Use a screen reader to set up your email account 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.

Use Outlook 2016 with your keyboard and Narrator, the built-in Windows screen reader to set up your email accounts. Along with your primary email account, you can also set up any additional email accounts you use, such as Office 365, Gmail, Yahoo!, and your work or school account, and then set your favorite as the default account.

Notes: 

In this topic

Set up your first email account automatically

When you launch Outlook for the first time, the Auto Account Wizard opens. With just your email address and password, you can quickly set up most accounts.

  1. Start Outlook, and when the Auto Account Wizard opens, press the Tab key, until you reach the Next button and press Enter. Press the Tab key to move from Next to Add Account button, and press Enter.

    Tip: If the wizard doesn't open, open the Account Information page by pressing Alt+F and then the Tab key. Then, to open the Auto Account Wizard, press the Tab key until you reach the Add Account button and press Enter.

  2. In the Add Account dialog box, tab to the Your Name box and type your name.

  3. Press the Tab key until you reach the E-mail Address box, and type your email address.

  4. Press the Tab until you reach the Password box, and type your email password.

  5. Press the Tab key again to go to Retype your password. Retype your password.

  6. Press the Tab key until you reach he Next button, and press Enter.

    The wizard now does all the required steps to set up your email account in Outlook. This can take several minutes.

    Note: If the Windows Security dialog box opens in the Password box, type your email password and press Enter. This dialog box does not open if your computer is connected to a domain for an organization that uses Exchange Server.

  7. After Outlook adds your account, you hear "Your email account was successfully configured."

    Note: If you have another account to add to Outlook, press the Tab key until you reach the Add another account button and enter the pertinent information, as in steps 2–7 above. Repeat this for any Outlook.com, Gmail, or other accounts you have.

  8. Press the Tab key until you reach the Finish button, and press Enter.

    Notes: You can also get help by contacting the Microsoft Disability Answer Desk. Support techs at the Disability Answer Desk are trained to use screen readers and other assistive technologies.

    • If your account is not automatically set up, you may be prompted to try again using an unencrypted connection to the mail server. If that doesn't work, manually set up your account.

    • If you upgrade to Outlook 2016 from an earlier version and you receive error messages about not being able to sign in to or start Outlook, it's because the Exchange AutoDiscover Service isn't configured or isn't working correctly. For solutions, search for "error messages in Outlook 2016" on https://support.office.com.

Set a default email account

If you've added several email accounts in Outlook, you can set the one that you use the most as your default account. Your outgoing emails are sent using the default account.

  1. In the Outlook main window, press Alt+F, I. S. You hear "Account settings."

  2. Press Enter. The Account Settings dialog opens.

  3. Press the Tab key until you hear "Table," followed by the number of rows in the table. The focus is on the first item in the list of email accounts that have been added in Outlook.

  4. Press the Up or Down arrow key until you hear the name of the account you want.

  5. To set the account as the default, press Alt+D.

  6. To close the dialog, press Alt+C.

See also

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

Use a screen reader to schedule a meeting in Outlook

Keyboard shortcuts for Outlook

Basic tasks using a screen reader with email in Outlook

Basic tasks using a screen reader with the calendar in Outlook

Set up your device to work with accessibility in Office 365

Learn how to navigate in Outlook using accessibility features

Use VoiceOver, the built-in Mac OS screen reader, to set up email accounts in Outlook for Mac. You can add several accounts to stay connected with your work, family, and friends, and then set your favorite as the default account.

Outlook supports most types of email service. You can add any of the following Microsoft accounts: Exchange, Office 365, Outlook.com, Hotmail, Live.com, and MSN.com. You can also add any of the following accounts: Gmail, Yahoo! Mail, iCloud, or an account with a POP or IMAP server.

Notes: 

In this topic

Set up your email account automatically

With VoiceOver, you can quickly set up your first account in Outlook for Mac to get going. The first account can be any supported account type. Since all email accounts are different, the instructions below provide general guidelines for setting up an account when you open Outlook for the first time.

  1. Open Outlook for Mac. The Set Up Your Email dialog appears with the focus in the email text field. You hear: "Please enter your email address."

  2. Type the address of the email account that you want to add to Outlook, and then press Enter.

  3. If prompted, press the Tab key to browse the email providers. VoiceOver announces the providers as you move. To select the provider of your account, press Spacebar.

