Basic tasks using a screen reader with email in Outlook

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Read out loud symbol with the label Screen reader content. This topic is about using a screen reader with OfficeThis 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.

WindowsMaciOSAndroidWindows 10 appOutlook Web app

Use the email in Outlook with Narrator, the built-in Windows screen reader, to do the essential basic tasks. You can create and send new emails, read and reply to received emails, search, filter, and print emails, work with attachments, and more.

Notes:

In this topic

Read and reply to or forward email

Use your screen reader and keyboard shortcuts to read and respond to emails. You hear a sound when a new email has arrived.

Open and read an email

  1. In Inbox, press the Tab key or Shift+Tab until you hear the first mail in the message list. Your screen reader announces the sender, subject, received date and time, and indicates if the email is unread.
    • To browse the message list, press the Up or Down arrow key.
    • To open an email, press Enter.
    • To read the email from top to bottom, press Caps Lock+M.
    • To stop reading, press Ctrl.
    • To move to the next email, press Alt+5.
    • To move to the previous email, press Alt+4.
  2. When you are finished reading the email, to return to Inbox, press Esc.

Reply to an email

  1. In an email or on an email in Inbox, do one of the following:
    • To reply to just the original sender, press Ctrl+R. You hear: “Re, <the message subject>.”
    • If the message has multiple recipients and you want to reply to all, press Ctrl+Shift+R.
  2. A new email opens with the same subject and set to reply to either just the sender or everyone included in the original email. The focus is on the body of the message. Type your message.
  3. When you are finished composing the message, press Alt+S to send the email.

Forward an email

  1. In an email or on an email in Inbox, press Ctrl+F. You hear: “Fw, <the message subject>.”
  2. The focus is on the To field. Type the names of the recipients.
  3. If you want to include a message, press the Tab key until you hear “Fw, <the message subject>, message editing,” and then type your message.
  4. When you are finished composing the message, press Alt+S to send the email.

Create and send email

  1. In Inbox, press Ctrl+N. You hear: “Untitled, message, <message format>, window, To, editing.”
  2. The focus is on the To field. Type the names of the recipients.
  3. To send a copy, press the Tab key. You hear: “Cc, editing.” Type the names of contacts who receive a copy.
  4. To send a hidden copy, press the Tab key. You hear: “Bcc, editing.” Type the names of contacts who receive a copy.If you don’t hear “Bcc, editing,” the Bcc field is hidden. To unhide it, press Alt+P, B.
  5. To add a subject for the email, press the Tab key until you hear “Subject, editing,” and then type your message.
  6. To add your message, press the Tab key until you hear “<Subject of the email>, message, editing,” and then type your message.
  7. When you are finished composing the message, press Alt+S to send the email.

Work with Focused inbox

Focus on the emails that matter the most to you. By default, Outlook creates a Focused inbox and an Otherinbox. Your most important emails are sorted into the Focused inbox while the rest remain easily accessible, but out of the way, in the Other inbox.

Switch between the Focused and Other inboxes

By default, Outlook opens the Focused inbox.

  1. Press F6 until you hear “Table, table view,” followed by the number of rows in your inbox.
  2. Press Shift+Tab key until you hear “Other button,” and then press Enter.
  3. To move back to the Focused inbox, press F6 until you hear “Table, table view,” and then press Shift+Tab key until you hear “Focused button.” To select, press Enter.

Move an email from the Other inbox to the Focused inbox

  1. In your Other inbox, navigate to the email you want to move to the Focused inbox.
  2. To move the email, press Shift+F10, V.

Hide the Focused inbox

You can hide the Focused inbox and work with a single list of messages.

  1. To check if the Focused inbox is shown or already hidden, press F6 until you hear “Table, table view,” followed by the number of rows in your inbox. Do one of the following:
    • If the Reading pane is off, press the Tab key once. If you hear “Focused button,” the Focused inbox is shown.
    • If the Reading pane is on, press the Shift+Tab key twice. If you hear “Other button,” the Focused inbox is shown.
  2. To hide the Focused inbox, press Alt+V, W.

