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Use a screen reader to share and co-author presentations in PowerPoint

Use a screen reader to share and co-author presentations 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 and 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. You can also make copies of your presentations and share them via email in different formats, such as PDF.

Notes: 

In this topic

Add an online save location

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

  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 Y2 to add a SharePoint Online site.

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

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

The site is now available in the Share and Save As dialogs in PowerPoint 2016.

Upload and share a presentation with OneDrive or SharePoint Online

Sign in to your Microsoft account in PowerPoint 2016 and upload your presentations to OneDrive or SharePoint Online, so you can share them with others. For instructions on how to sign in, go to Sign in to your Microsoft account.

By uploading your presentations to OneDrive or SharePoint Online, you can also control who edits your file, make sure everyone sees the latest changes straight away, and access your presentations on any of your devices. You can easily upload both older and newer presentations to OneDrive or SharePoint Online.

Upload a presentation to OneDrive or SharePoint

Upload your presentation to OneDrive or SharePoint Online to share it using the online locations.

You can also use the Save As dialog to upload your presentation to an online location. For instructions, go to Save your presentation file.

  1. In PowerPoint 2016, press Alt+Z, S to open the Share dialog. You hear "Upload locations," followed by the first location, for example, "OneDrive, Microsoft."

  2. Press the Down arrow key until you hear the name of the location you want, and then press Enter. You hear: "Naming your document, presentation name."

  3. Type a name for your presentation.

  4. Press the Tab key until you hear "OK, button," and then press Enter. You hear: "People to share with, editable combo box."

  5. Do one of the following:

    • To share the presentation straight away, proceed from step 2 in Share a presentation with OneDrive or Sharepoint.

    • If you want to continue working on your presentation and share it later, press Caps lock+Right arrow key until you hear "Close button," and then press Enter. The Share dialog closes.

Share a presentation with OneDrive or Sharepoint Online

Once you've uploaded your presentation to OneDrive or SharePoint Online, you can send a sharing link to your colleagues or friends directly from PowerPoint 2016. This way you can control who can access and edit your file, and you don't have to worry about email attachment size limits.

  1. In PowerPoint 2016, press Alt+Z, S to open the Share dialog. You hear: "People to share with, editable combo box."

  2. Type the email address or name of the person you want to share the presentation with, and then press Enter. Repeat for other contacts you want to share the presentation with.

  3. To add an optional message, press the Tab key. You hear: "Add a message, optional, editing." Type a message to the recipients.

  4. To define who the sharing link works for, press Shift+Tab until you hear the current option, for example, "Only people in your organization with the link can view and edit." Then press Enter. You hear: "Link settings page." Press the Up or Down arrow key until you hear the access group option you want.

  5. By default, the people you share the presentation with can edit it. If you want them to be able to only view the presentation, press the Tab key until you hear "Other settings, checked, Allow editing, checkbox," and then press Spacebar.

  6. To save the access settings and exit the Link Settings page, press the Tab key until you hear "Apply button," and then press Enter. You hear: "Send link."

  7. To share your presentation, press the Tab key until you hear “Share button,” and then press Enter.

Share a link to your presentation

You can create a link straight from PowerPoint to your presentation in OneDrive or SharePoint Online and send it via email or instant message instead of sending a copy of your presentation.

  1. In PowerPoint 2016, press Alt+Z, S to open the Share dialog. You hear: "People to share with, editable combo box."

  2. Press the Tab key until you hear "Copy link, button" and then press Enter. You hear: "Link created page."

  3. Press the Tab key until you hear "Copy button" and then press Enter. The link has been copied.

    To close the dialog, press Caps lock+Right arrow key until you hear Close button, and then press Enter.

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

Email a copy of your PowerPoint presentation

With PowerPoint 2016, you can easily email a copy of your presentation to share with others. You can send the copy in the original presentation format or as a PDF. PowerPoint 2016 converts your presentation to a PDF automatically, and attaches your file to an Outlook email.

If you want to save your presentation as a PDF, for instructions, go to Save your presentation in a different file format.

  1. In PowerPoint, press Alt+Z, S. You hear: "Enter name or email addresses."

  2. Press the Tab key until you hear “Attach a copy instead, button collapsed” and then press Enter.

  3. Press the Down arrow key until you hear the option you want, and then press Enter.

  4. A new Outlook email opens with a copy of the presentation attached. The focus is in the To field. Type the recipient email address or name. To write a message, press the Tab key until you hear "Message," and then type your text.

