Use a screen reader to schedule appointments or meetings in Outlook

Use a screen reader to schedule appointments or meetings 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 with visual impairments 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.

Use Outlook 2016 with your keyboard and Narrator, the built-in Windows screen reader, to schedule appointments or schedule meetings with other people. Check when the people that you invite are available, make the meetings recur, set reminders for meetings, and request responses from the people that you invite in Outlook 2016.

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 can get new features faster, join the Office Insider program.

  • For keyboard shortcuts, go to Keyboard shortcuts for Outlook.

  • This topic assumes that you are using the built-in Windows screen reader, Narrator. To learn more about using Narrator, go to Complete guide to 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

Schedule an appointment

Create a new appointment

  1. In Outlook, press Ctrl+2 to open the calendar. You hear the name of the current view, for example, "Work week view," followed by the number of events in the view.

  2. Press Alt+H, and then press N to open a blank appointment window. With JAWS, you need to press 1 after pressing N. The focus is in the Subject field.

  3. Type the subject of the appointment, and then press the Tab key to move focus to the Location field.

  4. Type a location for the appointment, and then press the Tab key to move focus to the Start date field.

  5. To change the start date, press the Down or Up arrow key to move the date forward or backward by a day. To change the time, press the Tab key until you hear "Start time," and then press the Down or Up arrow key to move the time forward or backward by half an hour.

  6. Press the Tab key until you hear: "End date." To change the end date, press the Down or Up arrow key to move the date forward or backward by a day. To change the time, press the Tab key until you hear "End time," and then press the Down or Up arrow key to move the time forward or backward by half an hour.

  7. Press the Tab key until you hear "Message, editing," and then use the keyboard to type any information you want for the appointment. With JAWS, you hear "Notes, edit."

  8. To save your appointment, press Alt+H, A, and then V. The appointment window closes and the focus returns to the calendar.

Let people know your availability

You can add a status indicator to your appointment to let other people know your availability. If someone tries to schedule a meeting with you, they'll know if you are available or busy.

  1. When you have an appointment open, press Alt+H, B to open the Show As menu.

  2. Press the Up or Down arrow keys to browse the availability options:

    • Free

    • Working Elsewhere

    • Tentative

    • Busy

    • Out of Office

    Press Enter to select an option and close the Show As menu.

  3. To save your changes, press Alt+H, press A, and then press V. The appointment window closes and the focus returns to the calendar.

Schedule a meeting and invite people to it

  1. To create a meeting invitation from anywhere in Outlook 2016 (such as Email, Calendar, or Tasks), press Ctrl+Shift+Q. A Meeting window opens, the focus moves to the To text field in the invitation, and you hear: “To, Editing.” In JAWS, you hear: "To, edit."

  2. To invite people to the meeting, type the person's name and, if you know it, email address.

    Outlook automatically searches your address book for matches. To navigate the suggestions, use the Down arrow key. You hear the names and addresses as you move.

    Tip: To confirm email addresses, you can use the Check Names dialog box to search. To open the Check Names dialog box, press Alt+H to go to the Meeting tab, press the Tab key until you hear "Check Names button," and then press Enter. The focus moves to the first name of the search results and you hear the name. Use the Up or Down arrow keys to move through the list, and then press Enter to select a name and address.

  3. To browse the suggested names, use the Down arrow key. To select a name, press Enter.

  4. Press the Tab key to move to the Subject text field. You hear: "Subject, editing." In JAWS, you hear: "Subject, edit." Then type the subject of the meeting.

  5. Press the Tab key again to move to the Location text field. You hear: "Location editable, edit." In JAWS, you hear: "Location, edit combo." Then type the location.

    Tips: If you’re using a Microsoft Exchange account, you can use the Select Rooms: All Rooms dialog box to check the availability and reserve rooms.

    • To move to the Rooms… button when the focus is in the Location box, press the Tab key. You hear: “Rooms... button.”

