Use a screen reader to insert content to notebooks in OneNote

In this topic

• Insert a file

• Insert a table

• Insert a tag

• Insert lists

• Insert a picture from file

• Embed an online video

• Insert an audio recording

Insert a file

Inserting a file (such as a Microsoft Excel workbook) into a page in OneNote places a copy of that file in your notes. The file appears as an icon that you can select and open to edit the contents of the file.

1. In OneNote, place the cursor on the page where you want to insert a file.

2. To go to the menu bar, press Control+Option+M. You hear: "Menu bar Apple."

3. Press the Right arrow key until you hear "Insert," and then press the Down arrow key until you hear: "File, ellipsis." To select, press Control+Option+Spacebar.

4. A dialog box opens to the view where you were the last time you selected files. Use the arrow keys to move between the items in the current section. To browse to another section in the dialog box, use the Tab key or Shift+Tab.

5. When you have found the file you want, press Return to insert.

6. The Insert File dialog box opens, and you hear: "How do you want to insert this file?" The options in the dialog box might vary according to the type of file you are attaching.

7. Press the Tab key until you hear "Insert as attachment," and press Control+Option+Spacebar.

Attached files are stored as part of their associated notebook. If you move the notebook to another location, any inserted files move with the notebook.

Insert a table

1. In OneNote, place the cursor on the page where you want to insert a table.

2. Press F6 until you hear the currently selected tab, for example, "Home, selected, tab." If you did not land on the Insert tab, press Control+Option+Right or Left arrow key until you hear "Insert, tab," and then press Control+Option+Spacebar to select.

3. Press the Tab key until you hear: "Table, menu button." Press Control+Option+Spacebar to select.

4. To define the size for the table, press Control+Option+Down and Right arrow keys. VoiceOver announces the current size as you move, for example, "Table with three columns, three rows, button."

5. When you hear the size you want, press Control+Option+Spacebar. The table is added onto your notebook page.

Insert a tag

Tags are a way to categorize and prioritize notes in OneNote. You can tag anything from a single line of text to an entire paragraph.

1. In OneNote, select the piece of text you want to tag.

2. Press F6 until you hear the currently selected tab, for example, "Home, selected, tab." If you did not land on the Home tab, press Control+Option+Right or Left arrow key until you hear "Home, tab," and then press Control+Option+Spacebar to select.

3. Press the Tab key until you hear: "Entering Tags gallery, To Do button." To Do is the first tag in the group. To browse the other tags, use the arrow keys.

4. When on a tag you want to use, press Control+Option+Spacebar. The tag is added to your note.

Insert lists

Insert a picture from file

1. In OneNote, place the cursor where you want to add the picture.

2. To go to the menu bar, press Control+Option+M. You hear: "Menu bar Apple."

3. Press the Right arrow key until you hear "Insert," and then press the Down arrow key until you hear: "Picture, ellipsis." To select, press Control+Option+Spacebar.

4. A dialog box opens to the view where you were the last time you selected files. Use the arrow keys to move between the items in the current section. To browse to another section in the dialog box, use the Tab key or Shift+Tab.

5. When you have found the file you want, press Return to insert.

Embed an online video

You can easily add an embedded video player to your notebook.

1. Copy the address of your video source.

2. In your notebook, place the cursor where you want to insert the video player.

3. Press Command+V to paste the address into the notebook. VoiceOver announces: "Paste succeeded."

   A link to the web page along with an embedded video player are added to your notebook.

Insert an audio recording

Before recording audio, ensure that all parties involved are aware of the recording and you have a permission to record.

1. In your notebook, place the cursor where you want to insert the recording.

2. To go to the menu bar, press Control+Option+M. You hear: "Menu bar Apple."

3. Press the Right arrow key until you hear "Insert," and then press the Down arrow key until you hear: "Audio recording." To select, press Control+Option+Spacebar.

4. If you hear "Microsoft OneNote would like to access the microphone," press Control+Option+Right arrow key until you hear "OK," and press Control+Option+Spacebar. The recording starts.

5. To stop recording, press F6 until you hear: "Audio, selected, tab." Press the Tab key until you hear "Stop, button," and press Control+Option+Spacebar to stop recording.