  5. To send the email, press Alt+S.

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.

You need to have an active Office 365 subscription and the latest version of Office installed to co-author a presentation.

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 PowerPoint presentations

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

Use PowerPoint 2016 for Mac with your keyboard and VoiceOver, the built-in Mac OS screen reader, to share and work together with a friend or colleague on a presentation online. You can also make copies of your presentations and share them via email in different formats, such as PDF.

Notes: 

In this topic

Save and share a presentation with OneDrive

Sign in to your Microsoft account in PowerPoint and save your presentations to OneDrive, so you can share them with others. For instructions on how to sign in, go to Sign in to your Microsoft account.

By saving your presentations to OneDrive, you can also control who edits your file, make sure everyone sees the latest changes straight away, and 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. 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 the Tab key. 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 the Tab key 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 the Tab key to navigate to New folder. Then press Spacebar to select. The New Folder dialog opens. Type the folder name, and press Return.

  7. To save, press Return. 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 the Tab key until you hear "Share menu button" and then press Spacebar. You hear: "People to share with, combobox."

  3. Type the email address of the person you want to invite, and then press Return. If you already have the person's contact info stored, you can just enter a name. Repeat this for other contacts you want to share the file with.

  4. To add an optional message, press the Tab key. You hear: "Add a message, optional." Type a message to the recipients.

  5. To control who can access your file, and if they can edit it, press the Tab key until you hear the current option, such as “Only the people you specify will have access to edit,” and then press Spacebar. Press the Up or Down arrow key until you hear the access group option you want.

  6. By default, the people invited can edit your presentation. If you want them to be able to only view the presentation, press the Tab key until you hear "Allow editing, checked, checkbox, and then press Spacebar to disable the editing option. You hear: “Unchecked, Allow editing, checkbox.”

  7. To save the access settings and exit the Link Settings page, press the Tab key until you hear "Apply button," and then press Return. You hear: "People to share with, combo box."

  8. To share your presentation, press the Tab key until you hear “Share button,” and then press Return.

  9. Press the Tab key until you hear "Send button" and then press Spacebar.

Email a copy of your presentation

With PowerPoint 2016 for Mac, you can easily email a copy of your presentation to share with others. You can send the copy in the original presentation format or as a PDF. PowerPoint 2016 converts your presentation to a PDF automatically, and attaches your file to an Outlook email.

If you want to save your presentation as a PDF, for instructions, go to Save your presentation in a different file format.

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

  2. Press the Tab key until you hear "Share menu button" and then press Control+Option+Spacebar. You hear: "People to share with, combobox."

  3. Press the Tab key until you hear "Attach a copy instead, collapsed, popup button" and then press Spacebar.

  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 the Tab key 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 the Tab key until you hear "Share menu button" and then press Control+Option+Spacebar. You hear: "People to share with, combobox."

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

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

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

Use PowerPoint 2016 for iOS with VoiceOver, the iOS built-in screen reader, to share and work together with a friend or colleague on a presentation online. You can also make PDF copies of your presentations and share them via email.

Notes: 

  • New Office 365 features are released gradually to Office 365 subscribers, so your app might not have these features yet. To learn how you could get new features faster, visit When do I get the newest features in Office 2016 for Office 365?.

  • For touch capabilities in PowerPoint 2016 for iOS, go to PowerPoint for iPhone touch guide.

  • This topic assumes that you are using the built-in iOS screen reader, VoiceOver. To learn more about using VoiceOver, visit Apple accessibility.

  • 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

Sign in to your Microsoft account in PowerPoint and save your presentations to OneDrive, so you can share them with others. For instructions on how to sign in, go to Sign in to your Microsoft account.

By saving your presentations to OneDrive, you can also control who edits your file, make sure everyone sees the latest changes straight away, and 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. 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 presentation 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

Learn how to navigate PowerPoint using accessible features

Use PowerPoint for Android with TalkBack, the built-in Android screen reader, to share and work together with a friend or colleague on a presentation online. When you share your files from OneDrive, you can invite people to view or edit the presentation or send the file as an email attachment, right from your presentation.