    • To open the Select Rooms dialog box, press Enter. The focus moves to the Search box, and you hear “Select Rooms, All Rooms, Search, Editing.” In JAWS, you hear: "Search column, edit."

    • To find an available room in the list, press the Down arrow key to move to the list. You hear the name of the selected room, along with details like the room’s availability and phone number.

    • To navigate the list of rooms, use the Down and Up arrow keys. To reserve the currently selected room for your meeting, press Enter.

    • Press Enter again to return the focus to the invitation. You hear the subject of the meeting, followed by “Rooms… button.”

  6. To specify the duration of the meeting, press the Tab key until you hear "Start date, editing." In JAWS, you hear: "Start date, edit." By default, this field includes the day and date when the meeting invitation was created.

    Tip: You can check when the people that you invite are available before you save or send the meeting invitation. For more info, see Check availability for the people you invite.

    Depending on the meeting length, use one of the following two methods:

    • If the meeting lasts all day, type the date of the meeting, and then press the Tab key until you hear "Unchecked, All day event check box." In JAWS, you hear: "All day event check box, not checked." To select the check box, press Spacebar. You hear: "Checked."

    • If the meeting lasts less than a full day, type the date of the meeting and press Enter. You hear: "Start time." Type the starting time of the meeting, and then press Enter.

      The focus moves to the End time text box, and your hear "End time."

  7. To set the end time of the meeting, type the end time, and then press Enter.

  8. To send the meeting invitation, press Alt+S. The focus moves to the currently active window.

Check availability for the people you invite

After you enter names in a meeting invitation, you can check to see when they are available.

  1. From the Meeting window, press Alt+H, and then press U to open the Scheduling Assistant.. You hear: "All attendees list box." In JAWS, you hear: "List box, all attendees."

  2. Press the Tab key until you hear "Options button," and then press Enter to open the Options drop-down menu. You hear: "Menu." Press the Down arrow key to go through the items until you hear: "AutoPick, collapsed, menu item." In JAWS, you hear: "AutoPick submenu." Then press Enter to open the submenu.

  3. Use the Down arrow key to navigate the submenu. You hear the options as you move, such as "All People and Resources," or "All People and One Resource." To select an option, when you hear the option you want, press Enter.

  4. AutoPick selects the next available time that meets the option you selected. In Narrator, you hear the proposed date and time, and each attendee name and availability status, such as "Anna Lidman, Free." In JAWS, to hear each attendee's availability, browse through the list box of attendees.

  5. Choose one of these options:

    • To accept the time and send the meeting invitation, press Alt+S.

    • To accept the time and return to the invitation form, press Alt+H, P, P. If you want to edit the invitation, use the Tab key to move to through the invitation fields.

    • To return to AutoPick to find a different option, repeat the previous steps. Note that in most cases, the focus remains on the Options button and you can press Enter. Otherwise, press the Tab key until you hear: "Options button."

Make a recurring meeting

If you're scheduling, for example, a weekly meeting, you can easily turn your meeting into a recurring meeting. This way you don't have to add a meeting for every week separately.

  1. In the Meeting invitation window, press Alt+H, and then press E to move to open the Appointment Recurrence dialog box. In Narrator, you hear: “Appointment recurrence. Start, editing.” In JAWS, you hear: “Appointment recurrence. Start column.” You also hear the start time of the meeting.

  2. To move the focus to the Recurrence Pattern group box, in the Appointment Recurrence dialog box, press the Tab key until you hear the currently selected pattern ("Daily," "Weekly," "Monthly," or "Yearly").

  3. To move between and select recurrent patterns, use the arrow keys. You can select one of the following options:

    • Day options

      To select the Daily option, press Alt+D. In Narrator, you hear: “Daily.” In JAWS, you hear: "Recurrence pattern, daily."

      • Every weekday

        Press the Tab key, and then, to move the focus to and select the Every weekday option, press Alt+K. You hear: “Every weekday.”

