Unlocking Accessibility: Microsoft 365 Tools for Inclusive Learning

Microsoft 365 is packed with accessibility features designed to support reading, writing, and working more efficiently. Whether you need help with reading comprehension, writing support, focus, or communication, Microsoft’s built-in tools can make a real difference. The best part? They’re available at no extra cost to anyone with a QUB Microsoft 365 account!

1. Dictate (Speech-to-Text) – Hands-Free Writing

Struggle with typing? Dictate allows you to turn your voice into text in Word, Outlook, PowerPoint, and OneNote. Simply speak, and Microsoft 365 will transcribe your words in real time. This tool is great for students who find typing difficult, prefer to talk through ideas, or need a more accessible way to create content.

How to use it:

• Open Word, OneNote, or Outlook
• Click on the Dictate button (microphone icon) in the toolbar
• Start speaking, and your words will appear as text

2. Read Aloud & Immersive Reader – Listen to Your Text

Need to proofread or prefer listening over reading? Read Aloud and Immersive Reader let you hear documents, emails, and webpages read out loud. This is great for students with dyslexia, visual impairments, or focus difficulties.

Where you can use it:

• Word (Read Aloud) – Reads back your documents
• Edge Browser PDF Reader – Reads PDFs out loud
  • Important: To use Read Aloud and other PDF accessibility features, Microsoft Edge must be set as your default web browser. This ensures PDFs open automatically in Edge rather than another program.
    • How to set Edge as your default browser:
    • Go to Settings on your computer
    • Select Apps > Default Apps
    • Scroll to Web Browser and choose Microsoft Edge
• Outlook – Reads emails aloud
• Immersive Reader (in OneNote & Edge) – A distraction-free reading mode with custom fonts, spacing, and colour adjustments

4. Editor (AI-Powered Writing Assistance)

Microsoft’s Editor is like having a personal proofreader. It checks your spelling, grammar, and even suggests clarity, conciseness, and inclusive language improvements. Think of it as an AI-powered assistant helping you refine your writing in Word, Outlook, and even the web.

5. Focus Mode & Line Focus – Minimise Distractions

For those who struggle with concentration, Focus Mode in Word and Line Focus in OneNote can help by hiding distractions and allowing you to focus on one line or paragraph at a time.

6. Accessibility Checker – Ensuring Inclusive Content

If you’re creating documents, presentations, or emails, Microsoft’s Accessibility Checker ensures your content is readable for everyone, including people using screen readers. It highlights any issues and suggests fixes.

How to use it:

• In Word, Outlook, or PowerPoint, go to Review > Check Accessibility

7. Live Captions & Transcription – Real-Time Accessibility

Whether you’re in a Teams meeting, delivering a PowerPoint presentation or watching a lecture, Live Captions provide real-time subtitles for better understanding. Transcription in Teams and OneNote can also convert speech into text for note-taking.

Learn More: Free Microsoft Accessibility Training

Want to deepen your understanding of accessibility? Microsoft offers a free online training course, Accessibility Fundamentals, designed to help you create more inclusive digital content and use accessibility tools effectively. This self-paced course is ideal for students and staff looking to improve their knowledge of accessible technology, inclusive communication, and assistive tools in Microsoft 365.

Final Thoughts

Microsoft 365’s accessibility tools are game-changers for students and staff, offering practical support for a wide range of needs. From speech-to-text and read-aloud features to focus modes and real-time captions, these tools can help improve productivity, comprehension, and overall accessibility.

Want to explore more? Visit Microsoft’s Accessibility Hub to see all the tools available!

Support Channels 

• Assistive Technology Teams Channel: Join for real-time support, updates, and discussions.
• For more information and guidance on supporting students with assistive technology, please contact the Assistive Technology Coordinator.

• IT Helpdesk: For licensing issues or technical support, reach out to the QUB IT Helpdesk.