Use a screen reader to collaborate in the cloud in PowerPoint

Read out loud symbol with the label Screen reader content. This topic is about using a screen reader with Office

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 Narrator, the built-in Windows screen reader, to share your presentation and collaborate with others. You can also make copies of your presentations and share them via email in different formats, such as PDF.

Notes: 

In this topic

Open PowerPoint and sign in

To share a presentation, you need sign in to your Microsoft account in PowerPoint 2016 so that you can save your file to OneDrive.

  1. To quickly open PowerPoint 2016, press the Windows logo key, type “powerpoint 2016,” and press Enter.

  2. To start a blank presentation, press Enter. In Narrator, you hear: “PowerPoint edit view.” In JAWS, you hear: “Presentation 1 ready.”

  3. To sign in, in the PowerPoint edit view, press Alt+F. In Narrator, you hear: “File menu.” In JAWS, you hear: “Backstage view. File.” Then press D. In Narrator, you hear: “Selected. Account tab item .” In JAWS, you hear: “Account tab.”

    Tip: When in the File menu, you can also explore and find the menu commands related to Account, Save, Share or Export, by using Tab to navigate the options or the arrow keys to navigate the menus. The options are announced as you move.

  4. Press S. In Narrator, you hear: “Accounts window. Type your email or phone number.” In JAWS, you hear: “Accounts. Type your email or phone number required.”

  5. Type in your email or phone number, press Enter, and then press Tab. In Narrator, you hear: “Password, editing text.” In JAWS, you hear: “Password, edit. Type in text.”

  6. Type in your password, and press Enter.

    Note: If you are using an account in an organization, the sign-in steps may be slightly different. For example, you may need to use a PIN or smartcard.

    Tip: If you did not sign out of PowerPoint 2016 the last time you used it, the app opens without prompting you to sign in.

Save and share a presentation with OneDrive

Save your PowerPoint 2016 presentations to OneDrive, so you can share them with others. By saving your presentations to OneDrive, you can also access your presentations on any of your devices. You can easily save both older and newer presentations to OneDrive.

After a presentation is saved to OneDrive, you are ready to share it with others.

Save a presentation to OneDrive

  1. To save the presentation, press Alt+F, and then A. In Narrator, you hear: “Selected. Save as tab item.” In JAWS, you hear: “Save as tab.”

  2. To choose the saving location, press Tab. The focus moves to the list of possible storing locations.

  3. To select a folder on OneDrive, press the Down arrow key until you hear the name of the folder you want.

  4. To change the file name before saving it to OneDrive, press Tab until you hear: “Enter file name here.” Type in a name.

  5. To save, press Enter. The presentation is saved to OneDrive, with the file extension .pptx.

Share a presentation on OneDrive

  1. In PowerPoint, to share a presentation with others using OneDrive, press Alt+Y, and then U. You hear: "Enter name or email addresses."

  2. Type in the email address of the person you want to invite. If you already have the person's contact info stored, you can just enter a name. Then press Tab.

  3. By default, the people invited can edit your presentation. If you want them to be able to only view the presentation, press Tab. In Narrator, you hear: “Can edit.” In JAWS, you hear: “Combo box. Can Edit.” Press the Down arrow key twice. You hear: “Can view.” Then press Enter.

  4. Press Tab until you hear “Share button,” and then press Enter to share the presentation.

Share your PowerPoint 2016 presentation with others

With PowerPoint 2016, you can easily email a copy of your presentation.

  1. To share a copy of your presentation with others, press Alt+F, and then H. In Narrator, you hear: “Selected. Share tab item.” In JAWS, you hear: “Share Tab.”

  2. To share the presentation by email, press E. In Narrator, you hear: “Selected. Email tab item.” In JAWS, you hear: “Share. Email tab.”

  3. Choose how you want to share your presentation:

    • To share the presentation as a .pptx file, press A.

    • To share the presentation as a .pdf file, press F.

    • To share the presentation as a .xps file, press X.

    Tip: Instead of emailing a copy of your presentation, you can send a sharing link. This way others can see the latest changes in the presentation, without you having worry about email attachment size limits. To send a sharing link, press L.

  4. PowerPoint 2016 opens a new message in your email app with the presentation attached. To learn how to send an email message using a screen reader, refer to Use a screen reader to write and send a new email message in Mail for Windows 10.

