Use a screen reader to share and collaborate on notebooks in OneNote

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 OneNote 2016 with your keyboard and Narrator, the built-in Windows screen reader, to share your notebooks and efficiently collaborate with your colleagues. You can also make copies of specific notes, such as a single page or section from a notebook, and share them.

Notes: 

In this topic

Open OneNote 2016 and sign in

If you want to share a notebook, you need to save it to OneDrive. Make sure you sign into your Microsoft account when using OneNote.

  1. To quickly open OneNote, press Windows+Shift+N.

  2. To sign in, press Alt+F. In Narrator, you hear: “File menu.” In JAWS, you hear: “Backstage view. File info.” Then press Y2. In Narrator, you hear: “Selected Account tab item.” In JAWS, you hear: “Account.”

  3. Press S. In Narrator, you hear: “Accounts window. Type your email or phone number.” In JAWS, you hear: “Account. Sign in to Office.”

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

  5. Type in your password, and press Enter.

    Note: If you are using an account from your organization and not a Microsoft account, 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 OneNote 2016 the last time you used it, the app opens without prompting you to sign in.

Save a notebook to OneDrive

If you want to share a notebook, make sure it is saved to OneDrive.

Save a new notebook to OneDrive

When creating a new notebook you want to share, save it directly to OneDrive.

  1. Press Alt+F. In Narrator, you hear: “File menu.” In JAWS, you hear: “Backstage view. File info tab.”

  2. Press N. In Narrator, you hear: “Selected. New tab item.” In JAWS, you hear: “New tab.”

  3. To select the saving location, press Tab, and use the Up or Down arrow keys until you hear the OneDrive location you want.

  4. To name the new notebook, press Tab. You hear: “Enter a notebook name.” Type in the new notebook name.

  5. To create the notebook, press Enter. In Narrator, you hear: “Microsoft OneNote dialog. Invite people button.” In JAWS, you hear: “Your notebook has been created. Would you like to share it with other people?”

  6. To share the new notebook with other people, press Enter.

You are directed to the Share tab, where you can choose the people with whom you would like to share your notes. To learn more about sharing your notebook, refer to Share a notebook.

Move a notebook to OneDrive

If you have a notebook that you would like to share, but it’s not saved to OneDrive, you can move it.

  1. Make sure the notebook you would like to move is opened.

  2. To move the notebook to OneDrive, press Alt+F, and then press H. In Narrator, you hear: “Selected. Share tab item.” In JAWS, you hear: “Share tab.”

  3. To select a location, press Tab, and use the Up and Down arrow keys, until you hear the OneDrive location you want.

  4. If you want to change the name of the notebook before saving it to OneDrive, press Tab. You hear: “Enter a notebook name.” Type in a new name.

  5. To move the notebook, press Enter. The notebook is saved to OneDrive. You hear the syncing progress. If syncing to OneDrive succeeds, in Narrator you hear: “Microsoft OneNote dialog. OK button,” and in JAWS, you hear: “Your notebook is now syncing into the new location.” Press Enter.

You can now choose the people with whom you would like to share your notes. To learn more about sharing your notebook, refer to Share a notebook.

Share a notebook

Select the notebook you want to share and invite people to collaborate on it.

  1. Make sure the notebook you would like to share is opened.

  2. To share the notebook, press Alt+F, and then press H. In Narrator, you hear: “Selected. Share tab item.” In JAWS, you hear: “File. Share tab.”

  3. To invite people to collaborate via email, press S. You hear: “Share with people tab.”

  4. To select the people you want to invite, press Y1. You hear: “Type a contact name.” Type in the names or emails of people you want to invite.

  5. By default the people invited can edit your notebook. If you want them to just be able to view the notebook, press Alt+H, then press Y4, and then the Down arrow key. You hear: “Can view.” To select it, press Enter.

  6. Press Tab, until you hear: “Share button,” and press Enter to share the notebook.

Get a notebook link

Instead of sending invitations, you can also send a link to your colleagues via email or IM.

  1. Make sure the notebook you would like to share is opened.

  2. To share the notebook, press Alt+F, and then press H. In Narrator, you hear: “Selected. Share tab item.” In JAWS, you hear: “File. Share tab.”

  3. To get a link to share your notebook, press L. You hear: “Get a sharing link tab.”

  4. Choose what you want to do:

    • To enable sharing, press Y4. In Narrator, you hear: “Disable link button.” In JAWS, you hear: “Share. Get a sharing link. Create link.” To copy the link, press Left arrow key, and then press Control+C.