    Note: If you are using an account from your organization, the sign-in steps may be slightly different.

  4. The focus moves to the password text field. You hear: "Password, secure edit text." Type your password, and press Enter. The account is added to Outlook, and you hear: "Account added successfully. Add another account, default button."

  5. If you want to add another account, press Spacebar. The focus moves to the email text field. Repeat the steps from 2 to 4 to add the account.

  6. If you don't want to add any other account, after your account was successfully added, press the Tab key. You hear: "Done, button." Press Spacebar. The dialog closes and the focus moves to the message list of your Inbox.

Set a default email account

If you've added several email accounts in Outlook, you can set the one that you use the most as your default account. Your outgoing emails are sent using the default account.

  1. In the Outlook main view, press Option+Control+M. You hear: "Menu bar, Apple."

  2. Press the Right arrow key, until you hear "Tools", and then press the Down arrow key until you hear "Accounts, ellipses." To select, press Spacebar. The Accounts window opens.

  3. Press the Tab key until you hear "Table," followed by the first item in the table of added email accounts.

  4. Press the Down arrow key until you hear the account you want to set as the default.

  5. Press the Tab key until you hear "Set default account, menu button."

  6. Press the Down arrow key until you hear "Set as default," and then press Spacebar.

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 the calendar 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 VoiceOver, the built-in iOS screen reader, to set up email accounts in Outlook for iOS. You can add several accounts to stay connected with your work, family, and friends, and then set your favorite as the default account. You can add storage accounts, too, such as OneDrive or Dropbox and work efficiently with your files directly from Outlook.

Outlook supports most types of email service. You can add any of the following Microsoft accounts: Exchange, Office 365, Outlook.com, Hotmail, Live.com, and MSN.com. You can also add any of the following accounts: Gmail, Yahoo! Mail, iCloud, or an account with a POP or IMAP server.

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 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

Start the Outlook app for the first time

With VoiceOver, you can quickly set up your first account in Outlook to get going. The first account can be any supported account type. Since all email accounts are different, the instructions below provide general guidelines for setting up an account when you open Outlook for the first time.

  1. Open Outlook app. A startup screen appears. Swipe right until you hear "Get Started button," and then double-tap the screen.

  2. You hear: "Be notified." You're prompted to select whether to receive notifications on important emails and calendar events. Swipe right until you hear the option you want, and then double-tap the screen.

    If you hear further alerts about the notifications, swipe left or right until you hear the option you want, and then double-tap the screen.

  3. You hear: "Add account, heading." Swipe right until you hear "Email address, text field," and then double-tap the screen.

  4. The on-screen keyboard pops up. Type the address of the email account that you want to add to Outlook.

  5. Swipe right until you hear "Add account button," and then double-tap the screen.

  6. If prompted, swipe left or right until you hear the account you want to add, and then double-tap the screen.

  7. You hear: "Password, secure text field." Double-tap the screen, and then type your password.

  8. Swipe left or right until you hear "Sign-in, button," and then double-tap the screen. You hear: "Done." The focus moves to the Inbox.

Add additional email accounts after the first set-up

You can easily add additional email accounts after the initial email setup. The subsequent account can be any supported account type. Since all email accounts are different, the instructions below provide general guidelines for setting up an additional email account.

  1. In the Inbox, swipe right until you hear "Settings, tab," and then double-tap the screen.

  2. Swipe left or right until you hear "Add account button," and then double-tap the screen.

  3. You hear: "Add email account button." Double-tap the screen.

  4. You hear: "Text field, is editing, Email address." The on-screen keyboard pops out. Type the email address that you want to add.

  5. Swipe left or right until you hear "Add account button," and then double-tap the screen.

  6. Swipe right until you hear the email type you want to add, for example, "Outlook.com," and then double-tap the screen.

  7. You hear: "Password, secure text field." Double-tap the screen, and then type your password.

  8. When you're done, swipe left or right until you hear "Sign in button," and then double-tap the screen. You hear: "Done."

Set a default email account

If you've added several email accounts in Outlook, you can set the one that you use the most as your default account. Your outgoing emails are sent using the default account.