      • Every few days

        To move the focus to the Every button, press Alt+V. You hear: “Every.” To move the focus to the days text field, press the Tab key. You hear: “Every, editable text.” Type the number of days (for example, to specify that the meeting recurs every two days, type 2), and then press Enter.

    • Week options

      • Weekly

        To select the Weekly option, press Alt+W. In Narrator, you hear: “Weekly.” In JAWS, you hear: "Recurrence pattern, weekly."

      • Every few weeks

        Select the Weekly option. To move the focus to the Recur every text field, press the Tab key. You hear: “Recur every, editable text, week.” Type the number of weeks (for example, to specify that the meeting recurs every three weeks, type 3).

    • Month options

      • Monthly

        To select the Monthly option, press Alt+M. In Narrator, you hear: “Monthly.” In JAWS, you hear: "Recurrence pattern, monthly."

      • Every few months

        Select the Monthly option. To set the recurrence of the meetings, press the Tab key three times. You hear: “Day, editable text, of every, editable text, month.” Type the number of months (for example, to specify that the meeting recurs every three months, type 3).

    • Yearly

      To select the Yearly option, press Alt+Y. In Narrator, you hear: “Yearly.” In JAWS, you hear: "Recurrence pattern, yearly."

    After selecting the recurrence options, to close the Appointment Recurrence dialog box, press the Tab key until you hear "OK button," and then press Enter.

Make a Skype meeting

You can easily turn your meeting into an online Skype meeting.

  1. In the Meeting window, to select the Skype Meeting option and create a Skype meeting link, press Alt+H, O, M.

  2. Outlook adds the online meeting details and the link in the meeting message field.

See also

Use a screen reader to read and reply to a meeting request in Outlook

Use a screen reader to set up your email account in Outlook

Keyboard shortcuts for Outlook

Basic tasks using a screen reader with the calendar in Outlook

Set up your device to work with accessibility in Office 365

Use a screen reader to explore and navigate Outlook Calendar

Use Outlook 2016 for Mac with your keyboard and VoiceOver, the built-in Mac OS screen reader, to schedule appointments or schedule meetings with other people. Check when the people that you invite are available, make the meetings recur, or create Skype meetings in Outlook 2016 for Mac.

Notes: 

In this topic

Schedule a new appointment or meeting

  1. In Outlook, press Control+Option+M. You hear: "Menu bar, Apple." Press the Right arrow key until you hear: "File." Press Control+Option+Spacebar to open the File menu.

  2. To open the New submenu, press the Down arrow key, and then Control+Option+Spacebar.

  3. Do one of the following:

    • To create a new appointment, press the Down arrow key until you hear "Appointment," and then press Enter. A new appointment window opens with the focus in the Subject text field.

    • To create a new meeting, press the Down arrow key until you hear "Meeting," and then press Enter. A new meeting window opens with the focus in the To: text field.

  4. To browse the appointment or meeting options press the Tab key or Shift+Tab.

    • If you are creating a meeting, to invite people, type the contacts in the To: text field.

    • To give the event a name, press the Tab key until you hear "Subject, edit text," and then type a name for the event.

    • To set a location for the meeting, press the Tab key until you hear "Location edit text," and then type the location you want.

    • To set the start and end date, and time for the event, press the Tab key until you hear the default values. To change the values, type new values.

      Tip: To create an all-day event, press the Tab key or Shift+Tab until you hear "All day event, unchecked checkbox," and then press Control+Option+Spacebar.

    • To set the reminder time for the event, press Shift+Tab until you hear "Reminder pop-up button," and then press Control+Option+Spacebar. Press the Down arrow key until you hear the option you want, and then press Control+Option+Spacebar.

    • To add more information about the event, for example, a meeting agenda, press the Tab key until you hear "New line," and then type the details you want.

  5. When you're done adding the event details, do one of the following:

    • If you are creating an appointment, press Shift+Tab until you hear "Save and close button," and then press Control+Option+Spacebar.