    • To only permit others to view the notebook, press Y2. In Narrator, you hear: “Disable link button.” In JAWS, you hear: “Share. Get a sharing link. Create link.” To copy the link, press the Left arrow key, and then press Control+C.

Share a part of your notes

Sometimes you want to share a specific part of your notes, such as a page or section. To do that, you can export the page or section you want to share to a location on OneDrive.

  1. Make sure the page or section you want to share is active. You can only export the current page or section in your notebook.

  2. Press Alt+F+S. In Narrator, you hear: “Selected. Export tab item.” In JAWS, you hear: “Backstage view. File. Export tab.”

  3. Choose what you want to export:

    • To export the current page as a OneNote file (*.one), press P+O. You hear: “Save as dialog.” To save in other formats, press P, then press Tab, and use the Up and Down arrow keys until you hear the desired format.

    • To export the current section as a OneNote file (*one), press S+O. You hear: “Save as dialog.” To save in other formats, press S, then press Tab, and use the Up and Down arrow keys until you hear the desired format.

    Note: You can export your notes to other formats: Word document (*.docx or *.doc), PDF (*.pdf), XPS (*.xps), or Web Page (*.mht).

  4. If you want to change the file name, type in a file name, and press Enter to save.

  5. You can now share the saved document with other people. To learn how to share OneDrive files with others, refer to Share items by using a context menu section in Get started using a screen reader with the OneDrive app for Windows 10.

See the author, date, and time of an update

Any changes introduced by any of the authors of a shared notebook are automatically updated in OneDrive. When you edit your notes, you can check the author of an update and when the update was made.

  1. In the editable text, use the Up or Down arrow keys to browse your notes. The screen reader reads the items for you as you browse.

  2. To check who made a change and when, press Shift+F10, and then Shift+Tab. You hear the name of the author, as well as the date and time of the update.

See also

Use a screen reader to organize notebooks, sections, and pages in OneNote

Keyboard shortcuts in OneNote 2016 for Windows

Use a screen reader to do basic tasks in OneNote

Set up your device to work with accessibility in Office 365

Learn how to navigate OneNote using accessible features

Use OneNote for Mac with your keyboard and VoiceOver, the built-in Mac OS screen reader, to share your notebooks and efficiently collaborate with your colleagues. You can also make copies of specific notes, such as a single page from a notebook, and share them.

Notes: 

In this topic

Share a notebook

Select the notebook you want to share and invite people to collaborate on it.

  1. Make sure the notebook you would like to share is opened in OneNote for Mac.

  2. To share the notebook, press F6 until you hear: "Redo typing button."

  3. Press Tab until you hear "Share menu button," then press Control+Option+Spacebar. You hear: "Invite people to Notebook button."

  4. To invite people to collaborate via email, press Spacebar. You hear: “Type names or email addresses, edit text, blank.”

  5. Type in the names or emails of people you want to invite.

    If this is the first time you share a notebook, you may get a pop-up requesting access to your contacts.

  6. Press Tab. You hear: "Include a message (Optional)." If you want to send a message with you invitation, write it now.

  7. By default the people invited can edit your notebook. If you want them to just be able to view the notebook, press Tab, then press Control+Option+Spacebar to deselect the Can Edit checkbox.

  8. Press Tab. You hear: “Share button.” Press Control+Option+Spacebar to share the notebook.

Get a notebook link

Instead of sending invitations from OneNote for Mac, you can also send a link to your colleagues via email or instant messaging.

  1. Make sure the notebook you would like to share is opened in OneNote for Mac.

  2. To share the notebook, press F6 until you hear: "Redo typing button."

  3. Press Tab until you hear "Share menu button," and then press Control+Option+Spacebar. You hear: "Invite people to Notebook button."

  4. Press Tab. You hear: "Copy link to notebook button."

  5. Press Spacebar. You hear: “Press the spacebar to get a view-only link button.”

    • If you want a share a view-only link to your notebook, press Spacebar. You hear: "Dialog, Loading sharing link."

    • If you want a share a view and edit link to your notebook, press Tab, and then press Spacebar. You hear: "Dialog, Loading sharing link."

  6. Press Spacebar. The share link is copied to the clipboard and the dialog closes.

You can now copy the link to an email or instant message you are sending to your collaborators.

