Use a screen reader to share a document in Word 2016

In Word 2016, it's easier than ever to share your documents, and you can easily do it with a keyboard and a screen reader. When you share your files using OneDrive or from SharePoint, you can invite people to the document or send a PDF or Word file as an email attachment—right from your document.

Note: The procedures in this topic are documented using Narrator and JAWS. For information about how to work with a specific screen reader, contact your assistive technology (AT) manufacturer.

Note: This topic assumes that JAWS users have turned off the Virtual Ribbon Menu feature.

In this topic

Save a document to OneDrive or SharePoint

Share a document via OneDrive or SharePoint

Share a copy of your document by email

Save a document to OneDrive or SharePoint

Before you can share a document via OneDrive or SharePoint, you need to save it to one of those locations. Here's how to do that:

  1. Open the document you want to share.

  2. Press Alt+F, A to open the Word Backstage view pane You'll hear the name of the first option, "Info tab selected".

    Press Alt+A to go to the Save As option, and then press the Tab key to move into that pane.

  3. To move to a OneDrive or SharePoint site in the Save As list, use the Up Arrow and Down Arrow keys until you hear the name of the site you want and then press Enter. Focus changes to the folder list for the one you selected.

  4. Browse to the folder location that you want and press Enter to open the Save As dialog box with focus in the File Name box.

  5. In the File name box, type or edit the name of your document.

  6. Press the Tab key to go to the Save button, and then press Alt+S.

After your document has been saved to a shared location, you can invite others to work on it.

Share a document via OneDrive or SharePoint

You can share a document while working in it. Follow these steps:

  1. Open the document you want to share.

  2. Press Alt+Y to open the Share pane, and then press F6 to change focus to the Invite people box.

    Note: If you haven't saved your document to OneDrive or Office 365 SharePoint, you're prompted to do so now. For more information, see Save a document to OneDrive or SharePoint earlier in this topic.

  3. In the Share pane, in the Invite people field, type the email address of the person you'd like to share the document with. If you already have the person's contact information stored, you can just type their name and press Enter.

    To share with more than one person, use semicolons to separate the names or email addresses.

  4. To assign permissions, press the Tab key to do to the Can edit combo box. Use the arrow keys to select Can edit or Can view.

  5. To add a message, press the Tab key to go to the Include a message field and then type a message.

  6. Press the Tab key to go to the Share button and then press Spacebar.

Note: You can choose to automatically share changes to a shared document never, always, or only when you're asked. The default setting is never. In the Share pane, move to the Automatically share changes combo box and make a selection.

Share a copy of your document by email

Email is another way you can share your work with people by sending a PDF or a copy of your document.

  1. Open the document you want to share.

  2. Press Alt+F to open the Backstage view, and then press Alt+H to open the Share pane.

  3. Press the Tab key to move into the Share pane, and use the Down Arrow to browse to the Email option. Press Enter to op

  4. Press Enter to open the Email options pane.

  5. Use the Down Arrow to go to the options, and Enter to select one of the following:

    • Send as attachment - Attaches a Word 2016 document to an email message.

    • Send a link - Creates a hyperlink to the document and places it in the body of the email.

    • Send as PDF - Creates a PDF file from the document and attaches it to an email message.

    • Send as XPS - Creates an XPS file from the document and attaches it to an email message.

    • Send as Internet fax - If you are signed up to an Internet fax service, sends the document to this service.

  6. If you choose an email option, Word opens a new email message by using your default email client, with a PDF, XPS, or Word copy of your document already attached. The message opens with the focus on the To field. Type the email address.

  7. To type a message, tab to the Message field.

  8. To send the message, press ALT+S.

More information

Get help for using a screen reader with Word 2016

Keyboard shortcuts for Microsoft Word 2016 for Windows

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