Save PowerPoint presentations as PDF files

Sometimes you want to share a presentation with people who don’t have PowerPoint 2016, and at the same time, you want to keep the content and formatting intact. In order to do that, you can use PowerPoint 2016 to save your presentations as PDF.

  1. To export a presentation, press Alt+F, and then E. In Narrator, you hear: “Selected. Export tab item.” In JAWS, you hear: “Export tab.”

  2. To save the presentation as a PDF file, press P and then A. You hear: “Publish as PDF or XPS dialog.”

  3. Type in a file name.

  4. To select a folder in which to save the file, press Tab until you hear a folder name, for example: “Quick access,” “OneDrive,” or “This PC.” Press the Up or Down arrow keys to browse through the folders, and the Right arrow key to see sub-folders. You hear the folder names while browsing.

  5. When you get to the location you want, press Enter, and then press Tab.

  6. To choose the PDF file size, do any of the following:

    • To save as Standard for higher quality, press Tab until you hear in Narrator: “Selected. Standard . Publishing online and printing,” or in JAWS: “Standard.”

    • To save as Minimum size to reduce the file size, after you hear in Narrator “Selected. Standard ,” or in JAWS “Standard,” press the Down arrow key. In Narrator, you hear: “Selected. Minimum size. Publishing online.” In JAWS you hear: “Minimum size.”

  7. To save, press Alt+S. The file opens automatically.

See also

Use a screen reader to work with slides in PowerPoint

Use a screen reader to add and format text 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

In PowerPoint 2016 for Mac, you can use your keyboard and VoiceOver, the built-in Mac OS screen reader, to share your presentation and collaborate with others. You can also make copies of your presentations and share them via email in different formats, such as PDF.

Notes: 

In this topic

Open PowerPoint and sign in

To share a presentation, you need to sign in to your Microsoft account in PowerPoint, so that you can save your file to OneDrive.

  1. To go to the Applications list, in Finder, press Shift+Command+A.

  2. Type M to go straight to the applications that start with an "M."

  3. Press Tab until you hear: “Microsoft PowerPoint application.”

  4. To open PowerPoint 2016 for Mac, press Command+Down arrow key.

  5. PowerPoint 2016 for Mac opens, and you can sign in to your Microsoft account.

  6. To sign in, press Tab to navigate to Sign in. Press Spacebar to select. The Sign in dialog opens. You hear: “Type your email or phone number.”

  7. Type your email or phone number, and then press Enter. VoiceOver announces: “Password, secure edit text.”

  8. Type your password, and press Enter. If you hear “Start using PowerPoint button,” press Spacebar to go to the application.

  9. After you’ve logged in, to start a blank presentation, press Enter.

    Note: If you are using an account in an organization, the sign-in steps may be slightly different. For example, you may need to use a PIN or smartcard.

    Tip: If you did not sign out of PowerPoint the last time you used it, the app opens without prompting you to sign in.

Save and share a presentation with OneDrive

Save your PowerPoint presentations to OneDrive, so you can share them with others. By saving your presentations to OneDrive, you can also access your presentations on any of your devices. You can easily save both older and newer presentations to OneDrive.

After a presentation is saved to OneDrive, you are ready to share it with others.

Make sure you sign in to your Microsoft account in PowerPoint to save and share the presentations on OneDrive.

Save a presentation to OneDrive

  1. In PowerPoint, to save the presentation, press Shift+Command+S. The Save As dialog opens with the focus on the file name test field. You hear: “Save as.”

  2. Optionally, type a new file name.

  3. To choose a OneDrive location, press Tab. The focus moves to the list of possible storing locations. Press Control+Option+Up, Down, Right, or Left arrow keys to navigate the locations, and Control+Option+Spacebar to select.

  4. If you want to save in a OneDrive folder, press Tab until your hear: "You are currently on a folder."

  5. To select a folder on OneDrive, press Control+Option+Up or Down arrows key. The folder names are announced as you move.

  6. If you want to create a new folder, press Tab to navigate to New folder. Then press Spacebar to select. The New Folder dialog opens. Type the folder name, and press Enter.

  7. To save, press Enter. The presentation is saved to OneDrive with the .pptx file extension.

Share a presentation on OneDrive

  1. In PowerPoint, to share a presentation, press F6 until you hear the current tab on the ribbon.

  2. Press Tab until you hear "Share menu button" and then press Control+Option+Spacebar. You hear: "Three items, invite people button."