Share a part of your notes

Sometimes you only want to share a specific page in your notes. To do that, you can send the page as an email message or attach it as a PDF.

  1. Make sure the page you want to share is active. You can only export the current page in your notebook.

  2. Press F6 until you hear: "Redo typing button."

  3. Press Tab until you hear "Share menu button," and then press Control+Option+Spacebar. You hear: "Invite people to Notebook button."

  4. Press Tab until you hear: "Send page button."

  5. Press Spacebar. You hear: "Message... button."

    • If you want to send the page in email, press Spacebar. This opens a new message window in the Mail app with the page content already pasted in, formatting included. Simply add the email address and subject before sending the page.

    • If you want a send the page in email as a PDF attachment, press Tab, then press Spacebar. This opens a new message window in the Mail app with the page attached as a PDF. Simply add the email address and subject before sending the PDF.

Hide author information

By default, OneNote for Mac displays other authors' initials alongside the text area, and VoiceOver reads them out in the reading mode.

  1. Press F6 until you hear: "Home, selected, tab."

  2. Press the Right arrow key until you hear "View, tab," and then press Control+Option+Spacebar.

  3. Press Tab until you hear: "Hide authors, unchecked, check box." Press Control+Option+Spacebar to turn the setting on.

  4. To return to the page canvas, press Tab until you hear: "Page canvas, period."

See also

Use a screen reader to organize notebooks, sections, and pages in OneNote

Keyboard shortcuts in OneNote for Mac

Use a screen reader to do basic tasks in OneNote

Set up your device to work with accessibility in Office 365

Learn how to navigate OneNote using accessible features

Use OneNote for iOS with VoiceOver, the built-in iOS screen reader, to share your notebooks and efficiently collaborate with your colleagues.

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?.

  • 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.

  • This topic assumes that you have added an email account to your phone.

In this topic

Share a notebook

When you create a new notebook, OneNote for iOS saves it automatically to OneDrive, so just select the notebook you want to share and invite people to collaborate on it.

  1. Make sure the notebook you would like to share is opened in the Sections view.

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

  3. Swipe right until you hear "Invite people to notebook button" and then double-tap the screen.

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

    If this is the first time you share a notebook, you may get a pop-up requesting access to your contacts.

  5. Type in the email address of the person you want to invite. If OneNote can access your contacts, you can also select a contact from the drop-down list that appears as you type an address.

  6. Tap the lower half of the screen with 4 fingers. You hear: "Return." Double-tap the screen.

    Tip: By default, the people invited can edit your notebook. If you want them to only be able to view the notebook, swipe right until you hear: "Can Edit, switch button, on." Double-tap the screen to turn the setting off.

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

    An email is sent to your collaborator, inviting them to work with the notebook.

  8. Swipe left until you hear "Done" and then double-tap the screen to return to the Sections view.

Email a page

If you only want to show a single page in your notebook to others, you can send it as a PDF attachment by email.

  1. Open the notebook page you would like to send by email.

  2. Swipe right until you hear "Page actions button" and then double-tap the screen.

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

  4. Swipe right until you hear "To text field" and then double-tap the screen.

  5. Type in the email address of the recipient. If OneNote can access your contacts, you can also select a contact from the drop-down list that appears as you type an address.

    The subject field is automatically filled with the title of the page.

  6. Tap the lower half of the screen with 4 fingers. You hear: "Return." Double-tap the screen.

  7. Tap the upper half of the screen with 4 fingers. You hear: "Cancel button."

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

The email is sent, the menu closes, and you are returned to the page view.

Get a notebook link

Instead of sending invitations directly from OneNote for iOS, you can also send a link to your colleagues via email or instant messaging.

  1. Make sure the notebook you would like to share is opened in the Sections view.

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

  3. Swipe right until you hear "Copy link to Notebook button" and then double-tap the screen.

    • If you want to share a view-only link to your notebook, swipe right until you hear: "View only."

    • If you want to share a view and edit link to your notebook, swipe right until you hear: "View and edit."

  4. Double-tap the screen. You hear: "Retrieving link for sharing."

    The dialog closes and you are returned to the Sections view.

The link is now copied to the clipboard and you can paste it to an email or instant message you're sending to your co-author.

Hide author information

By default, OneNote for iOS displays other authors' initials alongside the text area, and VoiceOver reads them out in the reading mode.

