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

Use a screen reader to format text in your email 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 Mail with Narrator, the built-in Windows screen reader, to add or edit text in your email message. You can change the font and font size, and use headings to improve readability of your message.

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

Add text to a new email message

  1. When composing an email message, swipe right repeatedly to go to the message body. When the focus moves to the message body, you hear: "Message, editable text."

    Note: To learn how to start composing an email in Outlook Mail, refer to Create and send email.

  2. Double-tap the screen, and start typing using the on-screen keyboard. To go to the keyboard, swipe right until you hear a keyboard element.

Edit text in an email message

  1. When composing an email message, move the focus to the message body text and locate the piece of text you want to edit. You can, for example, swipe up until you hear the navigation mode that's most suitable for your purpose, such as "Words" or "Lines."

  2. Swipe left or right until you hear the piece of text you want to edit or continue composing.

  3. Use the on-screen keyboard to edit the text.

Change the font

  1. When composing an email message, swipe right until you reach the message body. You hear: "Message, editable text." Double-tap the screen.

  2. Swipe right until you hear: "More options, button." Double-tap the screen.

  3. Swipe right until you hear: "Format button collapsed." Double-tap the screen.

  4. The Format menu opens. The focus is on the current font selection. Double-tap the screen to open the Font menu.

  5. Swipe right or left to move through the options. Narrator announces them as you move.

  6. When on a font you want to use, double-tap the screen.

Change the font size

  1. When composing an email message, swipe right until you reach the message body. Narrator announces: "Message, editable text." Double-tap the screen.

  2. Swipe right until you hear: "More options, button." Double-tap the screen.

  3. Swipe right until you hear: "Format, button collapsed." Double-tap the screen.

  4. The Format menu opens. Swipe right. Narrator announces: "Font size button." Double-tap the screen.

  5. Swipe left or right to move through the options. Narrator announces them as you move.

  6. When on a font size you want to use, double-tap the screen.

Apply bold, italic, or underline

  1. When composing an email message, swipe right until you reach the message body. Narrator announces: "Message, editable text." Double-tap the screen.

  2. Swipe right until you hear: "More options, button." Double-tap the screen.

  3. Swipe right until you hear: "Format button collapsed." Double-tap the screen.

  4. The Format menu opens. Swipe right until you hear the formatting you want to use. Double-tap the screen.

  5. To go back to the message, swipe right. You hear: "Navigation bar, back button." Double-tap the screen to select.

    The focus moves back to the message body. Double-tap the screen and then type the text using the on-screen keyboard.

Add headings

  1. When composing an email message, swipe right until you reach the message body. You hear: "Message, editable text." Double-tap the screen.

  2. Swipe right until you hear: "More options, button." Double-tap the screen.

  3. Swipe right until you hear: "Format button collapsed." Double-tap the screen.

  4. The Format menu opens. Swipe right until you hear: "Styles button." Double-tap the screen.

  5. Swipe left or right to move through the options. Narrator announces them as you move.

  6. When on a heading style you want to use, double-tap the screen.

  7. To go back to the message, swipe right. You hear: "Navigation bar, back button." Double-tap the screen to select.

    The focus moves back to the message body. Double-tap the screen and then type the heading using the on-screen keyboard.

See also

Use a screen reader to check spelling and grammar in Word

Basic tasks using a screen reader with email in Outlook

Use a screen reader to explore and navigate Outlook Mail

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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