  1. In the messages list, swipe left until you hear "Show navigation pane, button," and then double-tap the screen.

  2. In the Navigation pane, swipe left or right until you hear "Settings, button," and then double-tap the screen.

  3. In Settings window, swipe left or right until you hear "Default," followed by the name of the current default account. Double-tap the screen.

  4. To change the default account, swipe right until you hear the name of the account you want, and then double-tap the screen. The default account is changed and the focus moves to the Close button in the Settings window.

  5. To close the window, double-tap the screen. The focus returns to the messages list.

Add a storage account

You can add a storage account such as OneDrive, OneDrive for Business, Dropbox, Box, or Google Drive to Outlook. The files from the storage account will appear in the Files list in Outlook, and you can access them directly from Outlook.

  1. In the Inbox, swipe right until you hear "Settings, tab," and then double-tap the screen.

  2. Swipe left or right until you hear "Add account button," and then double-tap the screen.

  3. You hear: "Add email account button." Swipe right. You hear: "Add storage account." Double-tap the screen.

  4. Swipe right until you hear the storage type you want to add, for example, OneDrive, and then double-tap the screen.

  5. The sign-in window for the selected account opens and prompts you to enter the account sign-in info. The sign-in procedure depends on the account you selected.

    Swipe left or right until you hear the editable text fields for the required email address or password, which may or may not be entered in the same window.

  6. In a text field, double-tap the screen, and the on-screen keyboard pops up. Type your email address or password.

  7. To move to a possible next step in the procedure, swipe left or right until you hear "Next button," and then double-tap the screen.

  8. When you've finished entering your credentials, swipe left or right until you hear "Sign in button," and then double-tap the screen.

    Depending on the account, you might be asked to provide more information, such as sign in to Office 365 or your organization network.

  9. When you're done, swipe left or right until you hear "Sign in button," and then double-tap the screen. You hear: "Done."

  10. To access your storage account from Outlook, in the Inbox, swipe right until you hear "Files, tab," and then double-tap the screen.

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

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 Android with TalkBack, the built-in Android screen reader, to set up Outlook email accounts. You can add several accounts to stay connected with your work, family, and friends, and then set your favorite as the default account. You can also add storage accounts, too, such as OneDrive or Dropbox and work efficiently with your files directly from Outlook.

Outlook supports most types of email service. You can add any of the following Microsoft accounts: Exchange, Office 365, Outlook.com, Hotmail, Live.com, and MSN.com. You can also add any of the following accounts: Gmail, Yahoo! Mail, iCloud, or an account with a POP or IMAP server.

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 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

Set up your first account

With TalkBack, you can quickly set up your first account in Outlook to get going. The first account can be any supported account type. Since all email accounts are different, the instructions below provide general guidelines for setting up an account when you open Outlook for the first time.

  1. Open Outlook. The startup screen opens. Swipe right until you hear "Get Started button," and then double-tap the screen.

  2. You hear: "Add account." The focus is on the email address text field. The on-screen keyboard pops out. Type the email address of the account you want to add.

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

  4. Depending on the account you're adding, you may need to give your password or accept your email service provider's terms of use before you can continue. Swipe left or right to browse the dialogs and move to buttons. To activate the on-screen keyboard and type your password, you may need to double-tap the screen.

  5. Swipe right until you hear "Sign in button," and then double-tap the screen. You hear: "Outlook, Account added."

  6. To go to the Inbox of your primary account, swipe right until you hear "Skip button," and then double-tap the screen.

Add an additional email account

You can easily add additional email accounts after the initial email setup. The subsequent account can be any supported account type. Since all email accounts are different, the instructions below provide general guidelines for setting up an additional email account.

  1. In Inbox, swipe left or right until you hear "Settings," and then double-tap the screen.

  2. Swipe right until you hear "Add account," and then double-tap the screen.

  3. Swipe right until you hear "Add an email account, in list two items," and then double-tap the screen.

  4. The focus is on the email address text field. The on-screen keyboard pops out. Type the email address of the account you want to add.

  5. Swipe right until you hear "Continue button," and then double-tap the screen.

  6. Depending on the account you're adding, you may need to give your password or accept your email service provider's terms of use before you can continue. Swipe left or right to browse the dialogs and move to buttons. To activate the on-screen keyboard and type your password, you may need to double-tap the screen.

