Use a screen reader to save your presentation in PowerPoint

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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.

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Use PowerPoint 2016 with your keyboard and Narrator, the built-in Windows screen reader, to save your desktop presentation to a local drive (such as your laptop), a network location, a CD, a DVD, or a flash drive. You can also save it in a different file format or an earlier version of PowerPoint. You can also use the JAWS screen reader.

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 Use keyboard shortcuts to create PowerPoint presentations.
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.
This topic makes note of the JAWS functionality as well. To learn more about JAWS for Windows, go to JAWS for Windows Quick Start Guide.
This topic assumes you are using this app with a PC. Some navigation and gestures might be different for a Windows phone or tablet.

In this topic

Save your presentation file

Save your presentation in a different file format

Save your presentation in an earlier version of PowerPoint

Save your presentation file

Follow these steps to name and save your presentation file using the default file type, which is PowerPoint Presentation (*.pptx).

To open the Save As dialog box and browse through your drives and folders, press Alt+F, A, and then O. You hear: "Save As dialog."

Tip: To save your presentation to a web location, read Save and share a presentation to OneDrive.
To navigate to the list of drives and folders, press the Tab key to move through the dialog box until you hear "Tree view." (In Narrator, you hear the name of the folder and something like "Eight of eight collapsed.")
To find the drive or folder where you want to save your presentation, move through the list by pressing the Down Arrow key or Up Arrow key.
To select the drive or folder, press Enter.
To move the focus to the folders and files within the selected drive or folder, press the Tab key.
To browse through the contents of the selected location, press the Down Arrow key or Up Arrow key. To open a folder, press Enter.
After you choose the location you want, press the Tab key to move to the File name box.
To save your presentation, type the file name you want and press Enter. The Save As dialog box closes.

To save new changes to a file that's already been saved in the correct location with the name you want, press Ctrl+S.

Save your presentation in a different file format

You have many file format options to choose from for saving a presentation. Follow these steps:

To open the Save As dialog box, press Alt+F, A, and then O.
If necessary, navigate to the location and name the file. To learn how, see Save your presentation file.
Tab to the Save as type combo box.
To move through the list of file formats, press the Up Arrow key or Down Arrow key. To select a file format, press Enter.

Tip: To move quickly to a specific file format name, type the first letter of that name. For example, repeatedly typing the letter O moves through the list of all file formats that begin with the letter O, like Office Theme, Outline/RTF, and OpenDocument Presentation.
To save the file in the selected file format, press Enter. The Save As dialog box closes.

Note: For more details about saving a file in PDF (.pdf) or XPS (.xps) file format, read Save as PDF or Save as XPS.

Save your presentation file in an earlier version of PowerPoint

PowerPoint 2016 uses an XML-based .pptx file format that was introduced in the Office 2007 release. With this format, files can be opened in earlier versions of PowerPoint, including PowerPoint 2010 and PowerPoint 2007, without special add-ins or loss of functionality. For more information, read Open XML Formats and file name extensions and Check whether a PowerPoint presentation can open with PowerPoint 2003 or earlier.

Follow these steps to save your presentation in a format compatible with an earlier version of PowerPoint:

To open the Save As dialog box, press Alt+F, A, and then O.
If necessary, navigate to the location and name the file.
Press the Tab key to move to the Save as type combo box. The default file type is PowerPoint Presentation (*.pptx).

Tip: When you open the Save As dialog box, the focus is in the File name box. If the file is already in the location you want, press the Tab key to move to the Save as type combo box,.
To move quickly to the various PowerPoint file formats, repeatedly press the letter P.
When you hear "PowerPoint 97-2003 Presentation (.ppt)," that file format is selected.
To save your file in the earlier version of PowerPoint, press Enter.

In this topic

Save your presentation file in default format
Save your presentation in a different file format
Save your presentation in an earlier version of PowerPoint

Save your presentation file in default format

Save your presentation in the default file format, PowerPoint Presentation (*.pptx).