See also

Use a screen reader to organize notebooks, sections, and pages in OneNote

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

Keyboard shortcuts in OneNote

Basic tasks using a screen reader with OneNote

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate OneNote

In this topic

• Insert a file

• Insert to-do tags

• Insert lists

• Insert a picture from camera

• Insert a picture from file

• Insert an online video

• Insert an audio recording

Insert a file

Inserting a file (such as a Microsoft Excel workbook) onto a page in OneNote places a copy of that file in your notes. The file appears as an icon that you can select and open to edit the contents of the file.

1. In OneNote, place the cursor on the page where you want to insert a file.

2. Swipe right until you hear: "File attachment, button." Double-tap the screen. The file chooser view opens to the view where you were the last time you selected files.

3. Swipe right until you hear the name of the file you want to insert, and then double-tap the screen to insert the file. If the file you want is in another folder, drag your finger near the lower-right corner of the screen until you hear "Tab bar, selected, Browse, tab," and double-tap the screen. Then swipe left or right to browse to the location of your file. Double-tap the screen to select folders, and when on the file you want to insert, double-tap the screen.

Insert to-do tags

You can create a list of things to do, with a checkbox that can be marked off on every line.

1. In OneNote, place the cursor on the page where you want to create a to-do item.

2. Swipe right until you hear: "To do." Double-tap the screen.

A checkbox is inserted at the beginning of the line.

Insert lists

Insert a picture from camera

Take a photo with your device's camera while writing notes and attach the photo to your notes.

1. In OneNote, open the content block where you want to add the photo.

2. Swipe right until you hear: "Camera, button." Double-tap the screen. The Insert Picture menu opens.

3. Swipe right until you hear "Take picture, button," and double-tap the screen.

4. You might hear: "OneNote would like to access the camera." If you do, swipe right until you hear "OK," and then double-tap the screen.

5. Swipe right until you hear: "Capture a photo." Point the camera in the direction you want and double-tap the screen. You hear a sound indicating a photo was taken.

6. Swipe right until you hear “Done, button,” and double-tap the screen. You hear: “Picture inserted.”

7. You might hear: "OneNote would like to access your photos." If you do, swipe right until you hear "OK," and then double-tap the screen.

Insert a picture from file

1. In OneNote, open the content block where you want to add the picture.

2. Swipe right until you hear "Camera, button," and double-tap the screen. The Insert Picture menu opens.

3. Swipe right until you hear "From library, button," and double-tap the screen.

4. You might hear: "OneNote would like to access your photos." If you do, swipe right until you hear "OK," and then double-tap the screen.

5. Swipe right until you hear the name of the picture you want to insert, and then double-tap the screen to insert the file. If the picture you want is in another folder, swipe right until you hear "Native gallery, button," and double-tap the screen. Then swipe right until you hear "Albums," double-tap the screen, and then swipe right to browse to the location of your file. Double-tap the screen to select folders, and when on the picture you want to insert, double-tap the screen. 

6. Swipe right until you hear "Done, button," and double-tap the screen. You hear: “Picture inserted.”

Insert an online video

If you want to include an online video in your notebook, you can simply paste the link into your note.

1. Browse to the video you want to insert and copy the link to the clipboard.

2. In OneNote, open the content block where you want to insert the video.

3. With two fingers, hold and twist left or right until you hear: "Edit."

4. Swipe down until you hear "Paste," and then double-tap the screen to paste your link into the text field.

The video link is automatically converted into a preview picture of the video.

Insert an audio recording

You can record and insert audio into your notebook. For example, you can leave a spoken note to the readers.

1. In OneNote, open the content block where you want to insert the recording.

2. Swipe right until you hear "Audio, button," and double-tap the screen.

3. OneNote might ask you for permission to use the microphone. If it does, swipe right until you hear "OK," and then double-tap the screen.

4. The recording starts. When you have recorded everything you need, swipe right until you hear "Stop recording," and then double-tap the screen.

The recording is inserted into the note, with a musical note icon to mark its place.

See also

Use a screen reader to organize notebooks, sections, and pages in OneNote

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

Basic tasks using a screen reader with OneNote

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate OneNote

In this topic

• Insert to-do tags

• Insert lists

• Insert a picture from camera

• Insert a picture from file

• Insert an online video

• Insert an audio recording

Insert to-do tags

You can create a list of things to do, with a checkbox that can be marked off on every line.

