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 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.

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

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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