Notes: 

  • New Office 365 features are released gradually to Office 365 subscribers, so your app might not have these features yet. To learn how you could get new features faster, visit When do I get the newest features in Office 2016 for Office 365?.

  • For touch capabilities in PowerPoint for Android, go to PowerPoint for Android touch guide.

  • This topic assumes that you are using the built-in Android screen reader, TalkBack. To learn more about using TalkBack, go to Android accessibility.

  • This topic assumes you are using this app with an Android phone. Some navigation and gestures might be different for an Android tablet.

In this topic

Save a presentation to OneDrive

Sign in to your Microsoft account in PowerPoint and save your presentations to OneDrive, so you can share them with others. For instructions on how to sign in, go to Open PowerPoint and sign in. By saving your presentations to OneDrive, you can also control who edits your file, make sure everyone sees the latest changes straight away, and 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.

  1. In the Editing view, swipe left until you hear "Not checked, Back switch," and then double-tap the screen. The focus moves to the Thumbnail view.

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

  3. Swipe right until you hear "Save As button," and then double-tap the screen. You hear: "Save as, File menu closed, Enter a file name <current file name>."

  4. If you want to change the file name, double-tap the screen to open the on-screen keyboard. Use the keyboard to first delete the old or default name and then type a new file name. When you are done, swipe down-then-left to close the keyboard.

  5. Swipe left or right to browse the save location options until you find your OneDrive account, and then double-tap the screen.

  6. Swipe down-then-up. You hear: "Save button." Double-tap the screen to save your presentation. After saving, the File menu closes and the focus returns to the presentation.

Tip: After you have saved the presentation to OneDrive, all changes will be saved there when you select Save, unless you save the presentation to a new location.

Share a presentation via OneDrive

You can share a presentation while working on it. Your collaborator receives the sharing link in an email, and they can use it to open the presentation in PowerPoint.

  1. Open the presentation you want to share in PowerPoint for Android.

  2. Swipe left until you hear "Not checked, Share, switch," and then double-tap the screen.

  3. Swipe right until you hear "Invite people to this file, edit box," and then double-tap the screen.

  4. Use the on-screen keyboard to type the email address of the person you'd like to share the presentation with.

  5. Swipe down-then-left to close the keyboard.

  6. To add a message, swipe right until you hear "Include a message (optional), edit box," double-tap the screen, and then use the on-screen keyboard to type your message.

  7. To assign permissions, swipe right until you hear "Checked, can edit, checkbox." By default your collaborators can edit the presentation you share. If you want them to only be able to view the presentation, double-tap the screen.

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

Share a copy of your presentation by email

You can also email a copy of your presentation or send it as a PDF.

  1. Open the presentation you want to share in PowerPoint for Android.

  2. Swipe left until you hear "Not checked, Share, switch," and then double-tap the screen.

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

  4. Swipe right until you hear "Presentation button" or "PDF button," depending on which file format you want to share. Double-tap the screen to select the format.

  5. Swipe right until you find the email app you want to use for sharing, for example, "Outlook" or "Gmail," and then double-tap the screen.

  6. Use the on-screen keyboard to type the email address of the person you'd like to share the presentation with.

  7. Swipe down-then-left to close the keyboard.

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

Tip: You can also use these instructions to send a PDF copy to your own email address, or to save the PDF in your Google Drive.

See also

Use a screen reader to add and format text in PowerPoint

Use a screen reader to work with slides 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

Learn how to navigate PowerPoint using accessible features

Use PowerPoint Mobile with Narrator, the built-in Windows screen reader, to share and work together with a friend or colleague on a presentation online. Save your file to OneDrive or SharePoint, and invite people to view or edit the presentation you shared. If you'd like to email the presentation instead, you can do that right from PowerPoint Mobile.

Notes: 

In this topic

Save a presentation to OneDrive or SharePoint

Sign in to your Microsoft account in PowerPoint and save your presentations to OneDrive or SharePoint Online, so you can share them with others. For instructions on how to sign in, go to Open PowerPoint and sign in. By saving your presentations to an online location, you can also control who edits your file, make sure everyone sees the latest changes straight away, and access your presentations on any of your devices. You can easily save both older and newer presentations to OneDrive or SharePoint Online.

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

  1. In the Editing view, swipe left until you hear "Quick access commands, Off, Back button," and then double-tap the screen. The focus moves to the Thumbnail view.

