How to Use Microsoft 365 Read Aloud Feature: An Accessibility Guide

Microsoft 365 includes a built-in feature called “Read Aloud,” which reads documents aloud, making them more accessible for users with varying needs. This guide explains how to activate and customize the feature for optimal use.

Video Guide

Activating Microsoft 365 Read Aloud Feature

To start using the Read Aloud feature, open a document in Microsoft Word. Simply type “Read Aloud” into the search bar at the top of the screen. A small toolbar will appear on the right side of the document. Clicking the “Play” button starts the reading process from the current cursor position. The feature provides an easy way to listen to text without needing to read it, making it useful for anyone who prefers audio over visual content.

Customizing Voice Settings

The toolbar allows users to adjust the voice settings for the reading. You can switch between male and female voices by clicking on the “Settings” button in the toolbar. Once you’ve selected your preferred voice, the feature will continue to use that voice until you make further changes. This allows you to personalize the reading experience to suit your preferences.

Adjusting Reading Speed

The Microsoft 365 Read Aloud feature also lets users control the speed at which the text is read. This is helpful if you want to follow the content at a faster or slower pace:

• Move the speed slider up to increase the reading speed.
• Move the slider down to decrease the speed if it’s too fast to follow.

This adjustment ensures that the reading pace matches your needs, whether you’re in a hurry or require more time to process the information.

Navigating with the Read Aloud Toolbar

The toolbar provides navigation controls that make it easy to move through the document while it’s being read aloud.

• Press “Play” to start reading and “Pause” to stop.
• Use the “Next” button to skip to the following sentence or paragraph.

These intuitive controls allow you to manage the reading process efficiently, ensuring you can move to different sections of the text as needed.

Highlighting Specific Text to Read

You don’t have to listen to the entire document if you only want certain sections read aloud. You can highlight specific text, right-click on the selection, and choose “Read Aloud” from the menu. This flexibility makes it easy to listen to only the parts of the document that matter to you, without having to go through the entire content.

Use Cases and Limitations

The Read Aloud feature serves a wide range of purposes:

• It allows users to multitask by listening to documents while performing other activities.
• It aids those with visual impairments or difficulties reading on-screen text.
• It provides an alternative for auditory learners or individuals who may have trouble concentrating on written content.

However, this feature doesn’t fully replace dedicated screen readers, which offer more advanced interaction and accessibility options for users with disabilities. While convenient, Read Aloud is a supplementary tool, ideal for situations where quick access to audio content is needed.

The Microsoft Read Aloud feature is a practical tool for making documents more accessible by reading text aloud. Users can adjust the speed and voice, navigate through the document, and even highlight specific sections for reading. While it complements accessibility tools, it is especially useful in situations where immediate audio access to text is needed. It adds another layer of inclusion to digital content, helping to ensure that documents in Microsoft 365 are accessible to as many users as possible.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!