Introduction to Office 365/2016 with JAWS

NOTE: For those of you participating in the live webinar, the following link will open the documentation in a new browser window Opens in a new window.

The first thing the instructor will do is sign in with a Microsoft account.

Microsoft Office Home

I have my Microsoft Office Home page loaded. The title bar reads, "Microsoft Office Home."

Notice as you press DOWN ARROW to move through the page, most of the items on the page are links. This means you can use the JAWS list of links, INSERT+F7, to quickly access items. These first items near the top of the page include links to Mail, Calendar, Word, Excel, PowerPoint, OneNote, and more. After the links for Office 365 online programs is a link to "Install Software." JAWS reads this as "Open the Software page to install Office." Once past the heading level two, Documents, near the top of the page is a link that visually reads as "New." JAWS reads it as, "Has Popup Link, Open the create document menu. Use the arrow keys to navigate and enter to select." Pressing ENTER on this button opens a context menu containing the following:

I will press ESC to close the context menu for now.

Below the New link is a list of most recent documents.

NOTE: You may also use the TAB key to move through the items on the page, as well as H to move by headings, or using the list of links with INSERT+F7.

Word Online, Office 365

Creating a New Word Online Document

Focus is in the main screen for Microsoft Office Home.

  1. I will use the list of links, INSERT+F7, to activate the link for New. Remember, the actual link name is not the same as it shows visually on the screen, so you will not find the New link by using the first letter N in the list of links. Instead, press O to find the link, "Open the create document menu."
  2. Press DOWN ARROW in the context menu that opens to find Word Document, and then press ENTER. Microsoft Office Word Online opens with a new blank document. I will maximize that window.

Focus is in a new blank document. The title of this document on my computer reads DocumentX - Internet Explorer, where X represents the latest number in the documents I have opened. I will press INSERT+T to read the title of the document.

NOTE: How can you tell if the document you are working on is an online document or a desktop version document? If the title of the page has a browser name in it (for example, Internet Explorer, Firefox, Chrome, Edge, etc.) you are working in the online version of Word. Another clue is that if you press ALT+H to open the Home tab of the ribbon and the Help menu for your browser opens instead of the ribbon, you are working in the online version of Word or other Office product.

Typing text in the online Word document should be pretty easy. Forms mode should come on so that you can type text. If you try to type text and get navigation quick key behavior instead of new text inserted in the document, try pressing ENTER to go into forms mode for JAWS. Forms mode should come on automatically, but if it does not, or if it comes on and then goes off again, press ENTER to get into forms mode. I will type some text here. I got navigation quick key mode behavior there because I pressed H to type Hello and JAWS reported that there were no headings on the page. H is the navigation quick key to move to headings, so I will press ENTER to go into forms mode, and now I can type the word "Hello."

Initially, the new document looks very similar to a document in the desktop version. You may have heard a JAWS forms mode sound indicating that forms mode is on. That is because the document area is an application within the web page. The authors of the web page have coded it so that JAWS knows to get out of virtual mode and go into Application mode, very similar to our normal PC cursor mode. The cursor is actually now blinking in the application area, on the left margin. The virtual cursor is no longer active. Instead, the PC cursor is active, thus allowing you to type text in the document.

NOTE: Press NUMPAD+PLUS twice quickly to get back into virtual cursor mode.

The new blank document is divided into several distinct parts:

EXERCISE: Follow along with the instructor as he types in the online Word document. If you do not have Word Online, just sit back and listen for the time being.

Press CTRL+F6 to move from one area of the open document to another. Here are the places where focus moves when pressing CTRL+F6:

NOTE: When focus is on the lower ribbon you may navigate from group to group by pressing CTRL+RIGHT or LEFT ARROW.

One thing that is really nice about working in the cloud is that documents are saved automatically every few seconds, so you don't have to remember to do this manually.

Opening an Existing Word Online Document

Focus is in a new document from the last part of the lesson. There are a couple of different ways to open an existing document in Word online.

