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

1/8/2020

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Windows

iOS

Windows 10 app

Web

Windows

 

 

Windows

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Use OneNote with your keyboard and a screen reader to share your notebooks and efficiently collaborate with your colleagues. 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. You'll also learn how to make copies of specific notes, such as a single page or section from a notebook, and share them.

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.

In this topic

• Save a notebook to OneDrive
• Share a notebook
• Get a notebook link
• Share a part of your notes
• See the author, date, and time of an update

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. With Narrator, you hear: “File menu.” With JAWS, you hear: “Backstage view. File info tab.”
2. Press N. With Narrator, you hear: “Selected. New tab item.” With JAWS, you hear: “New tab.”
3. To select the saving location, press the Tab key, and use the Up or Down arrow key until you hear the OneDrive location you want.
4. To name the new notebook, press the Tab key. You hear: “Enter a notebook name.” Type in the new notebook name.
5. To create the notebook, press Enter. With Narrator, you hear: “Microsoft OneNote dialog. Invite people button.” With 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. With Narrator, you hear: “Selected. Share tab item.” With JAWS, you hear: “Share tab.”
3. To select a location, press the Tab key, 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 the Tab key. 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, with Narrator you hear: “Microsoft OneNote dialog. OK button,” and with 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. With Narrator, you hear: “Selected. Share tab item.” With 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 Y, 1. 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 Y, 4, and then the Down arrow key. You hear: “Can view.” To select it, press Enter.
6. Press the Tab key 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. With Narrator, you hear: “Selected. Share tab item.” With 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 Y, 4. With Narrator, you hear: “Disable link button.” With JAWS, you hear: “Share. Get a sharing link. Create link.” To copy the link, press the Left arrow key, and then press Ctrl+C.
• To only permit others to view the notebook, press Y, 2. With Narrator, you hear: “Disable link button.” With JAWS, you hear: “Share. Get a sharing link. Create link.” To copy the link, press the Left arrow key, and then press Ctrl+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. With Narrator, you hear: “Selected. Export tab item.” With 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 the Tab key, 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 the Tab key, 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 using a context menu section in Basic tasks using a screen reader with OneDrive.

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 key 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.

iOS

 

 

iOS

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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 can get new features faster, join the Office Insider program.
• 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 have added an email account to your phone.

In this topic

• Share a notebook
• Email a page
• Get a notebook link
• Hide author information

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.

Windows 10 app

 

 

Windows 10 app

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Use OneNote for Windows 10 with your keyboard and a screen reader to share your notebooks and efficiently collaborate with your colleagues. 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. You'll also learn how to make copies of specific notes, and share them.

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.

In this topic

• Share a notebook
• Share a page
• Send a copy by email

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 key 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. You hear: “Home tab.” Then press the Tab key until you hear: “Share button.” Press Spacebar to select. The Share tab is opened. You hear: “Send a copy.”
5. Press the Tab key. You hear: “Type email addresses.”
6. Type in the email address of the person you want to invite.
7. By default, the people invited can edit your notebook. If you want them to be able to only view the notebook press the Tab key. You hear: “Can edit.” Press the Down arrow key twice. You hear: “Can view.” Then press Enter.
8. Press the Tab key until you hear “Share button,” and then press Spacebar to share the notebook.
9. To stop sharing the notebook with someone, in the Share tab, press the Tab key until you a name of one of the collaborators. Then use the Up or Down arrow key to navigate to the person with whom you would like to stop sharing. Press Spacebar, and then press the Tab key 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 the Tab key 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. You hear: “Home tab.” Then press the Tab key until you hear: “Share button.” Press Spacebar to select. The Share tab is opened. You hear: “Send a copy.”
5. To create a sharing link to the page, press the Tab key, and then use the Up or Down arrow key until you hear “This page” and the page title. Press Spacebar to select.
6. Press the Tab key. You hear: “Create button.” Press Spacebar to create the link.
7. To copy the link, press the Tab key 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 the Tab key 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. You hear: “Home tab.” Then press the Tab key until you hear: “Share button.” Press Spacebar to select. The Share tab opens. You hear: “Send a copy.”
3. Press Spacebar to select. Narrator announces: “Share window.” With JAWS you hear: “Share, app list.”
4. To send the copy by email, press the Down arrow key until you hear “Mail,” and 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.

Web

 

 

Web

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Use OneNote for the web with your keyboard and a screen reader to share your notebooks and efficiently collaborate with your colleagues. 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.

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 OneNote for the web, we recommend that you use Microsoft Edge as your web browser. Because OneNote for the web 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 for the web.

In this topic

• Share a notebook
• Get a notebook link
• Check collaborator presence

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 the web.
2. Press Ctrl+F6 until you hear the name of the currently selected ribbon tab.
3. Press the Tab key until you hear "Share button," and then press Enter. The Share dialog opens.
4. Press the Tab key until you hear: "People in your organization with this link can edit." If you want to change who the link you want to share works for, or whether the recipient can edit the shared notebook, press Enter. You hear: "Link settings." To restrict the link to a particular user or users, press the Up arrow key until you hear the option you want and press Enter to confirm the selection. To change the link to a view link, press the Tab key until you hear "Checked, allow editing checkbox," and press Enter.

To confirm the new link settings, press the Tab key until you hear "Apply," and press Enter.

5. Press the Tab key until you hear: "Enter a name or email address." Type in the names or emails of people you want to invite, separated by a comma if there are more than one.
6. Press the Tab key. You hear: "Enter your optional message here." If you want to send a message with your invitation, write it now.
7. To share the notebook, press the Tab key until you hear "Send button," and then press Spacebar. To close the Share dialog, press Esc.

Get a notebook link

Instead of sending invitations from OneNote for the web, 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 the web.
2. Press Ctrl+F6 until you hear the name of the currently selected ribbon tab.
3. Press the Tab key until you hear "Share button," and then press Enter. The Share dialog opens,
4. Press the Tab key until you hear: "People in your organization with this link can edit."
5. If you want to change who the link you want to share works for, or whether the recipient can edit the shared notebook, press Enter. You hear: "Link settings." To restrict the link to a particular user or users, press the Up arrow key until you hear the option you want, and press Enter to confirm the selection. To change the link to a view link, press the Tab key until you hear "Checked, allow editing checkbox," and then press Enter.

To confirm the new link settings, press the Tab key until you hear "Apply," and press Enter.

6. To create the sharing link, press the Tab key until you hear "Copy link button," and then press Enter to select. The Link created window opens, with focus on the address of the created link.
7. To copy the link to your clipboard, press Ctrl+C. The link can now be pasted in an email or instant message you are sending to your collaborators.
8. After copying the link, press Esc to close the Share dialog.

Check collaborator presence

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

1. While viewing a shared notebook in OneNote for the web, press Ctrl+F6 until you hear the name of the currently selected ribbon tab.
2. Press the Tab key until you hear "Give feedback to Microsoft, button," and then press the Tab key 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." 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."
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 the name of the currently selected ribbon tab and then press W. You hear: "Selected, View tab item." Press S to show the author information.

 Source: Microsoft