Use a screen reader to co-author presentations in PowerPoint

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This article is for people who use a screen reader program with the Office products and is part of the Office Accessibility content set. For more general help, see Office Support home.

Use PowerPoint 2016 with your keyboard and a screen reader, such as JAWS or Narrator, the built-in Windows screen reader, to work together with a friend or colleague on a presentation online. Both regular and real-time co-authoring are possible. The latter option lets you see each other’s changes instantly when they are made.

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Adding an online save location

OneDrive is available immediately when you start using PowerPoint 2016, but you may need to add a SharePoint site manually before you can save to SharePoint.

  1. In PowerPoint 2016, press Alt+F to open the File menu. You hear the name of the file, followed by “PowerPoint window, Selected, Info tab item.” In JAWS, you hear: “Backstage view, File, Info tab.”

  2. Press A to open the Save as menu. You hear: “Selected, Save As tab item.” In JAWS, you hear: “Save As tab.”

  3. Press A to add a save location. You hear: “Selected, Add a Place tab item.” In JAWS, you hear: “Saving features, Add a Place tab.”

  4. Press 1 to add a SharePoint site.

  5. When prompted, type the email address you use to access your SharePoint site, and then press Enter.

  6. When prompted, type your password, and then press Enter.

The site is now available in the Save As dialog in PowerPoint 2016.

Save a presentation online

Before you can co-author a presentation in PowerPoint 2016 with someone else, you must save it to OneDrive or SharePoint Online.

Save a presentation to OneDrive

  1. After creating a presentation you’d like to share in PowerPoint 2016, press Alt+F to open the File menu. You hear the name of the file, followed by “PowerPoint window, Selected, Info tab item.” In JAWS, you hear: “Backstage view, File, Info tab.”

  2. Press H to open the Share menu. You hear: “Selected, Share tab item.” In JAWS, you hear: “Share tab.”

  3. Press C to save the presentation to the cloud. You hear: “Selected, Save As tab item.” In JAWS, you hear: “Save As tab.”

  4. Press K to save the presentation to OneDrive. You hear: “Selected, OneDrive tab item.” In JAWS, you hear: “OneDrive tab.”

    • If you haven’t yet saved your presentation locally or want to change its file name, press Tab until you hear “Enter file name here” or the current file name. Type the name you want, and then press Tab until you hear: “Save button.” Press Spacebar to save the presentation to OneDrive.

    • If you have already saved your presentation and want to use the same file name in OneDrive, just press Tab until you hear “Save button,” and then press Spacebar to save the presentation to OneDrive.

Save a presentation to SharePoint

  1. After creating a presentation you’d like to share in PowerPoint 2016, press Alt+F to open the File menu. You hear the name of the file, followed by “PowerPoint window, Selected, Info tab item.” In JAWS, you hear: “Backstage view, File, Info tab.”

  2. Press H to open the Share menu. You hear: “Selected, Share tab item.” In JAWS, you hear: “Share tab.”

  3. Press C to save the presentation to the cloud. You hear: “Selected, Save As tab item.” In JAWS, you hear: “Save As tab.”

  4. Press S to save the presentation to a SharePoint site. Navigate with the Up and Down arrow keys until you hear: “Sites,” followed by the name of the site you want.

  5. Press Tab, then press Enter to open the Save dialog. The screen reader announces the current file name, or a few words from the beginning of the text if the file hasn’t been saved yet.

    • If you haven’t yet saved your presentation locally or want to change its file name, type the name you want, then press Tab until you hear “All Locations, split button,” and then press the Right arrow key until you hear the address of your SharePoint site. Press the Down arrow key, until you hear the name of the library or workspace you want, and then press Enter to save the presentation.

    • If you have already saved your presentation and want to use the same file name in SharePoint, press Tab until you hear “All Locations, split button,” and then press the Right arrow key until you hear the address of your SharePoint site. Press the Down arrow key, until you hear the name of the library or workspace you want, and then press Enter to save the presentation.

Share a presentation with others

After saving a presentation online, share it with your co-authors using the Share pane.

  1. Press Alt+Y, U to open the Share pane. The focus moves to the Invite people field in the Share pane.

  2. Type the email address of your co-author. If you have more than one, separate the addresses with a comma.

  3. Press Tab until you hear: “Give permissions to this document.” If it is followed by “Can edit,” the permissions are already correct for co-authoring. If not, press Spacebar, and then use the Up or Down arrow key to move between options until you hear “Can edit” and press Enter.

  4. If you want to write a short message to your co-authors, press Tab until you hear “Include a message (optional),” and then type your message.

  5. Press Tab until you hear “Share button,” and then press Enter. An email is sent to your co-authors notifying them about the access.

Change sharing options

You can choose to share your changes with your co-authors automatically or be asked every time you open a presentation in which someone else is making changes.

  1. Press Alt+F to open the File menu. You hear the name of the file, followed by “PowerPoint window, Selected, Info tab item.” In JAWS, you hear: “Backstage view, File, Info tab.”

  2. Press T to open the Options menu. You hear: “PowerPoint Options window, General.” In JAWS, you hear: “PowerPoint Options.” In JAWS, the focus may not be on the General tab. To make sure you are on the right tab, press the Up or Down arrow key to move between tabs until you hear: “General.”

  3. Press Tab until you hear “When working with others, automatically save changes,” followed by the current setting. To change the setting, press Spacebar until you hear “Checked” or “Unchecked,” depending on which one you want, then press Enter.

  4. To close the Options menu, press Tab until you hear “OK button,” and then press Enter.

This setting affects every presentation you share, not just the presentation you're currently working in.

Work together in a shared presentation

PowerPoint co-authoring lets multiple people collaborate and work together on presentations. Co-authoring starts automatically when multiple people open the same presentation saved in OneDrive or SharePoint Online.

Your co-authors can follow the link you sent, and your presentation opens in their version of PowerPoint or on PowerPoint Online. If they’re also using PowerPoint Online or PowerPoint 2016 and have agreed to automatically share changes, your screen reader says "There are other users editing this slide" if there are co-authors on the slide when you navigate to it.

See also

Use a screen reader to add and format text in PowerPoint

Use a screen reader to collaborate in the cloud in PowerPoint

Use keyboard shortcuts to create your presentation

Basic tasks to create a presentation in PowerPoint with a screen reader

Set up your device to work with accessibility in Office 365

Learn how to navigate PowerPoint using accessible features

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.

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