Enter.

  • Alternatively, search for "Narrator" in the start menu.

• Adjust Narrator Settings:

  • Open Settings > Ease of Access > Narrator to adjust speed, pitch, and verbosity.

  • You can also enable keyboard shortcuts for ease of use.

• Use Narrator:

  • Once Narrator is running, it will read aloud everything on the screen. Use Tab to navigate through items or Ctrl + Arrow Keys to read text by word or sentence.

2. How to Adjust Color Filters and High-Contrast Mode

• Access Color Filters:

  • Open Settings > Ease of Access > Color filters.

• Enable a Filter:

  • Choose a filter like grayscale, inverted colors, or a specific color contrast for color blindness.

• Enable High-Contrast Mode:

  • Go to Settings > Ease of Access > High contrast, then select a theme.

3. How to Use Magnifier

• Open Magnifier:

  • Press Windows logo key + Plus (+) to open the Magnifier tool.

• Adjust Zoom:

  • Use Windows logo key + Plus (+) or Minus (-) to increase or decrease the zoom level.

  • You can choose different view modes: full screen, lens, or docked.

4. How to Use Dictation

• Start Dictation:

  • In any text field or document (Word, Outlook, etc.), press Windows logo key + H to open dictation.

• Dictate Text:

  • Speak into your device’s microphone, and your words will appear on the screen. You can insert punctuation by saying it (e.g., “period,” “comma”).

• Stop Dictation:

  • Press Windows logo key + H again to stop.

• Dictation isn’t working: Ensure your microphone is correctly configured in Settings > System > Sound.

• Narrator doesn’t start: Verify that Narrator is enabled in the Ease of Access menu and that your system is updated.

• Magnifier is too zoomed in: Press Windows logo key + Minus (-) to reduce the zoom level.

Microsoft provides extensive accessibility guides that cover these and other tools, including how to customize these features for different needs. Visit the Microsoft Accessibility Support Page.

For help with these or other Microsoft features place a Desktop Support Service Request. 

• Microsoft Accessibility Features Documentation

• Microsoft Ease of Access Settings

• Microsoft - Complete guide to Narrator