Use a screen reader to edit a custom view of a document library in SharePoint Online

Use a screen reader to edit a custom view of a document library in SharePoint 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 with visual impairments 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 SharePoint Online with your keyboard and a screen reader to edit a custom view of a document library and specify the information that is displayed about the items in that library. We have tested it with Narrator, JAWS, and NVDA, but it might work with other screen readers as long as they follow common accessibility standards and techniques. Choose how to view and interact with document libraries in SharePoint Online, and even make them more accessible.

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 can get new features faster, join the Office Insider program.

  • To learn more about screen readers, go to How screen readers work with Microsoft Office.

  • When you use SharePoint Online, we recommend that you use Microsoft Edge as your web browser. Because SharePoint 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 SharePoint Online.

Edit a custom view of a document library

  1. Sign in to your organization’s Office 365 account, start the SharePoint app, and then open your document library.

    Tip: Document libraries in SharePoint Online have two different views: classic and SharePoint Online experience. For most people, SharePoint Online experience is the default. However, if you hear “Check it out button” when navigating your document library, you’re using the classic experience. To view SharePoint Online document libraries, when you hear “Check it out button,” press Enter. After the view of your document library changes to the SharePoint Online experience and the focus moves from the Check it out button to the New link, you hear the name of your document library, followed by “New.”

  2. To view SharePoint Online document libraries, press the Tab key until you hear “Check it out button.” Press Enter. After the view of your document library changes to the SharePoint Online experience and the focus moves from the Check it out button to the New link, you hear the name of your document library, followed by “New.”

    Tip: If you don’t hear “Check it out button,” you’re already using the SharePoint Online experience.

  3. If the focus is not on the New button, press the Tab key until you hear the library name and “New.”

  4. Press the Right arrow key until you hear “View options.”

  5. To open the menu, press Enter and then press the Down arrow key until you hear “Edit current view,” and then press Enter.

  6. The Edit View page is opened, with the focus on the "View Name" edit box. Select the options you want in your custom view. Options are presented in the following groups. Move between and inside option groups with the Tab key and Shift+Tab.

    • Name: In the View Name box, type a name for this view of the document library.

    • Columns: In the table, choose the columns of information you want to display. To show or hide the columns in your custom view, select or clear the check box for a column. Column names are listed in the order in which they will appear in the custom view, which you can specify.

      For example, to display an item’s file size in the third column of your custom view, press the Tab key until you hear “File Size, Check box,” and then press Spacebar to select the check box. To specify the order of the columns, press the Tab key once to move to the Position from left box and, to increase or decrease the number, press an arrow key.

    • Sort: To determine the order in which the items in the view are displayed, you can select up to two columns. When you navigate to the First sort by the column box, you hear the name of the current selection. You can change the selection by pressing the Up and Down arrow keys until you hear the one you want. To choose one of the two sort order options (ascending or descending), press the Tab key, then select a sort order by pressing the Up or Down arrow key until you hear the one you want. To select a secondary sorting criteria, press the Tab key once and repeat this process for the Then sort by the column box.

    • Filter: To create a conditional view:

      1. Press the Tab key until you hear "Show all items in this view," and press the Down arrow key. You hear: "Select items only when the following is true."

      2. To move to the filtering options, press the Tab key. You hear “Column to filter combo box,” and the current selection. You can change the selection by pressing the Up and Down arrow keys until you hear the one you want.

      3. Press the Tab key once to move to the operator box, and select a value by pressing the Up and Down arrow keys until you hear the one you want.

      4. Press the Tab key once to move to the value box, and type a value to filter on.

      5. To set up a second filter condition, press the Tab key once, then select between the And and Or operators by pressing the Up and Down arrow keys. Then repeat steps b. to d. for the secondary filter condition.

    • Tabular View: Select this option to display check boxes by individual items so you can perform bulk operations on multiple selections.

    • Group By: Create groups and subgroups for up to two columns. Navigate to the First group by the column box and select a column to group by pressing the Up and Down arrow keys until you hear the one you want. To choose one of the two sort order options (ascending or descending), press the Tab key once and then press the Up and Down arrow keys until you hear the one you want. To set up a second column to group by, press the Tab key once, and repeat this process for the Then group by the column box.

    • Totals: Display totals for applicable columns of items.

    • Style: Choose the look you want for your view, such as Basic Table, Document Details, Newsletter, Shaded, and Preview Pane.

    • Folders: Choose whether to show items in folders or all at once (that is, a flat hierarchy without folders).

    • Item Limit: Constrain the number of items that are listed in the view.

  7. After you make your changes, press Alt+O. The focus returns to the document library, which displays the changes you made to the view.

See also

Use a screen reader to create a custom view of a document library in SharePoint Online

Use a screen reader to select columns to display in a document library in SharePoint Online

Use a screen reader to spotlight a file or folder in a document library in SharePoint Online

Keyboard shortcuts in SharePoint Online

Get started using a screen reader with a modern document library in SharePoint Online

Accessibility features in SharePoint Online

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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