    • If you are creating a meeting, press Shift+Tab until you hear "Send button," and then press Control+Option+Spacebar.

  6. The new event window closes and the focus moves to the previous Outlook view.

Let people know your availability

Show others your availability during the time of an event.

  1. In the event window, press the Tab key or Shift+Tab until you hear the current availability status (for example, "Busy") and "Show as, pop-up button," and then press Control+Option+Spacebar.

  2. To select the availability, press the Down arrow key until you hear the availability you want to show. To select, press Control+Option+Spacebar.

Invite others to make a meeting

Invite others to join you and turn an appointment into a meeting.

  1. In the appointment window, press the Tab key or Shift+Tab until you hear "Invite button," and then press Control+Option+Spacebar to make it a meeting.

  2. The focus moves to a newly created To text field, and you can type the contacts you want to invite to the meeting.

  3. When done, to send the invitations, press Shift+Tab until you hear "Send button," and then press Control+Option+Spacebar.

Check availability for the people you invite

After you enter names in a meeting invitation, you can check to see when they are available.

  1. In the meeting window, press the Tab key or Shift+Tab until you hear "Scheduling, unchecked checkbox," and then press Control+Option+Spacebar to open the Scheduling view.

  2. Press the Tab key until you hear "Attendee status table, row 1 of (...), " followed by the name fo the organizer and the attendee status. To browse the invitee status, press the Down arrow key. VoiceOver announces the invitee name and availability as you move.

  3. To return to the Appointment view, press Shift+Tab until you hear "Appointment, unchecked checkbox," and then press Control+Option+Spacebar.

Make a recurring meeting

If you're scheduling, for example, a weekly meeting, you can easily turn your meeting into a recurring meeting. This way you don't have to add a meeting for every week separately.

  1. In the event window, press the Tab key or Shift+Tab until you hear "Recurrence button," and then press Control+Option+Spacebar. A new window opens, where you can select the options for the recurring event, with the focus on the Repeats pop-up button.

  2. To select the frequency of the meeting, press Control+Option+Spacebar, and then press the Up or Down arrow keys until you hear the frequency you want the appointment to recur (Daily, Weekly, Monthly, Yearly). To select, press Control+Option+Spacebar.

  3. To browse other options, press the Tab key or Shift+Tab. When done, press the Tab key until you hear "OK default button," and then press Control+Option+Spacebar.

Make a Skype meeting

You can easily turn your meeting into an online Skype meeting.

  1. In the meeting window, press the Tab key or Shift+Tab until you hear "Online meeting, menu button" or "Skype meeting," and then press Control+Option+Spacebar.

  2. To create a Skype meeting link, press Control+Option+Spacebar.

  3. Outlook adds the online meeting details and the link in the Description field.

See also

Use a screen reader to read and reply to a meeting request in Outlook

Use a screen reader to set up your email account in Outlook

Basic tasks using a screen reader with the calendar in Outlook

Keyboard shortcuts for Outlook for Mac

Set up your device to work with accessibility in Office 365

Use a screen reader to explore and navigate Outlook Calendar

Use Outlook for iOS with VoiceOver, the built-in iOS screen reader, to schedule appointments or meetings with other people.

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 can get new features faster, join the Office Insider program.

  • This topic assumes that you are using the built-in iOS screen reader, VoiceOver. To learn more about using VoiceOver, visit Apple accessibility.

  • This topic assumes that you are using an iPhone. Some navigation and gestures might be different for an iPad.

In this topic

Schedule a new appointment or meeting

  1. Swipe left or right until you hear "Create an event button, and then double-tap the screen. The New Event window opens, the focus is in the Title text field, and the on-screen keyboard is in the bottom half of the screen.

