OneDrive, Dropbox, and Cloud Sharing Manual

First-time keyboard guide

Use this short routine before following the OneDrive, Dropbox, and Cloud Sharing Manual procedures. It explains exactly how the keyboard directions in this manual work.

Press a single key

1. Find the named key without pressing it if possible.
2. Press and release the key one time. Do not hold it unless the step specifically says to hold it.
3. Stop and listen to the full screen-reader announcement before pressing another key.

Press a keyboard combination

1. When a command contains a plus sign, such as Ctrl+S, hold down the first key.
2. While continuing to hold the first key, press and release the final key once.
3. Release the first key. The plus sign is not a key and should not be pressed.
4. Listen for the expected result described in the procedure. If nothing changes, verify that the correct application or webpage has focus and try the command once more.

Press a sequence of keys

1. When keys are separated by commas or the word “then,” press and release them in order instead of holding them together.
2. After each key, listen for a menu, tab, control, or new screen before continuing.
3. If the announcement does not match the step, press Escape once to close the current menu or dialog and restart that procedure.

Know which navigation key to try

• Tab and Shift+Tab: move forward and backward among buttons, links, fields, and other controls.
• Arrow keys: move inside menus, lists, groups of choices, text, and many screen-reader reading views.
• Enter: opens the selected item or activates the focused command.
• Space: activates many buttons and checks or clears checkboxes. In a text field, Space types a space.
• Escape: cancels or closes the current menu, list, or dialog without intentionally accepting a change.

Verify before moving on

1. Listen for the window, page, or application name so you know where focus is.
2. Perform only one numbered step.
3. Compare what the screen reader announces with the “What should happen” information in the procedure.
4. If the result is wrong, stop. Use the procedure’s recovery directions, Escape to cancel, or Ctrl+Z to undo when that command is supported.
5. Continue only after you can identify the result. Save completed work with Ctrl+S whenever the application supports saving.

Basic how-tos

Find your synchronized folder

What you will learn: Complete find your synchronized folder independently with keyboard or screen-reader feedback.

Before you begin: Open the relevant application or device screen and use a fictional, public, or nonprivate practice item.

Exactly how to do it

Keyboard commands: Windows+E opens File Explorer. Alt+D focuses the address bar. Alt+Up Arrow moves to the parent folder.

1. Press Windows+E.
2. Use the navigation pane or address bar to open OneDrive or Dropbox.
3. Press Alt+D and have the screen reader read the location.
4. Press Escape to return to the file list.
5. Select a file and hear its complete name and status.

What should happen: OneDrive or Dropbox in the current path.

If that does not happen: A similarly named local folder may not synchronize. Confirm the service is signed in before saving important work there.

Practice: Repeat find your synchronized folder with a second safe practice item, then explain the commands you used.

Create a folder and save a file in it

What you will learn: Complete create a folder and save a file in it independently with keyboard or screen-reader feedback.

Before you begin: Open the relevant application or device screen and use a fictional, public, or nonprivate practice item.

Exactly how to do it

Keyboard commands: Ctrl+Shift+N creates a folder in File Explorer. F2 renames it.

1. Open the correct OneDrive or Dropbox location.
2. Press Ctrl+Shift+N.
3. Type a descriptive folder name and press Enter.
4. Open the folder and save or paste a practice file into it.
5. Wait for synchronization, then verify the file is listed.

What should happen: The intended item, setting, or result is available and can be verified before you continue.

If that does not happen: Press Escape, recheck the current path, and confirm you have permission to create folders.

Practice: Repeat create a folder and save a file in it with a second safe practice item, then explain the commands you used.

Copy or move a file

What you will learn: Complete copy or move a file independently with keyboard or screen-reader feedback.

Before you begin: Open the relevant application or device screen and use a fictional, public, or nonprivate practice item.

Exactly how to do it

Keyboard commands: Ctrl+C copies, Ctrl+X moves, and Ctrl+V pastes.

1. Select one file and read its name.
2. Press Ctrl+C to keep the original, or Ctrl+X to move it.
3. Open the destination and confirm its path.
4. Press Ctrl+V once.
5. Verify the result and wait for synchronization.

What should happen: The intended item, setting, or result is available and can be verified before you continue.

If that does not happen: Do not paste repeatedly. Check both locations for duplicates, conflicts, or a permission alert.

Practice: Repeat copy or move a file with a second safe practice item, then explain the commands you used.

Advanced how-tos

Share a file with named people

What you will learn: Complete share a file with named people independently with keyboard or screen-reader feedback.

Before you begin: Open the relevant application or device screen and use a fictional, public, or nonprivate practice item.