1. In OneNote, place the cursor on the page where you want to create a to-do item.

2. Swipe right until you hear "To do button," and then double-tap the screen. You hear "Tag to-do inserted," and a checkbox is inserted at the beginning of the line.

Insert lists

You can quickly create both bulleted and numbered lists in OneNote for Android.

Insert a picture from camera

Take a photo with your device's camera while writing notes and attach the photo to your notes.

1. In OneNote, place the cursor on the page where you want to add the photo.

2. Swipe right until you hear "Picture button," and then double-tap the screen.

3. You might hear: "Allow OneNote to take pictures and record video?" If you do, swipe right until you hear "Allow button," and then double-tap the screen. The camera opens, and you hear: "Camera in document mode."

4. Swipe right until you hear "Photo, two of four," and double-tap the screen. You hear: "Camera in photo mode."

5. Swipe left until you hear: "Capture button." Point the camera in the direction you want and double-tap the screen. The preview page for the photo opens.

6. Swipe right until you hear: "Done button." Double-tap the screen to insert the photo. You hear: "Inserting picture." The photo is inserted, and the focus moves to the OneNote page.

Insert a picture from file

1. In OneNote, place the cursor on the page where you want to add the picture.

2. Swipe right until you hear "Picture button," and then double-tap the screen.

3. Swipe right until you hear "Import button," and then double-tap the screen. You hear: "Gallery expanded."

4. Swipe right until you hear "Native gallery," and double-tap the screen. A file chooser view opens to the view where you were the last time you selected pictures, and you hear: "Show roots button."

   Note: If you are using OneNote for both home and work, you might hear: "Complete action using." Swipe right or left to select Personal or Work, and double-tap the screen to select. Then swipe right until you hear the location you want, for example, "Files," and double-tap the screen. Then swipe right until you hear "Just once" or "Always," depending on which option you prefer.

5. Double-tap the screen to select where to choose a picture, such as Recent, Images, your Google Drive, Photos, or OneDrive. The Open from menu opens. Swipe right until you hear the location you want, and double-tap the screen to open it. To browse the files or folders within a location, swipe right or left until you hear the name of the item you want to select. To select an item, double-tap the screen.

6. After selecting a picture, the preview screen opens. Swipe right until you hear "Done button," and double-tap the screen to insert the picture. The picture is inserted, and the focus moves to the OneNote page. You hear: "Inserting picture."

Insert an online video

If you want to include an online video in your notebook, you can simply paste the link into your note.

1. Browse to the video you want to insert and copy the link onto the clipboard.

2. In OneNote, place the cursor on the page where you want to insert the video.

3. Swipe right until you hear "Link menu button," and then double-tap the screen. The Link window opens, and you hear: "Address edit box."

4. Tap and hold the screen, swipe right until you hear "Paste, window pop-up," and then double-tap the screen to paste your link into the text field.

5. To add text that shows in the page instead of the hyperlink address, swipe left until you hear "Text to display edit box," double-tap the screen, and then type the text using your on-screen keyboard. When you're done, swipe down-then left to close the on-screen keyboard.

6. To insert the link, swipe right until you hear "Done button," and then double-tap the screen.

Insert an audio recording

You can record and insert audio into your notebook. For example, you can leave a spoken note to the readers.

1. In OneNote, place the cursor on the page where you want to insert the recording.

2. Swipe right until you hear "Audio button," and then double-tap the screen.

3. OneNote might ask you: "Allow OneNote to record audio?" If it does, swipe right until you hear "While using the app" or "Only this time," and then double-tap the screen.

4. Swipe right until you hear "Start button," and double-tap the screen. The recording starts and the focus is on the Stop button.

5. When you have recorded everything you need, double-tap the screen. The recording is inserted, and the focus moves to the OneNote page. You hear: "Audio note created."

See also

Use a screen reader to organize notebooks, sections, and pages in OneNote

Use a screen reader to read pages in OneNote

Basic tasks using a screen reader with OneNote

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate OneNote

In this topic

• Insert a table

• Insert a file

• Insert lists

• Insert a picture from camera

• Insert a picture from file

• Insert a link

Insert a table

Tables can make information easier to find and read. Adding a basic table in OneNote is quick and easy.