  7. Swipe right until you hear "Sign in button," and then double-tap the screen. The focus returns to the Settings menu.

Set a default email account

If you've added several email accounts in Outlook, you can set the one that you use the most as your default account. Your outgoing emails are sent using the default account.

  1. In the messages list, swipe left or right until you hear "Settings," and then double-tap the screen.

  2. Swipe right until you hear "Change your default Sent from mail," followed by the name of the current default account. To select, double-tap the screen.

  3. A list of the email accounts added in Outlook opens. Swipe left or right until you hear the account you want, and then double-tap the screen. The default account is changed and the focus returns to the Settings window.

Add a file storage account

You can add a storage account such as OneDrive, OneDrive for Business, Dropbox, or Box to Outlook. The files from the storage account will appear in the Files list in Outlook, and you can access them directly from Outlook.

  1. In Inbox, swipe left or right until you hear "Settings," and then double-tap the screen.

  2. Swipe right until you hear "Add account," and then double-tap the screen.

  3. Swipe right until you hear "Add a storage account," and then double-tap the screen. You hear: "Choose account type."

  4. Swipe right until you hear the storage account type you want, and then double-tap the screen.

  5. The account-specific sign-in window opens. Type your account user name. You may need to type the password in another window. Swipe left or right to browse the dialogs and move to buttons. To activate the on-screen keyboard and type your password, you may need to double-tap the screen.

  6. Swipe right until you hear "Sign in button," and then double-tap the screen. The focus returns to the Settings menu.

  7. To access your storage account from Outlook, in Inbox, swipe right until you hear "Selected, Files," and then double-tap the screen.

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

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 Narrator, the built-in Windows screen reader, to set up your accounts in Outlook Mail. You can add several accounts to stay connected with your work, family, and friends.

Outlook Mail supports most types of email service. You can add any of the following Microsoft accounts: Exchange, Office 365, Outlook.com, Hotmail, Live.com, and MSN.com. You can also add any of the following third party accounts: Gmail, Yahoo! Mail, iCloud, or an account with a POP or IMAP server.

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.

In this topic

Set up your first account

With Narrator you can quickly set up your first account in Outlook Mail to get going. The first account can be any supported account type. Since all email accounts are different, the instructions below provide general guidelines for setting up an account when you open Outlook Mail for the first time.

For detailed instructions on how to set up a Microsoft account as your first account, refer to Set up a Microsoft account as your first account.

  1. Open Outlook Mail. The Welcome window opens. You hear: "Outlook Mail window."

  2. Swipe right until you hear "Get started button," and then double-tap the screen. You hear: "Add account button."

  3. Double-tap the screen. You hear: "Email and accounts window." The Choose an account dialog opens.

  4. The sign-in window for the selected account opens and prompts you to enter the account sign-in info. The sign-in procedure depends on the account you selected.

    Swipe left or right until you hear the editable text fields for the required email address or password, which may or may not be entered in the same window.

  5. On a text field, double-tap the screen, and the on-screen keyboard pops out. Type your email address or password.

  6. To move to a possible next step in the procedure, swipe left or right until you hear "Next button," and then double-tap the screen.

  7. When you've finished entering your credentials, swipe left or right until you hear "Sign in button," and then double-tap the screen.

    Depending on the account, you might be asked to provide more information, such as sign in to Office 365 or your organization network.

  8. After a successful setup, you hear the account details and "Done button." Double-tap the screen.

  9. You return to the Welcome window. You hear: "Ready to go, button." Double-tap the screen. The focus moves to the new Inbox.

Set up a Microsoft account as your first account

Use Narrator to easily set up a Microsoft account as your first account.

  1. Open Outlook Mail. You hear: "Outlook Mail window." The Welcome window opens.

    Note: If you've signed in to your Windows phone using your Microsoft account, swipe right until you hear "Ready to go, button," and then double-tap the screen. You're all set, and the focus moves straight to the Inbox.

  2. Swipe right until you hear "Get started button," and then double-tap the screen. You hear: "Add account button."

  3. Double-tap the screen. You hear: "Email and accounts window."

  4. Swipe right until you hear the Microsoft account type you want, for example, "Outlook.com," and then double-tap the screen. You hear: "Email and accounts window."

