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

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

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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 read and respond to meeting requests. You can send quick responses straight from the Outlook Inbox message list, or open the request for more options, such as proposing a new meeting time.

Notes: 

In this topic

Reply to a meeting request from the Inbox message list

As meeting requests arrive to your Outlook Inbox folder, you can quickly accept, accept tentatively, or decline the meeting right there without having to open the request itself.

  1. In Outlook, navigate to your Inbox to find the meeting request. You can, for example, press Ctrl+Shift+I to go to your Inbox, and then use the Up and Down arrow keys to place the focus on the meeting request.

    If you want to hear the contents of the meeting request, press F6. The focus moves to the Reading pane. To move through the message, use the arrow keys. To move back to the meeting request in Inbox, press Shift+F6.

  2. Press Shift+F10. The context menu opens, and Narrator announces: “Context menu, menu.” In JAWS you hear: "Menu."To reply to the request, use the following shortcuts:

    • To accept, press C, C, and Enter.

    • To accept tentatively, press N, Enter.

    • To decline, press E.

  3. A Microsoft Outlook dialog opens with the focus on the OK button.

    • To edit the response before sending, press E, Enter. A Meeting Response email message opens, and the focus is in the message text field where you can type your response. When done, press Alt+S to send.

    • To send the response without editing, press S, Enter.

    • To choose not to send a response, press D, Enter.

    The selected action is carried out, the meeting invitation is deleted, and if accepted, the meeting is added to your Calendar.

Open and reply to a meeting request

To access all reply options, such as proposing a new meeting time, open the meeting request.

  1. In Outlook, go to Inbox and navigate to the meeting request. To open inbox, press, for example, Ctrl+Shift+I, and then use the Up and Down arrow keys to navigate the Inbox items. When on the meeting request, press Enter to open it.

  2. The screen reader announces the title of the meeting request. Press Alt+H to go to the Meeting tab.

  3. To accept or decline, use the following shortcuts:

    • To accept, press C.

    • To accept tentatively, press J.

    • To decline, press N.

  4. When you hear “Menu, Edit the response before sending,” use the following shortcut keys to select your response:

    • To edit the response before sending, press E.

    • To send the response without editing, press S.

    • To choose not to send a response, press D.

    The selected action is carried out, the meeting invitation is deleted, and if accepted, the meeting is added to your Calendar.

Propose a new meeting time

  1. With the meeting request open in Outlook, press Alt+H to go to the Meeting tab.

  2. To accept tentatively and propose a new time, press P, T, T.

    To decline and propose a new time, press P, T, D.

  3. A Propose New Time dialog opens. To set the date and time you want to propose, press the Tab key until the screen reader announces the relevant field, such as "Meeting start date" or "Meeting start time," and type the new date or time (for example, "25Oct17" or "1230pm"). When done, press Alt+O.

  4. The dialog closes and a New Time Proposed email message opens. The current meeting time and the new time you are proposing are shown below the message subject field. The focus is in the message body text field where you can type any additional response. When ready to send, press Alt+S. The email is sent, and you return to Inbox.

Check who's invited to a meeting

Once you've accepted a meeting request, you can check who else has been invited.

  1. In Outlook, press Ctrl+2 to go to Calendar.

  2. The focus is on today. To move between the events, press the Tab key or Shift+Tab. When on the meeting you want, press Ctrl+O to open it.

  3. To go to Scheduling Assistant on the Meeting tab, press Alt+H, U.

  4. Narrator announces: "All attendees, <name of the meeting organizer>." In JAWS you hear: "List box, <name of the meeting organizer>." To hear the other invitees, press the Down arrow key.

Keep meeting requests in Inbox

Once accepted or declined, meeting requests are automatically moved to the Deleted Items folder. If you'd like to keep the meeting request emails in your Inbox, you can change the Outlook settings.

  1. In Outlook, press Alt+F, T to open the Outlook Options window.

  2. To go to options for Mail, press M.

  3. Press Alt+D twice. In Narrator you hear: "Send messages, checked, Delete meeting requests and notifications from Inbox after responding, checkbox." In JAWS you hear: "Delete meeting requests and notifications from Inbox after responding, checkbox checked."

  4. To remove the selection, press Spacebar. In Narrator, you hear: "Unchecked." In JAWS you hear: "Not checked." Press Enter to save the setting and close the dialog. You return to Outlook.