  2. Type a name for the event.

  3. To set the start and end date and time for the event, swipe left until you hear the default values. To change the values, double-tap the screen. Swipe right until you hear the option you want to change, and then swipe up or down until you hear the value you want. To confirm the selection, swipe left until you hear "Done button," and then double-tap the screen.

    Tip: To create an all-day event, swipe left or right until you hear "All-day, switch button, off" and then double-tap the screen.

  4. To set a location for the meeting, swipe right until you hear "Location button," and then double-tap the screen. Start typing the location. The suggested locations list updates as you type. To select a location, swipe right until you hear the location you want, and then double-tap the screen.

  5. To set the alert time for the event, swipe right until you hear "Alert," followed by the current alert value, and then double-tap the screen. Swipe right until you hear the option you want, and then double-tap the screen.

  6. To add more information about the event, for example, a meeting agenda, swipe right until you hear "Description button," and then double-tap the screen. The on-screen keyboard is in the bottom half of the screen. Type the details, and when finished, swipe left until you hear "Done," and then double-tap the screen.

  7. When you're done adding the event details, swipe left or right until you hear "Done button," and then double-tap the screen.

Invite others to make a meeting

Invite others to join you and turn an appointment into a meeting.

  1. When you're editing or creating an event, in the Edit Event or New Event window, swipe right until you hear "People button," and then double-tap the screen.

    Note: To learn how to open and edit calendar events, refer to Open, read, and edit calendar events.

    The People window opens, the focus is on an editable text field, and the on-screen keyboard is in the bottom half of the screen.

  2. Start typing a contact name. The list of suggested contacts is updated as you type. To select a contact, swipe right until you hear the name you want, and then double-tap the screen. Repeat this for all contacts you want to invite.

  3. When you're done, swipe left until you hear "Done," and then double-tap the screen.

Make a recurring meeting

If you're scheduling, for example, a weekly meeting, you can easily turn your meeting into a recurring meeting. This way you don't have to add a meeting for every week separately.

  1. When you're editing or creating an event, in the New Event window, swipe right until you hear "Repeat, None, button," and then double-tap the screen. The Repeat menu opens.

  2. To select the frequency of the meeting, swipe right until you hear the frequency in which you want the meeting to occur. To select, double-tap the screen.

  3. To move the focus moves back to the New Event window, swipe left until you hear "Back button," and then double-tap the screen.

Make a Skype meeting

You can easily turn your meeting into an online Skype meeting.

  1. When you're editing or creating an event, in the Edit Event or New Event window, swipe right until you hear "Skype call, switch button, off" and then double-tap the screen.

  2. To save the changes, swipe left until you hear "Done," and then double-tap the screen.

    Outlook adds the online meeting details and the link in the Description field.

  3. To join a Skype meeting, open the event, and then swipe right until you hear "Join button," and then double-tap the screen.

See also

Use a screen reader to read and reply to a meeting request in Outlook

Use a screen reader to set up your email account in Outlook

Basic tasks using a screen reader with the calendar in Outlook

Set up your device to work with accessibility in Office 365

Use a screen reader to explore and navigate Outlook Calendar

Use Outlook for Android with TalkBack, the built-in Android screen reader, to schedule appointments or meetings with other people.

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 can get new features faster, join the Office Insider program.

  • This topic assumes that you are using the built-in Android screen reader, TalkBack. To learn more about using TalkBack, go to Android accessibility.

  • This topic assumes you are using this app with an Android phone. Some navigation and gestures might be different for an Android tablet.

In this topic

Schedule a new appointment or meeting

Let your screen reader help you schedule an appointment or a meeting.

  1. Swipe left or right until you hear "Add new event button," and then double-tap the screen. The New Event window opens, the focus is on the Title text field, and the on-screen keyboard is in the bottom half of the screen.

  2. Type a name for the event.

  3. To set the start and end date and time for the event, swipe left until you hear the default values. To change the values, double-tap the screen, swipe left or right until you hear the option you want, and then double-tap the screen. To confirm the selection, swipe left or right until you hear "OK button," and then double-tap the screen.