  1. In the notebooks list view of OneNote for iOS, swipe left until you hear: "Settings button." Double-tap the screen.

    Tip: If you are not in the notebooks list view, tap the upper half of the screen with four fingers. VoiceOver says where you are returning, followed by "Back button." Double-tap the screen to go back one level. The focus stays on the Back button, so you can simply keep double-tapping until you hear "Settings button."

  2. Swipe right until you hear "Edit and view button" and then double-tap the screen.

  3. Swipe right until you hear: "Hide authors, switch button, off." Double-tap to turn the setting on.

  4. Swipe left until you hear "Back button" and then double-tap the screen.

  5. You hear: "Close button." Double-tap the screen to return to the top level view.

See also

Use a screen reader to organize notebooks, sections, and pages in OneNote

Use a screen reader to do basic tasks in OneNote

Set up your device to work with accessibility in Office 365

Learn how to navigate OneNote using accessible features

Use OneNote for Windows 10 with your keyboard and Narrator, the Windows built-in screen reader, to share your notebooks and efficiently collaborate with your colleagues. You can also make copies of specific notes, and share them.

Notes: 

In this topic

Open OneNote

  1. Make sure you sign in to your Microsoft account on your device.

  2. To open OneNote, press the Windows logo key, type “onenote”. Then press the Up or Down arrow key until you hear “OneNote. Trusted Microsoft Store app.” Then press Enter.

Share a notebook

When you create a new notebook, OneNote for Windows 10 saves it automatically to OneDrive, so you just select the notebook you want to share and invite people to collaborate on it.

  1. Make sure the notebook you would like to share is opened in the editing mode.

  2. To open a notebook, press Ctrl+G to open notebook navigation.

  3. Use the Up and Down arrow keys to navigate to the notebook you want to open. When you have found the correct notebook, press Esc. The notebook opens.

  4. To share the notebook, press Alt+H. Narrator announces “Selected, Home tab item.” In JAWS, you hear: “Home tab.” Then press Tab until you hear: “Share button.” Press Spacebar to select. The Share tab is opened. In Narrator, you hear: “Send a copy hyperlink.” In JAWS, you hear: “Send a copy link.”

  5. To invite people to collaborate via email, press Tab, and then use the Up or Down arrow keys until you hear “This notebook,” and the notebook name. Press Spacebar to select.

  6. Press Tab. Narrator announces: “Type email addresses, editing.” In JAWS, you hear: “Type email addresses, edit. Type in text.”

  7. Type in the email address of the person you want to invite.

  8. By default, the people invited can edit your notebook. If you want them to be able to only view the notebook 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.

  9. Press Tab until you hear “Share button,” and then press Spacebar to share the notebook.

  10. To stop sharing the notebook with someone, in the Share tab, press Tab until you a name of one of the collaborators. Then use Up or Down arrow keys to navigate to the person with whom you would like to stop sharing. Press Spacebar, and then press Tab until you hear: “Stop sharing button.” Press Spacebar to stop sharing.

Share a page

Sometimes you want to share a specific part of your notes. To do that, you can create a sharing link to a notebook page.

Note: If you are using a work or school account, you may not be able to share a page. Use a Microsoft account instead.

  1. Make sure the page you want to share is active. You can only create a sharing link for the current page in your notebook.

  2. To open a specific page, press Ctrl+Shift+G to go to section navigation. Press Tab until you hear the name of a section. Then use the Up and Down arrow keys to navigate to the section containing the page you want to share.

  3. Press Ctrl+Alt+G to open page navigation. You hear the name of a page. Use the Up and Down arrow keys to navigate to the page you want to share. When you have found the correct page, press Spacebar to go to the page editing mode.

  4. To share the page, press Alt+H. Narrator announces “Selected, Home tab item.” In JAWS, you hear: “Home tab.” Then press Tab until you hear: “Share button.” Press Spacebar to select. The Share tab is opened. In Narrator, you hear: “Send a copy hyperlink.” In JAWS, you hear: “Send a copy link.”

  5. To create a sharing link to the page, press Tab, and then use the Up or Down arrow keys until you hear “This page” and the page title. Press Spacebar to select.

  6. Press Tab. You hear: “Create button.” Press Spacebar to create the link.

  7. To copy the link, press Tab repeatedly until you hear: “Copy button.” Press Spacebar to copy.

    Note: People who receive the link can only view the page.

  8. To stop sharing the page, in the Share tab, press Tab until you hear: “Anyone with the link can view the page.” Press Spacebar. You hear: “Stop sharing button.” Then press Spacebar to select.