  1. Press CTRL+F6 to move to the Microsoft Services button
  2. Press TAB to move to the link with your name (i.e., Dan Clark in this case), and then press ENTER. This opens OneDrive with a list of files and folders available to you. (NOTE: If forms mode does not come on automatically, press ENTER to go into forms mode.) You can use UP or DOWN ARROW to move to a file name, and then press ENTER to open a file.
  3. You can also use the JAWS list of links, INSERT+F7 to get a list of files.
  4. For now, I will close OneDrive by pressing ALT+F4.

Working with a Document Already Saved in the Cloud

One thing you may notice as you navigate in the Office 365 environment is that whenever you open a document in OneDrive, the document may be visible, but is not available for editing. In order to edit the document, do the following. I had closed the document I was working on earlier. I will reopen it now. Focus is in my Microsoft Home portal and you will recall that in the Office Home portal there are links for mail, calendar, people, OneDrive, Word, Excel, and so on. There are also several headings on the page. Just beneath the heading level two, Documents, is a list of most recently used files.

  1. I will press H until I find the heading, "Documents." Next, I will press DOWN ARROW several times until I find Document 16, the last one I had been working on.
  2. There it is. I will press ENTER.
  3. I will press WINDOWS Key+UP ARROW to maximize this window.

One of the things you may notice as you try to read this document is that the text inside the document is not available. You may hear information about the footer such as the page number. You may also hear some of the buttons or other items at the top of the page like the Print button, the Share button, and so on.

  1. Press CTRL+F6 to move to the link with your name, press TAB to move to the Edit Document button, and then press ENTER. A context menu opens with two choices:
  2. Alternatively, you could also /press INSERT+F7 to open the list of links for JAWS and use the move to link button to move to the link with your name. Once you got there, you could press TAB to move to the Edit Document button, and then press ENTER to activate it, as we just did.

Focus is now in the document, and I am able to read and edit the text.

Saving a Document

When using Office 365 apps, Save is unavailable in the File tab menu. That is because documents are automatically saved to the cloud. Save As is available for you to do the following:

When you open the File tab, and then choose Save As, the Save Webpage dialog box opens. This gives you the ability to save the document to your local hard disk. It gets saved as a web page in your local documents folder. The file extension is MHT. MHT is a web page archive format.

Upload a Document from Your Computer to OneDrive

There are a couple of ways to upload a new document to OneDrive from your computer. Here's one way:

  1. If focus is in a Word online document, as it is here for me, press CTRL+F6 to move to the List of Microsoft Services button, and then press ENTER to activate it.
  2. Press TAB or use the list of links to activate the Go To OneDrive link, and then press ENTER to open it.
  3. Press SHIFT+TAB several times to move to the New item.
  4. Press RIGHT ARROW to move to Upload, and then press ENTER to activate it. A Choose File to Upload dialog box opens. Choose a file and press ENTER. A copy of the file gets put in the OneDrive folder.

To save to OneDrive from the desktop Word 2016 app, go to the File tab of the ribbon, choose Save As, and then choose OneDrive. For now, I will press ESC to get out of the File Upload dialog box.

Accessible Reading Mode

Also, when a document opens and the Edit Document button is available, there is an invisible link you may access on the page. It is called "accessible reading mode." Activating this link saves the document in an accessible PDF format. You may reach the link from the top of the page by pressing TAB or by using the JAWS list of links. When the PDF generation is complete, a dialog box opens with a link that reads, "Click here to view the PDF of your document." If the document opens in a web browser page, you may choose Save As to save it to your local disk drive and then open it from within Adobe Reader.

Tell Me

Tell me is available for both Office 2016 and Office 365. Press ALT+Q to move to the "Tell me what you want to do" edit box and type in a word or phrase. For now, I am going to press the Back button. Document 16, the one I have been working on in this lesson, has re-opened. It is now in read-only mode again. I will press CTRL+F6, and from here I will press TAB to find Edit Document. I will press ENTER. The first item in the context menu is Edit in Word, use the full functionality of Microsoft Word. I will choose the second choice, Edit in Browser, make quick changes right here using Word online. I will press ALT+Q to move to the Tell me what you want to do edit box and type in a word or phrase. For example, try typing in something like the following words:

So, the Tell Me feature in Microsoft Office is available both in the desktop version and in the cloud versions and it is a great feature to be able to help you find things you need to quickly.

