Use a screen reader to work with files in the Microsoft 365 app

In this topic

• Create a Word, Excel, or PowerPoint file

• Create a sticky note

• Import content to a Word or PDF file with Microsoft Lens

• Open an existing file or note

• Search for files

• Pin a file

• Save and share files with OneDrive

Create a Word, Excel, or PowerPoint file

You can create a new file using a template or opening a blank file and start adding your content.

1. In the Microsoft 365 app, tap near the bottom of the screen with four fingers. The focus moves to the navigation bar at the bottom of the screen. You hear: "Actions, tab."

2. Double-tap the screen. The Actions tab opens showing available options.

3. Swipe left until you hear "Create," and then double-tap the screen. You hear: "Alert, Quick capture."

4. Swipe right until you hear the app you want, and then double-tap the screen.

5. Swipe right until you hear how you want to create the new file, for example, "Blank document" or a file using a template, and then double-tap the screen.

6. The file opens, and you can now start adding content. For example:

   • In a Word document or Excel worksheet, double-tap the screen and then use the on-screen keyboard to type your text.

   • In a PowerPoint presentation, swipe right until you find the slide element you want, and then double-tap the screen. Double-tap the screen once more to open the on-screen keyboard, and then type your text.

7. When you're done editing the file, tap near the top of the screen with four fingers. You hear the name of the file. Swipe left or right until you hear "Close file," and then double-tap the screen.

8. You're alerted to save your changes. To save the file, swipe right until you hear "Save," and then double-tap the screen.

9. The focus is in the Name text field. If you want to change the name of the file, use the on-screen keyboard to type a new name. When you're done, tap near the bottom of the screen with four fingers, swipe left until you hear "Done," and then double-tap the screen.

10. Swipe left or right to find the location where you want to save the file, and then double-tap the screen. Swipe left until you hear "Save," and then double-tap the screen. The file is saved and the focus returns to the Actions tab.

Create a sticky note

1. In the Microsoft 365 app, tap near the bottom of the screen with four fingers. The focus moves to the navigation bar at the bottom of the screen. You hear: "Actions, tab."

2. Double-tap the screen. The Actions tab opens showing available options.

3. Swipe left until you hear "Create," and then double-tap the screen. You hear: "Alert, Quick capture."

4. Swipe right until you hear "Notes," and then double-tap the screen.

5. A blank note opens. Use the on-screen keyboard to type your note.

6. When you're done typing, tap near the top of the screen with four fingers. You hear: "Close." Double-tap the screen. The note is saved automatically.

Import content to a Word or PDF file with Microsoft Lens

Use your phone camera and Microsoft 365 app with the integrated Microsoft Lens to capture information from documents, whiteboards, receipts, signs, handwritten memos, or anything else containing text that you want to import but not manually type out yourself. When capturing images, Microsoft Lens gets rid of shadows and odd angles, so your final captures are easier to review. You can import the document and whiteboard images to a Word or PDF file straight from the app.

1. In the Microsoft 365 app, tap near the bottom of the screen with four fingers. The focus moves to the navigation bar at the bottom of the screen. You hear: "Actions, tab."

2. Double-tap the screen. The Actions tab opens showing available options.

3. Swipe left until you hear "Create," and then double-tap the screen. You hear: "Alert, Quick capture."

4. Swipe right until you hear "Scan," and then double-tap the screen. The camera mode activates, and the focus is on the image capture button.

5. To select the optimal capture mode, swipe right until you hear the currently selected capture mode, followed by "Adjustable, camera mode." Swipe up or down until you hear the mode you want. For example, if the content you want to import is on a whiteboard, swipe up or down until hear: "Whiteboard."

   : After you stop swiping up or down, the focus returns back to the image capture button automatically. Repeat step 5 if you need to adjust the capture mode.

6. Point the camera toward the item you want to capture the content from, and then double-tap the screen.

7. The crop page for the image opens. If needed, crop the image. Swipe right until you hear the crop handle you want to use, then double-tap and hold the screen, and slide your finger on the screen to adjust the cropping area. You might need someone to help you with this step.

8. When you’re done, swipe right until you hear "Confirm," and then double-tap the screen.

9. Swipe right until you hear "Done," and then double-tap the screen.

10. Swipe right until you hear “More,” and then double-tap the screen.

11. To select the file type to which you want to import the captured content, swipe left or right until you hear the file type you want, for example, "Create Word," and then double-tap the screen. The Microsoft 365 app starts to process the image, and then opens it in the format you selected.