    Tip: To create an all-day event, swipe left or right until you hear "All day event," and then double-tap the screen.

  4. To set a location for the meeting, swipe right until you hear "Location," and then double-tap the screen. To type the name of the location you want to use, double-tap the screen and start typing. The suggested locations list updates as you type. To select a location, swipe right until you hear the location you want, and then double-tap the screen.

  5. If you use multiple calendars, you can specify to which calendar you're adding the new event. Swipe right until you hear "Calendar, <the current calendar account>," and then double-tap the screen. Swipe right until you hear the calendar you want, and then double-tap the screen.

  6. To set the alert time for the event, swipe right until you hear "Alert," followed by the current alert value, and then double-tap the screen. Swipe right until you hear the option you want, and then double-tap the screen.

  7. To add more information about the event, for example, a meeting agenda, swipe right until you hear "Description," and then double-tap the screen. The on-screen keyboard is shown on the bottom half of the screen. Type the details, and when finished, swipe left or right until you hear "Done," and then double-tap the screen.

  8. When you're done adding the event details, swipe left or right until you hear "Save," and then double-tap the screen.

Invite others to make a meeting

Invite others to join you and turn an appointment into a meeting.

  1. When you're editing or creating an event, in the Edit Event or New Event window, swipe right until you hear "People," and then double-tap the screen.

    Note: To learn how to open and edit calendar events, refer to Open, read, and edit calendar events.

    The Add People window opens, the focus is on an editable text field, and the on-screen keyboard is in the bottom half of the screen.

  2. Start typing a contact name. The list of suggested contacts updates as you type. To select a contact, swipe right until you hear the name you want, and then double-tap the screen. Repeat this for all contacts you want to invite.

  3. When you're done, swipe left or right until you hear "Done," and then double-tap the screen.

Make a recurring meeting

If you're scheduling, for example, a weekly meeting, you can easily turn your meeting into a recurring meeting. This way you don't have to add a meeting for every week separately.

  1. When you're creating an event, in the New Event window, swipe right until you hear "Repeat, Never," and then double-tap the screen. The Repeat menu opens.

  2. To select the frequency of the meeting, swipe right until you hear "Frequency, never," double-tap the screen, and then swipe right until you hear the frequency in which you want the meeting to occur. To select, double-tap the screen.

  3. To save the changes, swipe left or right until you hear "Save," and then double-tap the screen. The focus moves back to the New Event window.

Make a Skype meeting

You can easily turn your meeting into an online Skype meeting.

  1. When you're editing or creating an event, in the Edit Event or New Event window, swipe right until you hear "Skype," "Skype meeting," or "Off switch," and then double-tap the screen.

  2. To save the changes, swipe left or right until you hear "Save," and then double-tap the screen.

    Outlook adds the online meeting details and the link in the Description field.

  3. To join a Skype meeting, open the event, and then swipe right until you hear the description and then the Skype meeting URL, and then double-tap the screen.

See also

Use a screen reader to read and reply to a meeting request in Outlook

Use a screen reader to set up your email account in Outlook

Basic tasks using a screen reader with email in Outlook

Set up your device to work with accessibility in Office 365

Use a screen reader to explore and navigate Outlook Calendar

Use Outlook Calendar with Narrator, the built-in Windows screen reader, to schedule appointments or meetings with other people.

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 can get new features faster, join the Office Insider program.

  • This topic assumes that you are using the built-in Windows screen reader, Narrator. To learn more about using Narrator, go to Complete guide to 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.

In this topic

Schedule a new appointment or meeting

Let your screen reader help you schedule an appointment or a meeting.

  1. In any view, swipe up or down on the screen with one finger until you hear "Items," then swipe right or left until you hear "New button," and then double-tap the screen. The new event window opens.

  2. To give the event a name, swipe right until you hear "Event name," double-tap the screen, and then type a name for the event using the on-screen keyboard.