Keyboard Shortcuts

Remember to try different strategies in different areas to find out what navigation technique works best for you in different screens. For example, use:

I will press ESC a few of times to get focus back out of the Tell Me.

Accessibility in Office 365

I am going to press ALT+TAB to move to the notes of this lesson. Focus is on the heading for Accessibility in Office 365 in the documentation. There are several links here from Microsoft and I will just press the TAB key to walk through them.

From Microsoft:

Outlook Online Overview

I have my Microsoft Office Home 365 Portal open. I will use the list of links in JAWS, INSERT+F7, to find my mail program. I will maximize this with WINDOWS+UP ARROW.

The online version of Outlook is accessible from the keyboard in a number of ways, including the following:

So that heading level one there that says "1 Message" would be a great place to start when you are using the list of headings or pressing letter H. And then you can DOWN ARROW from there to get to the main body of the message.

Outlook Light App

There are two versions of Outlook online which are available:

The following list shows some features that are available in the standard version of Outlook Web App, but not in the light version:

NOTE: The Outlook Web app standard version, however, is not as accessible as the Light version. We recommend using the light version with screen reading software if you must use an online version of Outlook. Use the desktop version for greater functionality.

I am going to press ALT+F4 to close Outlook. Focus is now back in my Microsoft Office Home portal.

Excel Overview

Next, let us open up Excel. I will use the list of links, INSERT+F7, and since everything here starts with the letter G I am just going to press DOWN ARROW. I will press ENTER there. I will maximize this by pressing WINDOWS+UP ARROW.

NOTE: When opening apps from the top part of the Office Portal, the apps will open up in the backstage view, as Excel did here. Focus is on a link for a new blank workbook in the backstage view, and I will press ENTER.

I have opened up a new workbook. The title of this workbook is book 4. I can rename that as I need to. Focus is in cell A1.

CTRL+F6 Order in Excel

Pressing CTRL+F6 in Excel moves among the following parts of the screen, beginning with the worksheet area itself:

Many of the keystrokes you may be familiar with in the desktop version of Excel remain the same, such as:

For now, I am going to press ALT+F4. I am going to bring up the list of links again. I will press ENTER here, and I will press DOWN ARROW to open up PowerPoint. I will maximize this window.

PowerPoint Overview

CTRL+F6 Order in PowerPoint

Pressing CTRL+F6 in PowerPoint moves among the following parts of the screen, beginning with the slide panel itself:

NOTE: When in the slide panel you may press TAB to move from one object placeholder to another, such as the title or subtitle placeholder. Pressing ENTER puts focus within the object so you can type text. Pressing ESC to get out of the object does not work. Instead, use F2 to exit the editing layer. And then you can press TAB to move to the next object. ENTER to go into edit mode. F2 to get out of edit mode again. I will press ESC to get out of the object layer.

To insert a new slide, I will press SHIFT+CTRL+F6 to move to the ribbon. I will press TAB to move to the Insert tab of the ribbon. I will press ENTER to go to the lower ribbon. And there is insert a new slide, I will press ENTER to do that. Title and Content is the typical slide that you normally see with a subject across the top and then a bullet point area below that. I will just press ENTER to use that. To edit the objects again I will press CTRL+F6 to move back to the slide area, and I will press TAB to move to the different objects. That is the second placeholder. I will press ENTER to go into edit mode there. And here I could start typing in the bullet points for this slide, and then I could go back and add the title as well. For now, I'm going to press ALT+F4 to close PowerPoint.

Summary

Much of what you need to do can be done in the Online versions of Microsoft Office. However, even Microsoft mentions the following when opening an Online document for editing:
Edit in (Word, PowerPoint, etc.) Use the full functionality of Microsoft Word, PowerPoint, etc.
Edit in Word, PowerPoint, etc. online. Make quick changes right here in your browser.

We recommend using the online versions for quick changes that need to be made right here in the browser or wherever you are on the go. We recommend using the desktop versions, however, when you need the full functionality of the Office product.

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