  2. Swipe right until you hear: "Quick access commands, File button." Double-tap the screen to select.

  3. A pane opens and you hear: "Backstage page pane, Go back button." Swipe right until you hear: "Save button." Double-tap the screen to select.

  4. The Save dialog opens and you hear the current file name.

  5. Swipe right until you hear "Save a copy of this file" and double-tap the screen to select.

  6. Swipe right until you hear the location you want to save to, such as "OneDrive," and double-tap to select.

    If you're not signed in already, OneDrive or SharePoint Online will ask to sign in.

  7. Swipe right until you hear the folder or location you want to save to, and double-tap the screen to open.

  8. Swipe right until you hear: "Next app bar button." Double-tap the screen to select.

  9. The ENTER FILE NAME dialog opens.

    If you want to change the file name, swipe left until you hear the current name of the presentation, and double-tap the screen to start editing. Type the new name using the on-screen keyboard. When done, swipe up until you hear "Landmarks and containers," and then swipe right until you hear "App bar." Swipe down until you hear "Items," and swipe left repeatedly until you hear: "Save a copy app bar button."

  10. Double-tap the screen to save the presentation.

Share a presentation via OneDrive or SharePoint

You can invite people to view and edit your presentation in OneDrive or SharePoint Online.

  1. In your presentation, swipe right or left until Narrator announces: "Off, Share button." Double-tap the screen to select.

  2. The Share dialog opens. Narrator announces: "Type an email address to invite someone." Double-tap the screen to bring up the on-screen keyboard and start typing.

  3. Use the on-screen keyboard to type the email address of the person you'd like to share the presentation with.

    Tip: If you already have the person's contact information stored, you can just swipe right to pick the person from your Contacts. Narrator announces: "Browse contacts button." Double-tap the screen to select the button and go to your Contacts. Swipe right repeatedly to cycle through your contact list, or use the Search at the top. When on the contact you want to add as recipient, double-tap the screen. The contact card opens. Swipe right until you hear the email address you want to use and double-tap the screen.

  4. If you want to include a personal note to your invitation, swipe right until you hear "More options," and double tap the screen. Then swipe left until you hear "Include a message, optional, editable text," and double-tap the screen. Use the on-screen keyboard to type the note text.

  5. If you want the recipient to be able to view the presentation but not edit it, swipe right until you hear "More options," and double-tap the screen. Swipe left until you hear "Give permissions to this presentation, can edit," and double-tap the screen. The list of options opens, and Narrator announces: "Menu." Swipe right until you hear "Can view," and double-tap the screen to select.

  6. To send the invitation, swipe right until you hear "Share, button," and double-tap the screen.

    The invitation is sent, and you return to the Share dialog.

Share a copy of your presentation by email

You can also email a copy of your presentation straight from PowerPoint.

  1. In your presentation, swipe right or left until you hear: "Off, Share button." Double-tap the screen to select.

  2. The Share dialog opens. Narrator announces: "Type an email address to invite someone." Swipe right until you hear: "More options, link." Double-tap the screen to select.

  3. Narrator announces: "Send an attachment or get a sharing link." Double-tap the screen to select.

  4. Swipe right until you hear: "Send as attachment, button." Double-tap the screen to select.

  5. The Share window opens. Swipe right until you hear your email account, such as "Outlook Mail," and double-tap the screen.

  6. A mail window opens. The focus is on the To field. Type the recipient's address using the on-screen keyboard.

    Tip: If you already have the person's contact information stored, you can just swipe right to pick the person from your Contacts. Narrator announces: "Choose contacts, button." Double-tap the screen to select the button and go to your Contacts. Swipe right repeatedly to cycle through your contact list, or use the Search at the top. When on the contact you want to add as recipient, double-tap the screen. The contact card opens. Narrator announces: "People window." Swipe right until you hear the email address you want to use and double-tap the screen.

  7. To edit the email subject, swipe right and double-tap the screen. Use the on-screen keyboard to type the subject. When done, navigate to the Enter key, and double-tap the screen.

  8. To add a message, swipe right until you hear "Message, editable text," and double-tap the screen. Type your message using the on-screen keyboard.

  9. When done, swipe up until you hear "Items," and swipe right until you hear: "Send button." Double-tap the screen to select the button and send the presentation.

    The presentation is sent, and you return to the Share dialog.