  5. Swipe left until you hear "Email, phone, or Skype, editable text," and then double-tap the screen. The on-screen keyboard pops out.

  6. Type your Microsoft account email address.

  7. Swipe left or right until you hear "Password, editable text," and then double-tap the screen.

  8. Type the password for the account.

  9. Swipe left or right until you hear "Sign in button," and then double-tap the screen.

  10. You hear: "Next button." Double-tap the screen.

  11. You hear the account details followed by "Done button." Double-tap the screen.

  12. You hear: "Ready to go, button." Double-tap the screen. The focus moves to the Microsoft account Inbox.

Add an additional account after the first set-up

You can easily add additional email accounts after the initial email setup. The subsequent account can be any supported account type. Since all email accounts are different, the instructions below provide general guidelines for setting up an additional email account.

For instructions on how to set up a Gmail account after the first set-up, refer to Add a Gmail account after the first set-up.

  1. In the Outlook Mail Inbox, swipe right until you hear "More options, button collapsed," and then double-tap the screen. You hear: "More options, pop-up, custom."

  2. Swipe right until you hear "Manage accounts, button," and then double-tap the screen.

  3. Swipe right until you hear "Add account, button," and then double-tap the screen. The Choose an account window opens.

  4. Swipe right until you hear the account you want to add, and then double-tap the screen. Follow the account set up flow on the screen and the general setup instructions described in Set up your first account from step 5 onwards.

Add a Gmail account after the first set-up

  1. Swipe right until you hear "Google," and then double-tap the screen. You hear: "Authentication page." The Google sign-in window opens.

  2. Swipe right until you hear "Enter your email, editable text," and then double-tap the screen. The on-screen keyboard pops out.

  3. Type your Gmail address.

  4. Swipe left or right until you hear "Next button," and then double-tap the screen.

  5. Swipe right until you hear "Password, editable text," and then double-tap the screen. The on-screen keyboard pops out.

  6. Type your password.

  7. Swipe right until you hear "Sign in, button," and then double-tap the screen.

  8. You are prompted to allow Windows to access your email and settings info from Google. Swipe right until you hear "Allow, button" and then double-tap the screen. If you're prompted about which name to use to send emails, type your name.

  9. After a successful setup, you hear: "Done button." Double-tap the screen. The focus returns to the account list.

  10. To return to Inbox, slide one finger at the bottom of the screen until you hear "Navigation bar, Back button collapsed," and then double-tap the screen.

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

Basic tasks using a screen reader with email in Outlook

Learn how to navigate in Outlook using accessible features

Use Narrator, the built-in Windows screen reader, to set up your account in Outlook on the web.

You can login to any of the following Microsoft accounts: Exchange, Office 365, Outlook.com, Hotmail, Live.com, and MSN.com.

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?.

  • 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 Get started with 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.

  • When you use Outlook on the web, we recommend that you use Microsoft Edge as your web browser. Because Outlook on the web 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 on the web.

Sign in to Outlook

If you're signing in with an Outlook.com, Hotmail, Live, or MSN email account:

  1. Using a web browser, go to the Outlook.com sign-in page.

  2. Press the Tab key until you hear "Sign-in button," and then press Enter. The focus moves to the Email, phone, or Skype text field.

  3. Type your email address, phone number, or Skype name, and then press Enter. A new page opens, the focus moves to the Password text field, and you hear: "Password."

  4. Type your password, and press Enter.

  5. Outlook opens, with the focus on the message list from your Inbox.

If you're signing in to your work or school account in Office 365:

  1. Using a web browser, go to the Office 365 sign-in page.

  2. Do one of the following:

    • If you are signing in for the first time, type the email address, and then press the Tab key.

    • If you have previously signed in to an account, and you want to sign in to it, press the Tab key until you hear the account, and then press Enter.

    • To log in to a new account, press the Tab key until you hear: "Use another account, link," and then press Enter. The focus moves to the email text field, then type the email address, and press the Tab key.

  3. If required, the focus moves to the password text field. Type your password and press Enter.

  4. Your Office 365 opens. To go to Outlook on the web, press the Tab key until you hear "Go to your email, link," and then press Enter.

  5. Outlook opens in a new window, with the focus on the message list from your Inbox.

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

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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