To save your presentation file, press Shift+Command+S. You hear: "Save As dialog."
Type the presentation file name. If you choose to not name your file here, the default name will be used.
To select the location where to save your file, do one of the following:
- To select a location on your Mac, press Tab until you hear: "<Current saving location>, Where, popup button." To expand the location list, press Control+Option+Spacebar.
  
  To move in the list, press the Up or Down arrow key. You hear the options in the list. To select the drive or folder, press Control+Option+Spacebar.
  
  Press Tab until you hear "Save button" and then press Control+Option+Spacebar.
- To save to an online location, such as OneDrive, press Tab until you hear: "Online locations button." Then press Control+Options+Spacebar.
  
  To add a new online location, press Tab until you hear "Add a place button" and press Control+Option+Spacebar. You hear: "Add a place." Press Tab until you hear the location you'd like to add, and then press Control+Option+Spacebar. Then follow the instructions as your screen reader announces them.
  
  Press Tab until you hear the location where you want to save your file, and then press Control+Option+Spacebar.
  
  Press Tab until you hear: "Save button" and then press Control+Option+Spacebar.

Save your presentation in a different file format

You can save your presentation file in several different file formats. Save your file as a PDF if you want to, for example, send your slides in an email as handouts to your audience. You can also save the file in ODP format to share your presentation in multiple applications and platforms.

To save your presentation file, press Shift+Command+S. You hear: "Save As in dialog."
Name your file and select the location where you want to save it as instructed in Save your presentation file in default format.
Press Tab until you hear: "<Current file format>, popup button." To open the file format list, press Control+Option+Spacebar. Press the Down arrow key until you hear the file format you'd like to choose, for example, PDF or OpenDocument Presentation.
Press Tab until you hear "Save button" and then press Control+Option+Spacebar.

Save your presentation in an earlier version of PowerPoint

You can save your PowerPoint 2016 for Mac files in a format that can be opened in earlier versions of PowerPoint, without special add-ins. For more information, read Open XML Formats and file name extensions and Check whether a PowerPoint presentation can open with PowerPoint 2003 or earlier.

To save your presentation file, press Shift+Command+S. You hear: "Save As in dialog."
Name your file and select the location where you want to save it as instructed in Save your presentation file in default format.
Press Tab until you hear: "<Current file format>, popup button." To open the file format list, press Control+Option+Spacebar. Press the Down arrow key until you hear: "PowerPoint 97-2003."
Press Tab until you hear "Save button" and then press Control+Option+Spacebar.

In this topic

Save your presentation file
Save your presentation in a different file format

Save your presentation file

Save your presentation in the default file format, PowerPoint Presentation (*.pptx).

In your presentation, swipe right or left until you hear "File button" and then double-tap the screen. The File menu opens.
To name the file, in the File menu, swipe right until you hear "Name" and then double-tap the screen. Type in the file name using the on-screen keyboard. To go to the keyboard, swipe right until you hear: "Q." To exit the keyboard, swipe right until you hear "Return" and then double-tap the screen.
To choose where to save, swipe left until you hear the name of a location, for example "OneDrive" or "iPhone" and then double-tap the screen.
Swipe left until you hear "Save button" and then double-tap the screen. The presentation is saved in .pptx format, and the focus moves to the presentation.

Save your presentation in a different file format

You can save your presentation file in ODP format to share your presentation in multiple applications and platforms, or in PDF format to share your presentation and make sure the content and formatting remains intact.

In your presentation, swipe right or left until you hear "File button" and then double-tap the screen. The File menu opens.
Swipe right until you hear "Export button" and then double-tap the screen.
Do one of the following:
- To export the presentation to ODP format, swipe right. You hear: "OpenDocument Presentation, star ODP." Double-tap the screen.
- To export the presentation to PDF format, swipe right until you hear "PDF, star PDF" and then double-tap the screen.
The Export menu opens, with the focus on the file Name text field. Type in the file name using the on-screen keyboard. To go to the keyboard, swipe right until you hear: "Q." To exit the keyboard, swipe right until you hear "Return" and then double-tap the screen.
To choose where to save the file, swipe left until you hear the name of a location, for example "OneDrive" or "iPhone." To select a folder, swipe right to browse the folders and double-tap the screen to select. The folder names are announced as you move.