Send a copy by email

With OneNote for Windows 10, you can easily email a copy of your notes by email.

  1. Make sure the page you want to share is active in the editing mode.

  2. To send a copy of the page, press Alt+H. Narrator announces: “Selected, Home tab item.” In JAWS, you hear: “Home tab.” Then press Tab until you hear: “Share button.” Press Spacebar to select. The Share tab opens. In Narrator, you hear: “Send a copy hyperlink.” In JAWS, you hear: “Send a copy link.”

  3. Press Spacebar to select. Narrator announces: “Share window.” In JAWS you hear: “Share, app list.”

  4. To send the copy by email, press the Down arrow key repeatedly until you hear: “Mail.” Then press Spacebar to select.

  5. The Mail for Windows 10 app opens, with the focus in the To field, where you can type the emails of the people to whom you would like to send the copy. 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.

See also

Use a screen reader to organize notebooks, sections, and pages in OneNote

Keyboard shortcuts in OneNote for Windows 10

Basic tasks using a screen reader with OneNote

Learn how to navigate OneNote using accessible features

Use OneNote Online with your keyboard and Narrator, the built-in Windows screen reader, to share your notebooks and efficiently collaborate with your colleagues.

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 keyboard shortcuts, go to Keyboard shortcuts in OneNote 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 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 OneNote Online, we recommend that you use Microsoft Edge as your web browser. Because OneNote 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 OneNote Online.

In this topic

Share a notebook

Select the notebook you want to share and invite people to collaborate on it.

  1. Make sure the notebook you would like to share is opened in OneNote Online.

  2. Press Ctrl+F6. You hear: “List of Microsoft services button.”

  3. Press Tab until you hear "Share button," and then press Enter. You hear "Dialog share," followed by your account name and "Focus on Enter names or email addresses, editing."

  4. Type in the names or emails of people you want to invite, separated by a comma if there are more than one.

  5. Press Tab. You hear: "Can edit, editable combo box." If you want collaborators to be able to only view the notebook, press Alt+Down arrow, then Down arrow again until you hear: "Can view." To select, press Enter.

  6. Press Tab. You hear: "Include a personal message with this invitation (Optional), dot, edit." If you want to send a message with your invitation, write it now.

  7. Press Alt+S to share the notebook.

Get a notebook link

Instead of sending invitations from OneNote Online, you can also send a link to your colleagues via email or instant messaging.

  1. Make sure the notebook you would like to share is opened in OneNote Online.

  2. Press Ctrl+F6. You hear: “List of Microsoft services button.”

  3. Press Tab until you hear "Share button," and then press Enter. You hear "Dialog share" followed by your account name and "Focus on Enter names or email addresses, editing."

  4. Press Tab until you hear "Get a link, link," then press Enter.

  5. You hear: "Edit link - account in your organization required." If you want to change the link to a restricted link or view link, press Enter, use the Down or Up arrow key to find the option you want, and press Enter to confirm the selection.

    Tip: Edit and view links can be opened by anyone with an account in your organization. Restricted links can only be opened by specific people.

  6. Press Tab. Your screen reader reads the link address. Press Ctrl+C to copy the link to the clipboard, and then copy it to the email or instant message you are sending to your collaborators.

  7. After copying the link, press Alt+C to close the dialog.

Check collaborator presence

OneNote Online lets you check if other people are working on the notebook at the same time.

  1. While viewing a shared notebook in OneNote Online, press Ctrl+F6 until you hear: "Home tab item."

  2. Press Tab until you hear "Give feedback to Microsoft, button," and then press Tab one more time to find out if your co-authors are currently viewing the notebook.

    • If a collaborator is viewing the notebook, you hear their name, followed by "Is also here, button collapsed." If you press Enter, your screen reader tells you which part your co-author is viewing, for example "This page."

    • If nobody else is viewing the notebook, you hear: "It's just you here now, button collapsed, disabled."

  3. To return to the text area of your notebook, press Ctrl+F6 until you hear: "Editing area, editing."

Tip: To display author information alongside the text area, press Ctrl+F6 until you hear "Home tab item," and then press W. You hear: "Selected, View tab item." Press S to show the author information.

See also

Zoom in and out of notes in OneNote Online

Keyboard shortcuts in OneNote Online

Use a screen reader to do basic tasks in OneNote

Learn how to navigate OneNote 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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