The tools, technology, and equipment we use can have a major impact on our work. With many workplaces adopting a hybrid approach to work, employees are often spending at least some time working remotely. While there are many helpful ergonomic accessories and tools, these can be difficult to transport back and forth so having options to customize existing technology without the need for additional tools can be a game changer. Features such as text to speech and voice dictation, along with options such as adjusting font size and style are more commonly known but there are many other key technology settings and features. Below we explore some of these lesser-known features and how they might be helpful in everyday work.

Customize Your View

Having adjustable task lighting and an appropriately sized monitor situated at the right height are ideal for comfortably viewing information. However, there are also technology adjustments that can help regardless of the external accessories you have. Beyond adjusting font size and using the zoom in/our features, other examples that may make it easier to see information on the screen include:

• Change the Default Colour and Contrast Settings: Typically, information is displayed as dark text on a light background. If this colour combination does not work for you try flipping the colors such as having light text on a dark background. There are also options such as ‘Dark Mode’ that allow for easily flipping the colours. There are also additional options for colour filters and contrast themes.
• Make Your Text Cursor Easier to Find: It can be difficult to spot and follow your cursor as it is quite small Make changes to the colour, size, and thickness of the text cursor to make it easier to locate. Often these options can be found under settings or systems preference.
• Magnifier: If you are looking to make just parts of your screen bigger such as to see a particular word or image more clearly, try using built in magnifier features. Windows allows you to turn on Magnifier as well as customize many elements including zoom level and increments as well  as how it interacts with the pointer and text cursor. There are further shortcuts that be utilized to make it quick and easy to turn it on and off. The magnifier feature on your mobile device’s camera can also help with viewing information. It essentially allows your phone to be utilized as a magnifier to do things such as reading small print. There is also a built in Magnifier app on Apple devices running iOS.

Typing and Mousing

In addition to a variety of ergonomic products and accessories, there are some built in features that may be helpful to explore to help optimize your typing and mousing experience.

• Increase the Visibility of Your Mouse Pointer: Do you have difficulty finding the mouse cursor on the screen? It is easy for it to get lost when using multiple monitors or when a lot of windows are open. The default setting is for the mouse pointer to appear on screen as white. However, there are options to change the style, size, colour, and speed. You can also add “pointer tails” which allows you to see where the mouse is moving on the screen. For Apple Macs, you can also shake your mouse or wiggle your finger on either the mouse or cursor to make it temporarily larger and easier to find.
• Try Using an On-Screen Keyboard (OSK): OSK’s display a visual keyboard with all the standard keys on your computer screen. It can be used with a touch screen device, a mouse, or other pointing device. Why use an OSK? It can be useful for individuals with mobility challenges or if a physical keyboard is not available. If you only have access to a touch screen device without a connected keyboard it can also be helpful.
• Use Keyboard Shortcuts: Keyboard shortcuts involve using a key or combination of keys to perform a task often done with a mouse. For example, using Ctrl + C to copy an item and Ctrl + V to paste rather than doing it through a series of mouse clicks and dragging/dropping. Using keyboard short cuts can help reduce the amount of typing and mousing and increase efficiency. It can also allow for automatic access to accessibility features by eliminating the need to enter a menu to activate them. See Keyboard shortcuts in Windows – Microsoft Support and Windows Shortcuts for Accessibility which are shortcut keys that allow for turning on and off accessibility features such as Magnifier. Another resource  Mac keyboard shortcuts – Apple Support

Minimize Distractions and Interruptions

Reducing the amount of clutter and distractions allows for increased focus and efficiency. However, sometimes you cannot have the optimal setting for distraction free work. While you may not be able to control the environment and accessories such as noise cancelling headphones or ear plugs can help, being able to adjust your technology can be helpful as well.

• Select Options that Reduce Distractions When Reading: There are several settings which allow for reading information in a simpler layout. Immersive Reader is a common one and it allows for removing distractions on the page so that you can focus on the material you are reading. Often there are options to change column width, page color, and the option for “line focus” which removes distractions and allows for moving through a document line by line. For Word and Outlook these options can be found under the “View” tab. For browsers, it  can often be activated by selecting one of the options in the top tool bar. Website’s may have there own setting options as well. For example, INNoVA’s website under Accessibility Adjustments, has the option to select ADHD friendly Profile.
• Simplify Your Taskbar and Start Menu: Clean up and organize your taskbar by choosing which icons are shown. Reducing the number of items shown can result in a cleaner, distraction free look. For example, you can choose which frequently used icons you want to show and remove or hide those that you access less frequently. Typically, options for this are found under the Start and Settings area. You can also select and customize what is shown in the Start menu.
• Reduce and Adjust Notifications: Are you feeling distracted by notifications popping up or making audible sounds when trying to focus on other work? Take a look at options such as Do Not Disturb settings for notifications and customizing what notifications you see or hear. For those working from home, limiting late night notifications can be particularly helpful in maintaining a work life balance. Many programs allow for setting time periods where Do not Disturb is automatically turned on.

Where are these types of features and ability to modify them typically found?

While it can vary depending on the platform, program, browser, or website, the ability to make these adjustments can often be found under “Settings.” For example, both Windows and iOS have the option to select “Accessibility Settings” under this heading and then select from a variety of options. Sometimes there are additional options found under System or Personalization (Windows) or Customization (iOS). Browsers also often have their own accessibility options that can be found under “Settings’ and/or ‘Accessibility” that allow for customizing aspects such as  visibility and page colors.

Emily Jooste
Senior Accessibility Specialist