Tip: You can quickly find previously used locations. To go to the locations list, swipe right or left until you hear: "Places, back button." Then double-tap the screen.
Swipe left until you hear "Export button" and then double-tap the screen. The presentation is exported to .odp or .pdf format, and the focus moves to the presentation

Note: If you get a notification Allow online file conversion?, swipe right until you hear "Allow" and then double-tap the screen.

In this topic

Save your presentation file
Save your presentation in a different file format

Save your presentation file

Save your presentation in the default file format, PowerPoint Presentation (*.pptx), in your preferred storage location with the name you want. PowerPoint for Android automatically saves your presentation as you work with a default file name and format.

If your presentation is open in the editing view, swipe left until you hear "Not checked, Back switch," and then double-tap the screen. The thumbnail view opens.
In the thumbnail view, swipe left until you hear "File button," and then double-tap the screen. The File menu opens.
Swipe right until you hear "Save as button," and then double-tap the screen.
The Save as page opens, with the focus on the file name text field. Double-tap the screen, and then use the on-screen keyboard to type in the file name.
To choose where to save the file, swipe left until you hear the name of a location, for example "OneDrive" or "This device," and then double-tap the screen.
Swipe left until you hear "Save button" and then double-tap the screen. The presentation is saved in .pptx format, and the focus moves to the presentation.

Save your presentation in a different file format

You can save your presentation file in the ODP format to share your presentation in multiple applications and platforms.

If your presentation is open in the editing view, swipe left until you hear "Not checked, Back switch," and then double-tap the screen. The thumbnail view opens.
In thumbnail view, swipe left until you hear "File button," and then double-tap the screen. The File menu opens.
Swipe right until you hear "Save button," and then double-tap the screen.
Swipe right until you hear "Export this file to ODP," and then double-tap the screen.
The Export page opens, with the focus on the file Name text field. Double-tap the screen, and then use the on-screen keyboard to type in the file name.
To choose where to save the file, swipe left until you hear the name of a location, for example "OneDrive" or "This device, presentations." To select a folder, swipe left to browse the folders and double-tap the screen to select. The folder names are announced as you move.
Swipe right until you hear "Export button" and then double-tap the screen.

If you hear "Allow online file conversion," swipe right until you hear "Allow," and then double-tap the screen.

The presentation is exported to the ODP format, and the focus moves to the presentation.

In this topic

Save your presentation file
Save your presentation in a different file format
Rename your presentation

Save your presentation file

Save your presentation in the default file format, PowerPoint Presentation (*.pptx), in your preferred storage location with the name you want.

Tip: For instructions on how to quickly rename a file, go to Rename your presentation.

PowerPoint Mobile automatically saves your presentation in the default location as you work.

If your presentation is open in the editing view, swipe left or right until you hear "Quick access commands, Off, Back button," and then double-tap the screen. The thumbnail view opens.
In the thumbnail view, swipe left or right until you hear "Quick access commands, File button," and then double-tap the screen. You hear: "Backstage page, Go back button."
Swipe right until you hear "Save," and then double-tap the screen. The Save page opens.
Slide one finger down the top left part of the screen until you hear "Save copy of this file, button," and then double-tap the screen. You hear: "Choose an app, This device."
To choose where to save the file, slide one finger down the upper left corner of the screen until you hear the storage you want, for example "OneDrive" or "This device," and then double-tap the screen.
To navigate the storage, swipe left or right until you hear the location you want. To select, double-tap the screen.
Swipe right until you hear "Next, app bar button" and then double-tap the screen. The ENTER FILE NAME page opens.
Do one of the following:
- To save the file with the current name, swipe left or right until you hear "Save a copy, app bar button," and then double-tap the screen.
- To change the file name, swipe left or right until you hear "File name, editable text," followed by the current file name, and then double-tap the screen. Use the on-screen keyboard to type the new file name, and then swipe left or right until you hear "Save a copy, app bar button," and then double-tap the screen.
The presentation is saved in the .pptx format, and the focus returns to the presentation.

