Use a screen reader to insert a hyperlink in Outlook

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

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.

For people who aren't using a screen reader, see Create or edit a hyperlink (in Windows) or Create or remove a hyperlink in a message in Outlook for Mac.

Use Outlook 2016 with your keyboard and Narrator, the built-in Windows screen reader, to link from an email to a web page, file on a shared drive, or a bookmark inside the same email.

Notes: 

In this topic

Create an automatic hyperlink

Outlook can turn a web address into a hyperlink automatically.

While composing an email, type a web address (URL) like www.contoso.com, or an email address like someone@example.com, and then press Spacebar or Enter. Outlook changes the text to a hyperlink.

Link to a file or web page

Create a hyperlink to a file or a web page, and give the link a descriptive name.

Link to a file

Tip: To quickly create a link to a recent file, press Alt+N, I. A list of recent files opens. Press the Down arrow key until you hear the file you want, and then press Enter.

  1. When you're composing an email, move the cursor to where you want to insert the link.

  2. Press Alt+N, I, I. The Insert Hyperlink dialog opens.

  3. To create a link to a file in the current folder, press Alt+X.

  4. Press the Tab key until you hear "Look in <the current folder>," and then press the Tab key until you hear "Current folder, tree." By default, the current folder is the Documents folder.

    To change the current folder, press Alt+L. You hear: "<The currently selected folder>." Press the Up or Down arrow key until you hear the location you want, and then press Enter to select.

  5. Press the Tab key until you hear "Current folder, tree," and then press the Up or Down arrow key until you hear the file you want.

  6. Press Alt+T. You hear: "Text to display." Type the text you want to appear in the email as the link text.

  7. To insert the file link, press Enter.

Link to a browsed page

  1. While composing an email, move the cursor to where you want to insert the link.

  2. Press Alt+N, I, I. The Insert Hyperlink dialog opens.

  3. To create a link to a browsed page, press Alt+X and then Alt+B. The Browsed Pages option is selected.

  4. Press the Tab key until you hear the first page in the list of browsed pages.

  5. Press the Down arrow key until you hear the page you want.

  6. Press Alt+T. You hear: "Text to display." Type the text you want to appear in the email as the link text.

  7. To insert the file link, press Enter.

Link to a web page

  1. While composing an email, move the cursor to where you want to insert the link.

  2. Press Alt+N, I, I. The Insert Hyperlink dialog opens. The focus is on the Address text field.

  3. Type the address of the web page.

  4. Press Alt+T. You hear: "Text to display." Type the text you want to appear in the email as the link text.

    Tip: It's a good idea to use the title of the web page as the link text. When people click the link and go to the page, the screen reader reads the title first.

  5. To insert the link, press Enter.

Link to another location in the current email

You can create internal links to predefined styles such as headings and bookmarks. For instructions on how to create headings in Outlook, refer to Add headings.

Create a bookmark

  1. Move the cursor to the link target location. The destination can be a heading, piece of text, or an image.

  2. Press Alt+N, K. The Bookmark dialog opens and the focus moves to the Bookmark name text field.

  3. Type a name for the bookmark.

    Note: Bookmark names must begin with a letter. They can contain letters, numbers, and the underscore character, for example, Dev_Report_2.

  4. To add the bookmark in the list of bookmarks, press Alt+A.

Insert a link to a bookmark

  1. While composing an email, move the cursor where you want to insert the link.

  2. Press Alt+N, I, I. The Insert Hyperlink dialog opens.

  3. Press Alt+A. The Place in This Document option is selected and the focus moves to the bookmark tree.

  4. Press the Down arrow key until you hear the bookmark you want, and then press Enter. The bookmark link with the bookmark name is inserted in the email.