See also

Use a screen reader to add and format text in PowerPoint

Use a screen reader to print presentations in PowerPoint

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

Learn how to navigate PowerPoint using accessible features

Use PowerPoint Online with your keyboard and Narrator, the built-in Windows screen reader, to share and work together with a friend or colleague on a presentation online. When you share your files using OneDrive, you can invite people to view or edit the presentation, so you can work together at the same time.

Notes: 

  • If you use Narrator with the Windows 10 Fall Creators Update, you have to turn off scan mode in order to edit documents, spreadsheets, or presentations with Office Online. For more information, refer to Turn off virtual or browse mode in screen readers in Windows 10 Fall Creators Update.

  • New Office 365 features are released gradually to Office 365 subscribers, so your app might not have these features yet. To learn how you could get new features faster, visit When do I get the newest features in Office 2016 for Office 365?.

  • For keyboard shortcuts, go to Keyboard shortcuts in PowerPoint Online.

  • This topic assumes that you are using the built-in Windows screen reader, Narrator. To learn more about using Narrator, go to Get started with Narrator.

  • This topic makes note of the JAWS functionality as well. To learn more about JAWS for Windows, go to JAWS for Windows Quick Start Guide.

  • This topic assumes you are using this app with a PC. Some navigation and gestures might be different for a Windows phone or tablet.

  • When you use PowerPoint Online, we recommend that you use Microsoft Edge as your web browser. Because PowerPoint Online runs in your web browser, the keyboard shortcuts are different from those in the desktop program. For example, you’ll use Ctrl+F6 instead of F6 for jumping in and out of the commands. Also, common shortcuts like F1 (Help) and Ctrl+O (Open) apply to the web browser – not PowerPoint Online.

In this topic

Save a presentation to OneDrive

Sign in to your Microsoft account in PowerPoint and save your presentations to OneDrive, so you can share them with others. For instructions on how to sign in, go to Open PowerPoint. By saving your presentations to OneDrive, you can also control who edits your file, make sure everyone sees the latest changes straight away, and access your presentations on any of your devices. You can easily save both older and newer presentations to OneDrive.

Before you can share a presentation via OneDrive, you need to save it online. After you save a presentation online, PowerPoint Online automatically saves any changes to it.

  1. In the Editing view, press Alt+Windows logo key+F. You hear: "Close menu, menu item."

  2. To open the Save a Copy dialog, press A, A. You hear: "Dialog, Save a copy, Focus on name."

  3. Type the file name, and then press Enter.

Share a presentation via OneDrive

You can share a presentation while working on it. Your collaborator receives the sharing link in email.

  1. In the Editing view, Ctrl+F6 until you hear: "List of Microsoft services."

  2. Press the Tab key until you hear "Share button," and then press Enter.

  3. Press Caps lock+Right arrow key until you hear: "Share dialog."

  4. To assign permissions, press the Tab key until you hear the currently selected permission option, for example, "Only people who already have access can use this link." Then press Spacebar. You hear: "Link settings page." Use the Down and Up arrow keys to select the option you want.

    To control the editing rights, press the Tab key until you hear "Other settings, checked, Allow editing checkbox." If you don't want anyone else editing the presentation, press Spacebar.

    To apply the changes in permissions, press the Tab key until you hear "Apply, button," and then press Enter.

  5. Press the Tab key until you hear "People to share with, editable combo-box" and then type the email address of the person you'd like to share the presentation with. To share with more than one person, use semicolons to separate the email addresses.

  6. To add a message, press the Tab key until you hear "Add a message, optional," and then type your message.

  7. Press the Tab key until you hear "Send button," and then press Enter.

Save a presentation as a PDF

Save your presentation as a PDF so you can safely share it through multiple channels.

  1. In the Editing view, press Alt+Windows logo key+F. You hear: "Close menu, menu item."

  2. To open the PDF download dialog, press W, P. You hear: "Slide panel." The focus is on the Download button. Press Enter to download.

  3. Press Caps lock+Right arrow key until you hear "Save button," and then press Enter. The file is saved on your computer, in the Downloads folder.

  4. After you hear "Dismiss button," you can press Enter to close the dialog.

See also

Use a screen reader to add and format text in PowerPoint

Use a screen reader to insert and edit pictures and tables in PowerPoint

Keyboard shortcuts in PowerPoint Online

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

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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