1. In OneNote, place the cursor on the page where you want to insert a table.

2. Press Alt+N to open the Insert tab. Press the Down arrow key once and then press the Tab key until you hear: "Table button."

3. Press Enter to open the menu for selecting the table size, and then use the arrow keys to select the size. You hear the currently selected table size as you move. When on the size you want, press Enter.

   The table is inserted and the focus is in the first cell. With Narrator and NVDA, you hear “Table inserted,” followed by the number of columns and rows in your table. With JAWS, you hear "Content block," and then "Untitled table, cell." 

4. Fill in the table.

5. To add more columns or rows, do one of the following:

   • To add another column to the right of your current location, press Ctrl+Alt+R.

   • To insert a row below the current row, press Ctrl+Enter.

Insert a file

Inserting a file (such as a Microsoft Excel workbook) to a page in OneNote places a copy of that file in your notes. The file appears as an icon that you can select and open to edit the contents of the file.

1. In OneNote, place the cursor on the page where you want to insert a file.

2. Press Alt+N to open the Insert tab. Press the Down arrow key once, and then press the Tab key until you hear: "File button." Press Enter. The Open dialog box opens.

3. Navigate to the file you want to insert. Use the Tab key or Shift+Tab to navigate the sections within the dialog box, use the arrow keys to move within a section, and press Enter to open a folder.

4. When on the file you want to attach, press Enter. The How do you want to insert this file dialog box opens. The options in the dialog box might vary according to the type of file you are attaching.

5. Press the Tab key until you hear "Insert as attachment," and then press Enter. If you want to insert a PDF printout of a file instead, select the Insert as printout option and then press Enter. 

Attached files are stored as part of their associated notebook. If you move the notebook to another location, any inserted files move with the notebook.

Insert lists

Insert a bulleted or numbered list to organize your text and make it easier to read.

Insert a picture from camera

Take a photo with your device's camera while writing the notes and attach the photo to your notes.

1. In OneNote, open the note to which you want to add the photo.

2. Press Alt+N to open the Insert tab. Press the Down arrow key once, and then press the Tab key until you hear: "Pictures button."

3. Press Enter to open the Pictures menu, then press the Tab key until you hear "From camera," and then press Enter. The camera opens with the focus in the viewfinder.

4. If you hear "Let OneNote for Windows 10 access your camera," press the Tab key until you hear "Yes," and then press Enter.

5. Press the Tab key until you hear: "Take a picture button."

6. To take a photo, press Spacebar.

7. Press the Tab key until you hear "Insert all button," and press Enter to insert the photo.

Insert a picture from file

1. In OneNote, place the cursor on the page where you want to add the picture.

2. Press Alt+N to open the Insert tab. Press the Down arrow key once, and then press the Tab key until you hear: "Pictures button.”

3. Press Enter to open the Pictures menu. The focus is on the From File button. Press Enter to select it. The Open dialog box opens.

4. Navigate to the file you want to insert. Use the Tab key or Shift+Tab to navigate the sections within the dialog box, use the arrow keys to move within a section, and press Enter to open a folder.

5. When on the picture you want, press Enter to insert it.

Insert a link

1. In OneNote, place the cursor on the page where you want to add the link.

2. Press Alt+N to open the Insert tab. Press the Down arrow key once, and then press the Tab key until you hear: "Link button."

3. Press Enter. A link window opens for entering the link details.

4. The focus is in the Address field. Type in or paste the address.

5. If you want to use some other text for the link, press Shift+Tab once to move to the Text to display field. Type in the link text and press Enter. The link is inserted into your page.

See also

Use a screen reader to organize notebooks, sections, and pages in OneNote

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

Keyboard shortcuts in OneNote

Basic tasks using a screen reader with OneNote

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate OneNote

In this topic

• Insert a table

• Insert a file

• Insert a tag

• Insert lists

• Insert a photo from camera

• Insert a picture from file

• Embed an online video

• Insert an audio recording

Insert a table

Tables can make information easier to find and read. Adding a basic table in OneNote is quick and easy.