Remove a hyperlink

  1. While composing an email, select the link text or the hyperlinked image.

  2. Press Shift+F10, and then Alt+R. The hyperlink is removed.

See also

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

Keyboard shortcuts for Outlook

Keyboard shortcuts for navigating mail in Outlook

Basic tasks using a screen reader with email in Outlook

Set up your device to work with accessibility in Office 365

Learn how to navigate in Outlook using accessible features

Use Outlook for Mac with your keyboard and VoiceOver, the built-in Mac OS screen reader, to link from an email to a web page or file on a shared drive.

Notes: 

In this topic

Create an automatic hyperlink

Outlook can turn a web address into a hyperlink automatically.

When you're composing an email, in the message body, type a web address (URL) like www.contoso.com, or an email address like someone@example.com, and then press Spacebar or Enter. Outlook changes the text to a hyperlink.

Link to a file or web page

Create a hyperlink to a file or web page, and give the link a descriptive name.

Insert hyperlink to a file

  1. In the email you're composing, move the cursor to where you want to insert the link.

  2. Press Control+Command+K. The Insert Hyperlink dialog opens.

  3. To create a link to a file, press the Tab key until you hear: "<The current tab,> selected."

  4. Press the Right or Left arrow key until you hear "Web page or file, tab," and then press Spacebar to select.

  5. Press the Tab key until you hear "Select, period," and then press Spacebar to select. You hear: "Choose a file to link to."

  6. Press the Tab key to move to the location you want, and then use the arrow keys to browse the items. To navigate between folders and subfolders, press the Right or Left arrow keys until you hear the file you want to link to.

  7. Press the Tab key until you hear "Open, button," and then press Spacebar. The file is selected and the dialog closes.

  8. To add text that shows in the email instead of the file address, in the Insert Hyperlink dialog, press the Tab key, until you hear "Text to display, edit text," and then type the text.

  9. To insert the link, press Enter. The dialog is closed and the hyperlink is inserted.

Insert hyperlink to a web page

  1. In the email, move the cursor to where you want to insert the link.

  2. Press Control+Command+K. The Insert Hyperlink dialog opens.

  3. To create a link to a web page, press the Tab key until you hear: "The current tab, selected."

  4. Press the Right or Left arrow key until you hear "Web page or file, tab," and then press Spacebar to select.

  5. Press the Tab key until you hear "Address, edit text," and then type the web address of the web page.

  6. To add text that shows in the email instead of the address, press the Tab key until you hear "Text to display, edit text," and then type the text.

    Tip: It's a good idea to use the title of the web page as the link text. When people click the link and go to the page, the screen reader reads the title first.

  7. To insert the link, press Enter. The dialog is closed and the hyperlink is inserted.

Remove a hyperlink

  1. In the email, select the link text or the hyperlinked image.

  2. Press Command+K, and then press the Tab key until you hear: "Remove link button." To select, press Spacebar.

    The Insert Hyperlink dialog box closes, and the hyperlink is removed from the text. The text itself remains intact.

See also

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

Keyboard shortcuts for Outlook for Mac

Basic tasks using a screen reader with email in Outlook

Set up your device to work with accessibility in Office 365

Learn how to navigate in Outlook using accessible features

Use Outlook with Narrator, the built-in Windows screen reader, to link from an email to a web page or file on a shared drive.

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?.

  • 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 assumes you are using this app with a Windows phone. Some navigation and gestures might be different for a tablet or PC.

  1. When you're composing an email, place the cursor where you want insert the link.

  2. Swipe right until you hear "More options button, collapsed," and then double-tap the screen. The editing options ribbon opens.

  3. Swipe right until you hear "Insert button, collapsed," and then double-tap the screen.

  4. Swipe right until you hear "Link button," and then double-tap the screen. You hear: "Link window, Address, editing."

  5. Type the web address of the page you want to link to.

  6. If you want to name the link with something else than just the URL, swipe left or right until you hear "Text to display, editable text," and then type the link text.

    Note: If you're linking from an image, this option is not available.

  7. Swipe right until you hear "Insert button," and then double-tap the screen. The link is inserted in the email message body.

See also

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

Basic tasks using a screen reader with email in Outlook

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.

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