    Tip: You can find the keyboard by exploring the items on the screen. To explore, place a finger on the screen and drag it around. Narrator announces the items as you land on them. To select an item, lift your finger and double-tap the screen.

  3. To set a location for the meeting, swipe right until you hear "Location editable text," double-tap the screen, and then type the location using the on-screen keyboard.

  4. To set the start and end date and time for the event, swipe left until you hear the default date or time. To change the values, double-tap the screen. Swipe right or left until you hear the date or hour you want, and then double-tap the screen to select a value.

    Tip: To create an all-day event, swipe left or right until you hear "Unchecked All-day checkbox," and then double-tap the screen.

  5. To add more information about the event, swipe right until you hear "Event description, editable text," and then double-tap the screen. Then type the extra information using the on-screen keyboard.

  6. If you are creating a meeting, to invite people, swipe right until you hear "Invite someone, editable text," and then double-tap the screen. To add a contact, type the contact using the on-screen keyboard, then swipe right until you hear "Enter," and double-tap the screen.

  7. To set the alert time for the event, swipe right until you hear "More options button collapsed," and then double-tap the screen. Swipe right until you hear "Reminder button," double-tap the screen, and then swipe right or left until you hear the option you want. Double-tap the screen to select.

  8. When you're done adding the event details, do one of the following:

    • If you are creating an appointment, swipe right until you hear "Save and close button," and then double-tap the screen.

    • If you are creating a meeting, press swipe right until you hear "Send button," and then double-tap the screen.

  9. The new event window closes, and the focus moves back to the calendar view.

Let people know your availability

Show others your availability during the time of an event.

  1. In the event window, swipe right or left until you hear "More options button collapsed" and then double-tap the screen. Swipe right until you hear "Show as button," and then double-tap the screen. The Show as menu opens.

  2. To select the availability, swipe right or left until you hear the availability you want to show. To select, double-tap the screen.

Invite others to make a meeting

Invite others to join you and turn an appointment into a meeting.

  1. When you're editing or creating an event, swipe right or left until you hear "Invite someone, editable text," and then double-tap the screen.

    Note: To learn how to open and edit calendar events, refer to Open, read, and edit calendar events.

  2. To add a contact, type the contact using the on-screen keyboard, then swipe right until you hear "Enter," and double-tap the screen. If you want to add more contacts, repeat for other invitees.

  3. To send the invitations, swipe right until you hear "Send button," and then double-tap the screen.

Make a recurring meeting

If you're scheduling, for example, a weekly meeting, you can easily turn your meeting into a recurring meeting. This way you don't have to add a meeting for every week separately.

  1. In the event window, swipe right or left until you hear "More options button collapsed," and then double-tap the screen. Swipe right until you hear "Off, repeat button," and then double-tap the screen. A new tab opens, where you can select the options for the recurring event.

  2. To select the frequency of the meeting, swipe right until you hear "Repeat pattern weekly." If you want a frequency other than Weekly, double-tap the screen, and then swipe right or left until you hear the frequency in which you want the meeting to occur. To select, double-tap the screen.

  3. To browse other options, swipe right or left. Narrator announces the options as you move.

See also

Use a screen reader to read and reply to a meeting request in Outlook

Use a screen reader to set up your email account in Outlook

Basic tasks using a screen reader with the calendar in Outlook

Use a screen reader to explore and navigate Outlook Calendar

Use Outlook Web App with your keyboard and Narrator, the built-in Windows screen reader, to schedule appointments or meetings with other people in Calendar.

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 can get new features faster, join the Office Insider program.

  • For keyboard shortcuts, go to Keyboard shortcuts in Outlook on the web.

  • This topic assumes that you are using the built-in Windows screen reader, Narrator. To learn more about using Narrator, go to Complete guide to Narrator.

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

  • This topic assumes that the Reading pane is off.