Use search and filter to find email

Waste no time excavating through lists or archives for that important email. Use search and filter to quickly find what you’re looking for.

Search for an email

  1. In Inbox, press Ctrl+E. The focus moves to the Search text field. You hear: “Search query, editing, search current mailbox.”
  2. To change the folder which you want to search, press the Tab key until you hear “Current mailbox,” and then press Spacebar. Press the Down arrow key until you hear the option you want, and then press Enter.
  3. Type your search words.
  4. To browse through the suggestions, press the Down arrow key. To select a suggestion, press Enter. The search results are displayed in the message list.
  5. Press the Tab key until you hear the first message. To browse through the list, press the Down arrow key. To open an email, press Enter.
  6. To clear the search results list, press Esc.To return to Inbox from an open email and clear the search results list, press Esc twice.

Use a filter to find an email

  1. In the Inbox, press Alt+H, L. The focus moves to the first item in the filter options list.
  2. Press the Down arrow key until you hear the option you want, and then press Enter. You hear: “Table view has finished loading.”
  3. To move to the list of emails matching the filter, press the Tab key until you hear first message. To browse through the list, press the Down arrow key. To open an email, press Enter.
  4. To clear the results list and the filter, press Esc.To return to Inbox from an open email and clear the search results list, press Esc twice.

Open or add attachments

You can open and add attachments in your emails in Outlook.

Open attachments

When you receive an email, your screen reader announces if the email has attachments and the number of attached files.

  1. Open an email with an attachment. The focus is on the message body.
  2. Press Shift+Tab until you hear the attachment details, including the file name and type.
  3. To open the attachment, press Enter. The file opens in a compatible application.

Add attachments

You can send files like resumes, newsletters, or pictures as copies or as OneDrive files.

  1. In an email, press Alt+N, A, F. A context menu opens.
  2. Do one of the following:
    • To attach a recent file, press the Down arrow key until you hear the file, and then press Enter.
    • To attach a file from a web location, press W. You hear the first online location, for example, “OneDrive.” To select, press Enter. The Insert File dialog opens. Press the Tab key and the arrow keys until you hear the file you want, and then press Alt+S.
    • To attach a file from local storage, for example, your hard drive, press B. The Insert File dialog opens. Press the Tab key and the arrow keys until you hear the file you want, and then press Alt+S.

Print an email

You can print your email on paper or to a file.

  1. In an email or on an email in Inbox, press Ctrl+P. The Print dialog opens.
  2. To print using the default settings, press Alt+F, P, P.

Turn visual or audio notifications on or off

Sound or visual effects can notify you when a new email message arrives. If you need to work uninterrupted, you can turn the notifications off.

  1. In Inbox, press Alt+F, T. The Outlook Options window opens, the focus is on the General tab.
  2. Press M. The Mail tab opens.
  3. Press the Tab key, and then press P. You hear either: “Checked” or “Unchecked” followed by “Play a sound, checkbox.” To select or deselect this option, press Spacebar.
  4. To go through the other notification options, press the Tab key. To select or deselect an option, press Spacebar. When you hear “Browse, button” there are no more notification options to select.
  5. To confirm your selections and exit the Outlook Options window, press the Tab key until you hear “OK button,” and then press Enter.

See also

Use a screen reader to format text in your email in Outlook

Basic tasks using a screen reader with the calendar in Outlook

Keyboard shortcuts for Outlook

Keyboard shortcuts for navigating mail in Outlook

Set up your device to work with accessibility in Office 365

Learn how to navigate in Outlook using accessible features

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.

https://support.office.com/en-us/article/basic-tasks-using-a-screen-reader-with-email-in-outlook-3fe74ea4-b512-490f-bb42-95fdeb722b9e