Exactly how to do it

Keyboard command: Shift+F10 or the Application key opens a context menu in many Windows configurations.

1. Select the file and verify its name and owner.
2. Press Shift+F10 and choose Share.
3. Enter the intended email addresses.
4. Choose Can view or Can edit.
5. Review recipients and permission before sending.

What should happen: The intended item, setting, or result is available and can be verified before you continue.

If that does not happen: Cancel and use the service’s labeled Share command. Sharing may open a web dialog.

Practice: Repeat share a file with named people with a second safe practice item, then explain the commands you used.

Create and check a sharing link

What you will learn: Complete create and check a sharing link independently with keyboard or screen-reader feedback.

Before you begin: Open the relevant application or device screen and use a fictional, public, or nonprivate practice item.

Exactly how to do it

Keyboard approach: Open Share, then locate Link settings with Tab or button navigation.

1. Choose Specific people or People you choose whenever possible.
2. Turn editing off unless collaborators must change the file.
3. Set an expiration date if available and useful.
4. Copy the link.
5. Test it in a private browser window without exposing private data.

What should happen: The intended item, setting, or result is available and can be verified before you continue.

If that does not happen: Remove the link or stop sharing and create a narrower permission.

Practice: Repeat create and check a sharing link with a second safe practice item, then explain the commands you used.

Recover an earlier version

What you will learn: Complete recover an earlier version independently with keyboard or screen-reader feedback.

Before you begin: Open the relevant application or device screen and use a fictional, public, or nonprivate practice item.

Exactly how to do it

Keyboard approach: Select the file, open its context menu, and find Version history.

1. Confirm the file and current owner.
2. Open Version history and review dates, times, and editors.
3. Preview or download the older version when possible.
4. Make a backup of the current version.
5. Restore only after confirming what will be replaced.

What should happen: The intended item, setting, or result is available and can be verified before you continue.

If that does not happen: Keep the current file and ask the owner or administrator whether version history is available.

Practice: Repeat recover an earlier version with a second safe practice item, then explain the commands you used.

Resolve a synchronization conflict

What you will learn: Complete resolve a synchronization conflict independently with keyboard or screen-reader feedback.

Before you begin: Open the relevant application or device screen and use a fictional, public, or nonprivate practice item.

Exactly how to do it

Keyboard commands: F2 renames a selected file; Alt+Enter opens Properties.

1. Stop editing both copies.
2. Compare filenames, modified dates, sizes, and locations.
3. Rename each copy clearly instead of overwriting either one.
4. Open and compare their content.
5. Keep the correct copy, then archive or delete the other only after verification.

What should happen: The intended item, setting, or result is available and can be verified before you continue.

If that does not happen: Preserve both copies and ask for help. Never guess which conflict copy is current.

Practice: Repeat resolve a synchronization conflict with a second safe practice item, then explain the commands you used.

Your first complete synchronization check

Use a harmless practice document to learn what “saved locally,” “synchronized,” and “available online” mean.

1. Press Windows+E to open File Explorer.
2. Press Ctrl+L, type the path to your OneDrive, Google Drive, or Dropbox folder if you know it, and press Enter. Otherwise, press F6 until the navigation area is announced and use the arrow keys to locate the provider by name.
3. Press Ctrl+Shift+N, type Cloud Practice, and press Enter to create a folder.
4. Press Enter to open that folder. Press Shift+F10, find New with the arrow keys, open its submenu, and create a text document. Name it sync-check.
5. Open the document, type today’s date and one practice sentence, press Ctrl+S, and then Alt+F4 to close it.
6. Return to File Explorer and move focus to the file. Use the provider’s status column, context menu, or screen-reader description to determine whether it is still synchronizing or is current.
7. Wait for the status to indicate that synchronization is complete. Do not shut down the computer while the file is still uploading.
8. Open the provider’s website in a browser, sign in, and navigate to the Cloud Practice folder. Confirm the filename and modified date.
9. Open the file from the website and verify the sentence. Close it without making a second edit.
10. Delete the practice file only after you have verified both copies. If you delete it, also locate the provider’s recycle bin or trash so you know where recovery begins.

Success check: The same filename, date, and sentence are available in File Explorer and on the provider’s website.

Quick command list

• Windows+E: File Explorer
• Alt+D: Address bar
• Ctrl+Shift+N: New folder
• F2: Rename
• Ctrl+C / Ctrl+X / Ctrl+V: Copy / move / paste
• Shift+F10: Context menu
• Alt+Enter: Properties
• Ctrl+Z: Undo the most recent supported file action