  3. To share a presentation with others using OneDrive, press Spacebar. The Invite People dialog opens.

  4. Type the email address of the person you want to invite. If you already have the person's contact info stored, you can just enter a name.

    Note: A dialog may open asking you if PowerPoint can access your Contacts. Press Tab until you hear either "Don't allow button" or "OK button" and then press Spacebar.

  5. Press Tab. You hear: "Include a message optional." Type a message to the recipients.

  6. Press Tab. You hear: “Can edit, checked.” By default, the people invited can edit your presentation. If you want them to be able to only view the presentation, press Spacebar to disable the editing option. You hear: “Unchecked, can edit.”

  7. Press Tab until you hear "Share button" and then press Spacebar.

Share your presentation with others

With PowerPoint 2016 for Mac, you can easily email a copy of your presentation.

  1. In PowerPoint, to share a presentation, press F6 until you hear the current tab on the ribbon.

  2. Press Tab until you hear "Share menu button" and then press Control+Option+Spacebar. You hear: "Three items, invite people button."

  3. Press the Down arrow key until you hear "Send attachment button" and then press Spacebar. You hear: "Two items, presentation."

  4. Press the Up or Down arrow key to select whether to send the file in a presentation format or as a PDF. To select, press Spacebar.

  5. The Mail app opens with the presentation attached in either .pptx or PDF format. The focus is on the To field.

  6. Type the email addresses of people to whom you want to send the copy of the presentation.

  7. Press Tab until you hear "Subject column" and then type a subject for the email.

  8. To send the email, press Shift+Tab until you hear "Send button" and then press Spacebar.

Share a link to your presentation

Instead of emailing a copy of your presentation, you can send a sharing link. This way others can see the latest changes in the presentation, without you having worry about email attachment size limits.

  1. In PowerPoint, to share a presentation, press F6 until you hear the current tab on the ribbon.

  2. Press Tab until you hear "Share menu button" and then press Control+Option+Spacebar. You hear: "Three items, invite people button."

  3. Press the Down arrow key until you hear "Copy link button" and then press Spacebar. The link has been copied.

  4. Copy the link, for example, to an email or an instant message.

Save PowerPoint presentations as PDF files

Sometimes you want to share a presentation with people who don’t have PowerPoint, and at the same time, you want to keep the content and formatting intact. In order to do that, you can use PowerPoint to save your presentations as PDF directly to OneDrive.

  1. In PowerPoint, to export a presentation, press Control+Option+M. You hear: “Menu bar Apple.” Press the Right arrow key to browse until you hear "File" and press the Down arrow key until you hear: "Export ellipses."

  2. Press Control+Option+Spacebar. The Export As dialog opens with the focus on the file name field. You hear: “Export as.”

  3. Optionally, type a new file name.

  4. To choose a OneDrive location, press Tab. The focus moves to the list of possible storing locations. Then press the Control+Option+Up, Down, Right, or Left arrow key to navigate through the locations.

  5. When in the correct location, to select a folder on OneDrive, press the Right arrow key, and then press the Up or Down arrow key to browse to the folder you want. The folder names are announced as you move.

  6. To save as a PDF, press Enter. The presentation is saved to OneDrive as a PDF file.

See also

Use a screen reader to work with slides in PowerPoint

Use a screen reader to add and format text in PowerPoint

Keyboard shortcuts in PowerPoint 2016 for Mac

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

In PowerPoint 2016 for iOS, you can use a screen reader to share your presentation and collaborate with others. You can also make PDF copies of your presentations and share them via email.

Note: This topic assumes that you are using an iPhone. Some navigation and gestures might be different for an iPad.

In this topic

Save and share a presentation with OneDrive

Save your PowerPoint presentations to OneDrive, so you can share them with others. By saving your presentations to OneDrive, you can also access your presentations on any of your devices. You can easily save both older and newer presentations to OneDrive.

After a presentation is saved to OneDrive, you are ready to share it with others.

Make sure you sign in to your Microsoft account in PowerPoint to save and share the presentations on OneDrive.

Save a presentation to OneDrive

  1. In PowerPoint 2016 for iOS, to save the presentation, tap the top half of the screen with 4 fingers, then swipe right until you hear: "Save and close, button." Then double-tap the screen.

