Terms

Equations

Microsoft Word has a powerful equation editor that produces accessible equations. Equations in Word can be read aloud in a natural tone using the Read Aloud document reader built into the software, a relatively unique function. Additionally, Word makes it easy to export accessible PDFs. Text, equations, drawings, and images can be combined in Word to create detailed documents. The various features of Word, as they relate to math, are detailed below.

Equation Editor

The Word Equation Editor is a comprehensive tool to create equations. To activate the equation editor press ALT + = (hold the alt key, then press the equals key). 

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Equations can be created in unicode, LaTeX, or plain text. When typing in unicode or LaTeX, type out the command then press space to transform it into a symbol or operation. The equation bar can also be used to implement symbols and operations.

By default, standalone equations (equations that are not next to any text) are center aligned, while embedded equations are inline or left aligned. Equations can be displayed in professional or linear format. It is recommended to write equations in professional format. Equations are read aloud as written, so the below equation in professional format will read “x squared plus y squared equals six”, while the equation in linear format will read “x to the two plus y to the two equals four”.

Demonstration of standalone vs. embedded equations and professional vs. linear format.

The equation bar contains both templates for various operations as well as some built in/premade operations for common operations. Access the built-in operations from the equations carrot on the left. Other common operations can be found at the bottom of each individual structure’s dropdown.

The built-in equations under the Equation tab in Microsoft Word Equations example of other common equations under the structure Large Operator.

Lastly, the equation bar also has a variety of symbols, arrows, operators, and more. By default the bar shows two lines of basic math symbols, but it can be expanded to include more symbols. Additionally, the type of symbols displayed can be changed using the dropdown on the top left.

Changing the type of symbols displayed using the dropdown.

Handwriting to Text

The Word equation bar also contains an option for handwriting to text math, known as Ink to Math. This functionality can be accessed from a button on the top left.

The Ink Equation button on the top left of the equation bar.

The Math Input Control panel pops up over the main document. It contains a section to write math, a preview bar, and controls for writing, erasing, and correcting the math.

As math is written in the yellow panel, a preview of the conversion to typed math appears in the preview bar. The preview updates and corrects itself as more math is added. For example, when writing x + 3, the preview first looks like x, then xt, then x + 3 as the program interprets the user's meaning and updates accordingly.

If the program fails to properly interpret the text, there are two options to correct it. First, if the problem might be that the text is messily written, the user can erase a section and rewrite it or clear the entire section and rewrite it. Second, once the text is relatively clean, the user can use the select and correct lasso to grab the section of text that is not previewing properly. The selected portion will be highlighted red in the drawing pane and the preview bar as it becomes lassoed. Once the lasso is released, a variety of alternative interpretations will appear in a dropdown list. The user can select the correct interpretation from the list. If the desired interpretation isn’t present, it may be necessary to redraw the section or to insert the math and correct the text in the document. 

Editing the text preview using select and correct.

Because of the flexibility of the lasso select tool, anything from a single prime symbol to the entire equation can be selected. If a large variety of interpretations may be present, such as when selecting the entire equation, the tool may offer variations on each interpretation which can be accessed by hovering over interpretations that contain an arrow (see Figure 8 below).

Figure 8. The path to access alternative variations of an interpretation.

Once the equation appears correctly in the preview window, use the insert button to insert it into the document. Note that the equation will be inserted wherever the cursor was when the Ink Equation button was pressed, so it is useful to place the cursor in the desired location before initiating Ink Equation. If the equation ends up in the wrong place it can be moved around like any other equation.

Read Aloud

Lastly, Word equations can be read in a natural sounding syntax using the built in Read Aloud function. Read Aloud can be accessed in the Review tab. Once activated it begins reading the document from where the cursor is positioned. A small control panel appears in the right of the window with forward, backward, and pause/play controls, as well as a button to access a small settings menu. 

When in use, Read Aloud will highlight the word (or equation) it is currently reading in light gray. The forward/backward buttons will move the read aloud to the next/previous sentence. Pausing the read aloud and repositioning the cursor before playing again is a good way to skip large chunks of text. The available settings allow the reading speed to be adjusted and the voice to be chosen from two options; male or female. The x button is used to deactivate Read Aloud and remove the control bar from the screen. 

Read Aloud is also available in the Immersive Reader, a viewing window that allows the user to adjust various settings such as page color, text spacing, and more. The ability to use the Immersive Reader can be very useful for individuals with various cognitive or visual difficulties as it allows them to adjust the settings into the best format for them.

Figure 11. Read Aloud activated in the Immersive Reader. The page color and text spacing have been adjusted and a line focus is in place to help with reading.

Drawings in Word

Figure 12. The control bar for drawing in Word.

Drawings can be created directly in Word either by drawing directly on the page or inserting a Drawing Canvas. Content drawn directly on the page exists above text and will stay in place when text is moved. It can manually be moved around with the lasso tool. 

Figure 13. Various drawings in Word. The top right drawing shows a drawing directly onto the Canvas in the white space of the document. The middle left drawing shows a drawing directly onto the Canvas on top of words. The bottom left drawing shows a drawing inside a drawing canvas.

Content drawn in a Drawing Canvas is in line with text by default, but the text wrapping can be adjusted in the Layout Options. This means it will move and reposition itself as the text moves. When possible, we recommend creating drawings in the Drawing Canvas and leaving them positioned in line with text; this will allow you to add alt text to the drawing.

Figure 14. The Layout Options bar for content in the Drawing Canvas.

Note that drawings (and images) may display oddly in the Immersive Reader.

Scans of Physical Drawings

Another way to add drawings to a document is making a digital scan of a physical drawing and inserting the scan as an image. Scanned drawings should be created on clean, blank paper in dark ink. Scans of simple drawings can be made using a printer or a phone app, but for complicated or detailed drawings it may be a good idea to use a high-quality scanner such as the document scanner available in the Library.

Images can be inserted into Word from the Insert tab. 

Figure 15. Path to insert images in Word.

Once inserted, images can be moved around on the page. The text wrapping of images can be adjusted, along with a variety of other settings which can be accessed through the Picture Format bar which opens automatically when an image is selected.

Figure 16. The picture format bar.

(Avoid) Word Online

Note that the online Word editor has a very different layout and significantly reduced functionality in its equation editor. Features such as the handwriting to text feature are not available in the online version. The Read Aloud feature is only available in the Immersive Reader, whose appearance is very different. The online Word Immersive Reader does not display equations. It is recommended to avoid the online Word editor when creating math.