Save your presentation in a different file format

You can save your presentation file in the ODP format to share your presentation in multiple applications and platforms.

If your presentation is open in the editing view, swipe left or right until you hear "Quick access commands, Off, Back button," and then double-tap the screen. The thumbnail view opens.
In the thumbnail view, swipe left or right until you hear "Quick access commands, File button," and then double-tap the screen. You hear: "Backstage page, Go back button."
Swipe right until you hear "Save," and then double-tap the screen. The Save page opens.
Swipe right until you hear "Export this file," and then double-tap the screen. You hear: "Choose an app, This device."
Slide one finger down the top left part of the screen until you hear "Save copy of this file, button," and then double-tap the screen. You hear: "Choose an app, This device."
To choose where to save the file, slide one finger down the upper left corner of the screen until you hear the storage you want, for example "OneDrive" or "This device," and then double-tap the screen.
To navigate inside the storage, swipe left or right until you hear the location you want. To select, double-tap the screen.
Swipe right until you hear "Next, app bar button," and then double-tap the screen. The ENTER FILE NAME page opens.
To export the file in the ODP format with the current name, swipe right until you hear "Export, app bar button," and then double-tap the screen.

The focus returns to the presentation.

Rename your presentation

When you first create a presentation, PowerPoint Mobile gives it a default name, such as Presentation1. You can rename the file with any name you want either in the editing or thumbnail view.

Swipe left or right until you hear the current name of the presentation, followed by "button," and then double-tap the screen.
You hear "Pop-up, Enter file name, editing," followed by the current file name. Use the on-screen keyboard to type the new file name.
To close the file name pop-up windows, slide one finger in the lower right corner of the screen until you hear "Keyboard, enter" or "Enter," and then double-tap the screen.

In this topic

Rename your presentation
Download a copy of a presentation to your device in the Editing view
Download a copy of a presentation to your device in the Reading view

Rename your presentation

PowerPoint Online automatically saves your presentation to OneDrive using a generic name such as Presentation1.pptx. You can change that generic name to a name you want.

In the Editing view, press Alt+Windows logo key, F, R, R. You hear: "Dialog, Rename, Enter a name for this file, Editing."
Type a new name for the presentation, and then press Enter. The presentation is saved in OneDrive with the new name.

Download a copy of a presentation to your device in the Editing view

PowerPoint Online automatically saves your presentation to OneDrive as you work. You can download and save a copy of your presentation to your local device. If you modify the local copy, the original presentation in OneDrive won't be updated.

In the Editing view, press Alt+Windows logo key, F, W, C. You hear: "Microsoft PowerPoint Online, Download, button." The focus is on the Download button.
Press Enter. You hear "Notification text, What do you want to do with," followed by the name of the presentation.
Press Caps Lock+Right or Left arrow key until you again hear "Notification text, What do you want to do with," followed by the name of the presentation.
Press the Tab key until you hear "Save button," and then press Enter. The file is downloaded to the Download folder on your computer.

Download a copy of a presentation to your device in the Reading view

You don't need to have editing permissions to download a copy of a presentation.

In the Reading view, press Ctrl+F6 until you hear: "Edit presentation, button collapsed."
Press the Tab key until you hear "Print to PDF," and then press Enter. You hear: "Microsoft PowerPoint Online, Open a printable PDF of your document, link."
Press Enter. The Print dialog opens. The focus is on the Printer menu.
To expand the menu, press Spacebar.
Press the Down arrow key until you hear "Microsoft Print to PDF," and then press Enter.
Press the Tab key until you hear "Print button," and then press Enter. The Save Print Output As dialog opens, and the focus is in the File name text field.
Type a name for the presentation, and then navigate to the location where you want to save the file. To save the file, press Alt+S.

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1 comment:

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