1. In OneNote, place the cursor anywhere on the page where you want to insert a table.

2. Press Alt+Period, N, T to open the Table menu.

3. Use the arrow keys to select a size for the table. You hear the currently selected size as you move. When you hear the size you want, press Enter. The table is inserted and the focus is on the first cell of the table. With Narrator, you hear “Table, enter table,” followed by the size of the table. With JAWS, you hear: "Row header, edit." With NVDA, you hear: "Table, header row."

4. Type the cell contents. To move to the next cell, press the Right arrow key or the Tab key. If you are in the last cell on the table, pressing the Tab key or Enter adds a new row.

Insert a file

Inserting a file (such as a Microsoft Word document) as an attachment in OneNote places a copy of that file in your notes. The file appears as an icon that you can select, download, and open to edit the contents of the file.

1. In OneNote, place the cursor on the page where you want to insert the file.

2. To select the Insert File Attachment menu item, do one of the following:

   • If you are using the simplified ribbon, press Alt+Period, N, F, and then F.

   • If you are using the classic ribbon, press Alt+Period, N, F.

3. The Open dialog box opens. The focus is on the File name field. You can type the file name, or use the Tab key or Shift+Tab to navigate the sections within the dialog box. To move within a section, use the arrow keys. To open a folder, press Enter.

4. When on the file you want to attach, press Enter. The file is inserted.

Insert a tag

Tags are a way to categorize and prioritize notes in OneNote. You can tag anything from a single line of text to an entire paragraph.

1. Place the cursor to the line of text you want to tag.

2. Press Alt+Period, H, T to open the Tags menu item.

3. Use the Down and Up arrow keys to navigate the options. You hear the options as you move.

4. When you hear a tag you want to use, press Enter. The tag is added.

Insert lists

Insert a bulleted or numbered list to organize your text and make it easier to read.

Insert a photo from camera

Take a photo with your device and attach it to your notes. Before you start, make sure the camera is connected to your computer.

1. In your notebook, place the cursor where you want to add the photo.

2. To select the From Camera menu item, do one of the following:

   • If you are using the simplified ribbon, press Alt+Period, N, P, W.

   • If you are using the classic ribbon, Alt+Period, N, W. 

3. If you hear "OneNote would like to access the camera," press the Tab key until you hear "OK, button," and press Enter. Then give OneNote the permission to use your camera as instructed in Manage camera permissions for OneNote for the web.

4. The camera opens and the focus is on the Take photo button. Point the camera in the direction you want and then press Spacebar to take the photo.

5. Press the Tab key until you hear "Insert button," and press Spacebar to insert the photo.

Insert a picture from file

1. In OneNote, place the cursor where you want to add the picture.

2. To select the From File menu item, do one of the following:

   • If you are using the simplified ribbon, press Alt+Period, N, P, P.

   • If you are using the classic ribbon, press Alt+Period, N, P.

3. The Open dialog box opens. The focus is on the File name field. You can type the file name, or use the Tab key or Shift+Tab to navigate the sections within the dialog box. To move within a section, use the arrow keys.

4. When on the file you want to insert, press Enter. The picture is inserted on the page.

Embed an online video

You can easily add an embedded video player to your notebook.

1. Copy the address of your video source.

2. In your notebook, place the cursor where you want to insert the video player.

3. Press Ctrl+V to paste the address into the notebook. A link to the video and the embedded video player are added to your notebook. The focus is at the end of the link.

Insert an audio recording

Before recording audio, ensure that all parties involved are aware of the recording and you have a permission to record.

1. In your notebook, place the cursor where you want to insert the recording.

2. Press Alt+Period, N, A to open the Audio menu item.

3. If the browser asks for a permission to use the microphone, press the Tab key until you hear "Allow, button," and press Enter to select. Recording starts.

4. To stop recording, press Alt+Period, J, A, S.

   Tip: To play the recording, navigate to the recording on your notebook page. You hear the file as you reach it. Press Enter to start playing.

See also

Use a screen reader to organize notebooks, sections, and pages in OneNote

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

Keyboard shortcuts in OneNote

Basic tasks using a screen reader with OneNote

Use a screen reader to explore and navigate OneNote