12. Swipe left until you hear "Close file," and then double-tap the screen. You're alerted to save your changes. To save the document, swipe right until you hear "Save," and then double-tap the screen.

13. The focus is in the Name text field. If you want to change the name of the file, use the on-screen keyboard to type a new name. When you're done, tap near the bottom of the screen with four fingers, swipe left until you hear "Done," and then double-tap the screen.

14. Swipe left or right to find the location where you want to save the document, and then double-tap the screen. Swipe right until you hear "Save," and then double-tap the screen. The file is saved and the focus returns to the Actions tab.

Open an existing file or note

You can find and open your files and notes in the files list on the Home tab. You can also browse and search for files.

To find out how the files and notes on the Home tab are organized, go to Use a screen reader to explore and navigate the Microsoft 365 app.

1. In the Microsoft 365 app, tap near the bottom of the screen with four fingers. The focus moves to the navigation bar at the bottom of the screen. You hear: "Actions, tab."

2. Swipe left until you hear "Home, tab," and then double-tap the screen.

3. Do one of the following:

   • To open a file directly from the files list on the Home tab, swipe right or left until you find the file you want, and then double-tap the screen to open it.

   • To browse for a file, tap near the top of the screen with four fingers. The focus is on the account profile button. Swipe right until you hear "Open, button," and then double-tap the screen. The Open menu opens. Swipe right until you find the location where you want to look for the file, and then double-tap the screen. Navigate to the file you want, and then double-tap the screen to open it.

4. To edit the file, do one of the following:

   • To edit a Word document, swipe right until you hear "Page one content," and then double-tap the screen. Then use the on-screen keyboard to type text, for example.

   • To edit an Excel worksheet, swipe right or slide a finger on the screen to find the cell you want to edit, and then double-tap the screen. Then use the on-screen keyboard to enter a number, for example.

   • To edit a PowerPoint presentation, swipe right until you hear "Edit," and then double-tap the screen. Tap near the bottom of the screen with four fingers. You hear: "Show ribbon." Swipe left until you find the slide you want to edit, and then double-tap the screen. Swipe left until you hear the slide element you want to edit, and then double-tap the screen to select it. To edit the element, double-tap the screen. Then use the on-screen keyboard to type text, for example.

   • To edit a sticky note, swipe right until you hear "Sticky note content," double-tap the screen, and then use the on-screen keyboard to type.

Search for files

1. In the Microsoft 365 app, tap near the bottom of the screen with four fingers. The focus moves to the navigation bar at the bottom of the screen. You hear: "Actions, tab."

2. Swipe left until you hear "Home, tab," and then double-tap the screen.

3. Tap near the top of the screen with four fingers. The focus is on the account profile button.

4. Swipe right until you hear “Search,” and then double-tap the screen. The on-screen keyboard opens.

5. Type your search word(s).

   : The search finds results based on file names. You can also search by file type.

6. When you’re done, tap near the bottom of the screen with four fingers, swipe left until you hear "Search," and then double-tap the screen to perform the search.

7. The search results are returned and grouped into Files, Media, and Notes tabs. To open a tab, swipe right until you hear the tab you want, and then double-tap the screen.

8. Swipe right until you hear the item you want, and then double-tap the screen to open it.

Pin a file

You can pin important files to the Pinned tab on the Home tab so they're easier to find.

1. In the Microsoft 365 app, tap near the bottom of the screen with four fingers. The focus moves to the navigation bar at the bottom of the screen. You hear: "Actions, tab."

2. Swipe left until you hear "Home, tab," and then double-tap the screen.

3. Swipe right or left until you hear the file you want to pin, and then swipe right once. You hear: "More options." Double-tap the screen.

4. Swipe right until you hear "Pin, off," and then double-tap the screen. You hear: "Pin, on."

5. Swipe left until you hear "Done," and then double-tap the screen. The file is now pinned to the Pinned tab on the Home tab.

Save and share files with OneDrive

You can upload your files from your phone to OneDrive if you have a Microsoft 365 subscription and you're connected to OneDrive. For instructions on how to sign in, go to Use a screen reader to manage accounts in the Microsoft 365 app.

By saving your file to OneDrive, you can access it on any of your devices and share it with others.

See also

Use a screen reader to convert images into text in the Microsoft 365 app

Use a screen reader to work with PDFs in the Microsoft 365 app

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate the Microsoft 365 app

Video: Introducing the Microsoft 365 App