  • When you use Outlook Web App, we recommend that you use Microsoft Edge as your web browser. Because Outlook Web App runs in your web browser, the keyboard shortcuts are different from those in the desktop program. For example, you’ll use Ctrl+F6 instead of F6 for jumping in and out of the commands. Also, common shortcuts like F1 (Help) and Ctrl+O (Open) apply to the web browser – not Outlook Web App.

In this topic

Schedule a new appointment or meeting

Let your screen reader help you schedule an appointment or a meeting.

  1. In Outlook, press Ctrl+Shift+2 to open the calendar. You hear "Loaded," followed by the number of events and "Events in one selected calendar."

  2. To create a new event press Ctrl+N. A Details or Set up an appointment window opens with the focus on the event title text field. You hear: "Add a title for the event."

  3. To browse the event options, press the Tab key or Shift+Tab.

    • To name the event, type a name in the event title text field.

    • If you are creating a meeting, press the Tab key. You hear: "Add people, editing." To add a contact, type the contact and press Enter.

    • To set a location for the meeting, press the Tab key until you hear "Add a location or a room, editing," and then type the location you want.

    • To set the start and end date and time for the event, press the Tab key until you hear the default values. To change the date, when on the start or end date, press Spacebar to open the drop-down calendar, then use the arrow keys to browse the drop-down calendar, and press Enter to select. To change the hours, type the new values.

    • To add more information about the event, press the Tab key until you hear "Event body, editing," and then type the details you want.

  4. When you're done, press Shift+Tab until you hear "Send button" (for a meeting) or "Save button" (for an appointment), and then press Spacebar.

  5. The new event window closes, and the focus moves to Calendar.

Invite others to make a meeting

Invite others to join you and turn an appointment into a meeting.

  1. In the Details or Set up an appointment window, press the Tab key or Shift+Tab until you hear: "Add people, editing."

  2. To add a contact, type or paste the email address of an attendee, and then press Enter. Repeat for other attendees.

Check availability for the people you invite

After you enter names in a meeting invitation, Outlook can help you pick a time when every invitee is available.

  1. In the Details or Set up an appointment window, press the Tab key or Shift+Tab until you hear a meeting time suggestion, under Schedule. Narrator announces the suggested meeting time.

  2. To browse for more suggested times, press the Up or Down arrow keys until you hear the suggested time slot you want. Narrator announces the suggested times as you move. To select a time, press Spacebar.

  3. If you cannot find any available time for that particular day, you can check invitee availability for another day. To browse for other days, under Schedule, press the Tab key or Shift+Tab until you hear "Open month picker, button collapsed," and then press Spacebar. Press Shift+Tab until you hear the currently selected day, and then use the arrow keys to browse the days. To select a day, press Enter.

Make a recurring meeting

If you're scheduling, for example, a weekly meeting, you can easily turn your meeting into a recurring meeting. This way you don't have to add a meeting for every week separately.

  1. In the Details or Set up an appointment window, press the Tab key or Shift+Tab until you hear "Repeat, ready-only combo box."

  2. To select the frequency of the meeting, press Spacebar, and then use the Down arrow key until you hear the frequency in which you want the meeting to occur. To select, press Spacebar.

Make a Skype meeting

You can easily turn your meeting into an online Skype meeting.

Note: If you are not an Office 365 subscriber you may not have the option in your Outlook Web App.

  1. In the Details or Set up an appointment window, press the Tab key or Shift+Tab until you hear "Send button."

  2. Press the Right arrow key until you hear: "Add Skype meeting button." To create a Skype meeting, press Spacebar.

  3. Outlook adds the online meeting details and the link in the event body after the invitation is sent.

See also

Use a screen reader to read and reply to a meeting request in Outlook

Use a screen reader to set up your email account in Outlook

Basic tasks using a screen reader with the calendar in Outlook

Keyboard shortcuts in Outlook on the web

Use a screen reader to explore and navigate Outlook Calendar

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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