  2. Swipe right until you hear "Save, ellipsis, button," and then double-tap the screen.

  3. Type the file name.

  4. To choose a save location, keep swiping right past "Places" until you hear the name of your OneDrive account, for example, "OneDrive - Personal," and then double-tap the screen.

  5. If you want to save in a OneDrive folder, swipe right until your hear the name of the folder you are looking for, followed by "Button, folder, actions available," and then double-tap the screen.

  6. To save, swipe left until you hear "Save, button," and then double-tap the screen.

The presentation is saved to OneDrive with the .pptx file extension.

Share a presentation on OneDrive

  1. After you have saved the presentation in OneDrive, tap the top half of the screen with 4 fingers. You hear the name of the presentation.

  2. Swipe right until you hear "Share menu, button," and then double-tap the screen. You hear: "Share, heading."

  3. Swipe right until you hear "Invite people, button," and then double-tap the screen. The Invite People dialog opens.

  4. Swipe right until you hear "Type names or email addresses, text field," and then double-tap the screen.

  5. Type the email address of the person you want to invite. If you already have the person's contact info stored, you can just enter a name.

    Note: A dialog may open asking you if PowerPoint can access your Contacts. Swipe right until you hear either "Don't allow, button" or "OK, button," and then double-tap the screen.

  6. Swipe right until you hear: “Can edit, switch button, on.” By default, the people invited can edit your presentation. If you want them to be able to only view the presentation, double-tap the screen to disable the editing option. You hear: “Off.”

  7. Swipe right until you hear: "Include message (optional)." If you want to do so, double-tap the screen, and type a message to the recipient.

  8. Swipe left until you hear "Send, button," and then double-tap the screen.

The recipient receives an email with the shared document information. You are returned to the Share menu.

Share your presentation with others

With PowerPoint 2016 for iOS, you can easily email a copy of your presentation.

  1. When you have the presentation open in PowerPoint, tap the top half of the screen with 4 fingers. You hear the name of the presentation.

  2. Swipe right until you hear "Share menu, button," and then double-tap the screen. You hear: "Share, heading."

  3. Swipe right until you hear "Send a copy, button," and then double-tap the screen. The Send a Copy dialog opens.

    Tip: By default, the copy is emailed in the native PowerPoint format. If you want a PDF instead, swipe right until you hear "Format, PowerPoint presentation, button," and then double-tap the screen. Then swipe right until you hear "PDF," and double-tap the screen.

  4. Swipe right until you hear "Send with another app, button," and then double-tap the screen.

  5. Swipe right until you hear "Mail, button," and then double-tap the screen.

    Note: You must have set up an email account in Mail before sending a presentation from PowerPoint.

  6. Swipe right until you hear "To, text field," double-tap the screen, and type the email address of the recipient. The attachment file name is used as the subject of the email automatically.

    Note: A dialog may open asking you if PowerPoint can access your Contacts. Swipe right until you hear either "Don't allow, button" or "OK, button," and then double-tap the screen.

  7. Swipe left until you hear “Send, button,” and then double-tap the screen.

The recipient receives an email with the PDF attached. You are returned to the Send a Copy menu.

Save PowerPoint presentations as PDF files

Sometimes you want to share a presentation with people who don’t have PowerPoint, and at the same time, you want to keep the content and formatting intact. In order to do that, you can use PowerPoint to save your presentations as PDF directly to OneDrive.

  1. When you have the presentation open in PowerPoint, tap the top half of the screen with 4 fingers. You hear the name of the presentation.

  2. Swipe right until you hear "File, button," and then double-tap the screen. You hear: "File, heading."

  3. Swipe right until you hear "Export, button," and then double-tap the screen.

  4. Swipe right until you hear "PDF," and then double-tap the screen.

  5. Type the file name.

  6. To choose a OneDrive location, swipe right until you hear the name of your OneDrive account, for example, "OneDrive - Personal," and then double-tap the screen.

    Note: If you have previously saved the presentation to OneDrive, PowerPoint remembers it and takes you directly to the OneDrive folder list.

  7. If you want to save in a OneDrive folder, swipe right until your hear the name of the folder you are looking for, followed by "Button, folder, actions available," and then double-tap the screen.

  8. To save the PDF copy, swipe left until you hear "Export, button," and then double-tap the screen.

See also

Use a screen reader to work with slides in PowerPoint

Use a screen reader to add and format text in PowerPoint

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

Set up your device to work with accessibility in Office 365

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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