Use a screen reader to download a document in Word Online

Use a screen reader to download a document in Word Online

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.

Word Online automatically saves all your work to your OneDrive folder in the cloud. This article shows you how to use keyboard shortcuts and Narrator, the built-in Windows screen reader, to download and save your document in another location or format.

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 Word 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.

  • Because Word 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 Word Online.

In this topic

Download a document to your computer

  1. To move the focus to the ribbon, press Ctrl+F6 until you hear a tab name.

  2. Press Shift+Tab until you hear “File button,” and then press Enter.

  3. Press the Down arrow key until you hear “Save As,” and then press Enter.

  4. In the Save As pane, press the Down arrow key until you hear “Download a copy,” and then press Enter. The Microsoft Word Online dialog box opens.

  5. Press the Tab key until you hear “Click here to download your document,” and then press Enter. An Internet Explorer notification bar opens.

    Note: You might hear "Click here to download your document" a second time. You can ignore this and proceed to the next step.

  6. To move the focus to the notification bar, press Alt+N. Your screen reader announces the Save button.

  7. Do one of the following:

    • To save the document in a default location, press Enter.

    • To save in a different location, move to Save As and press Enter. In the Save As dialog box, type a file name, choose the folder you want, and then press the Tab key to move to the Save button and press Enter.

  8. To return the focus to the document in Word Online, in the notification bar, press the Tab key to move to the Close button and press Enter. If the focus then moves to a blank tab in your browser, close it by pressing Ctrl+W.

  9. To close the Microsoft Word Online dialog box, press the Tab key to move to the Close button and then press Spacebar.

Download your document as a PDF

The Portable Document Format (PDF) is handy for sharing a document with others, particularly when you don’t want them to make changes.

  1. To move the focus to the ribbon, press Ctrl+F6 until you hear a tab name.

  2. Press Shift+Tab until you hear “File button,” and then press Enter.

  3. Press the Down arrow key until you hear “Save As,” and then press Enter.

  4. In the Save As pane, press the Down arrow key until you hear “Download as PDF,” and then press Enter. The Microsoft Word Online dialog box opens with a link to your PDF.

  5. Press the Tab key until you hear “Click here to view the PDF of your document,” and then press Enter. An Internet Explorer notification bar opens, and you hear, “Do you want to save document?”

  6. To move the focus to the notification bar, press Alt+N.

  7. Press the Tab key to move to the Save button and do one of the following:

    • To save in the default location, press Enter.

    • To save in a different location, press the Down arrow key, move to Save As, and then press Enter. In the Save As dialog box, type a file name, choose the folder you want, and then press the Tab key to move to the Save button and press Enter.

  8. To return the focus to the document in Word Online, in the notification bar, press the Tab key to move to the Close button and press Enter. If focus moves to a blank tab in your browser, close it by pressing Ctrl+W.

  9. To close the Microsoft Word Online dialog box, press the Tab key to move to the Close button and press Spacebar.

See also

Insert a picture in a Word Online document using a screen reader

Print your document using a screen reader in Word Online

Keyboard shortcuts in Word Online

Basic tasks using a screen reader with Word

Learn how to navigate Word 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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