See also

Use a screen reader to schedule appointments or meetings 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

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 2016 for Mac with your keyboard and VoiceOver, the built-in Mac OS screen reader, to read and respond to meeting requests. You can open the request for more options, such as proposing a new meeting time.

Notes: 

In this topic

Open and reply to a meeting request

You can easily accept, tentatively accept, or decline an invitation directly from Calendar in Outlook 2016 for Mac. VoiceOver announces new meeting requests when they arrive.

  1. In any calendar view, press the Tab key or Shift+Tab to browse the events for the time period displayed. As you move, VoiceOver announces the events as "<date>, <hours>, <event subject>, <event location>."

    Note: To open Calendar in Outlook, press Command+2.

  2. When on a meeting request you want to open, press Command+O.

  3. To respond to the request, do one of the following:

    • To accept, press Shift+Tab until you hear "Accept menu button," and then press Control+Option+Spacebar.

    • To reject, press Shift+Tab until you hear "Decline menu button," and then press Control+Option+Spacebar.

    • If you are unsure you can attend, press Shift+Tab until you hear "Tentative menu button," and then press Spacebar.

  4. A list of response options opens. Do one of the following:

    • To respond with comments, press the Down arrow key. You hear: "Respond with comments." Then press Control+Option+Spacebar to select. A response window opens with the focus in the comment text field. Type the comments, and then press Command+Enter. The response is sent.

    • To respond without comments, press the Down arrow key until you hear "Respond without comments," and then press Control+Option+Spacebar. The response is sent.

    The focus moves back to Calendar.

Propose a new meeting time

  1. With the meeting request open, press Shift+Tab until you hear "Propose new time, menu button," and then press Control+Option+Spacebar.

  2. Do one of the following:

    • To accept tentatively and propose a new time, press the Down arrow key until you hear "Tentative and propose new time," and then press Control+Option+Spacebar.

    • To decline and propose a new time, press the Down arrow key until you hear "Decline and propose new time," and then press Control+Option+Spacebar.

  3. A dialog opens, with the focus on the start date field. To set the date and time you want to propose, press the Tab key until VoiceOver announces the relevant field, such as "Start time" or "End date," and type the new date or time.

  4. When done, press the Tab key until you hear "Propose new time, default button," and then press Control+Option+Spacebar.

  5. The dialog closes and a New Time Proposed email message opens. The current meeting time and the new time you are proposing are shown below the message subject field. The focus is in the message body text field where you can type any additional response. When ready to send, press Shift+Tab until you hear "Send button," and then press Control+Option+Spacebar. The email is sent, and you return to Calendar.

Check who's invited to a meeting

Once you've accepted a meeting request, you can check who else has been invited.

  1. In any calendar view, press the Tab key or Shift+Tab to browse the events for the time period displayed. As you move, VoiceOver announces the events as "<date>, <hours>, <event subject>, <event location>."

  2. When on a meeting request you want to open, press Command+O.

  3. To go to the Scheduling menu, Shift+Tab until you hear "Scheduling, unchecked check box," and then press Control+Option+Spacebar.

  4. To go to the list of attendees, press the Tab key until you hear: "Attendees, table, row 1 of (...), image, <name of the meeting organizer>."

  5. Press Control+Option+Right arrow key. You hear the name of the meeting organizer. To browse the names of the attendees press Control+Option+Down arrow key. As you move, VoiceOver announces the names for you.

See also

Use a screen reader to schedule appointments or meetings 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 read and respond to meeting requests directly from 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 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.

  1. In any Calendar view, swipe right until you hear the first event for the day. VoiceOver announces the event title, date and time, location, and duration as you move through the events. To browse to other events in the future, swipe up.

  2. To open the meeting request details, double-tap the screen when on the request. The meeting request details opens in a new window.

  3. To browse the meeting details window, swipe right or left. VoiceOver announces the details as you move, including the proposed meeting date and time, location, and names and contacts of the attendees.

  4. To respond to the invitation, in the event details window, swipe right or left until you hear "RSVP button," and then double-tap the screen. A list of response options opens.

  5. Swipe right or left until you hear the option you want (Accept, Tentative, or Decline), and then double-tap the screen.

  6. To change your response, in the meeting details window, swipe right or left until you hear "Edit RSVP button," and then double-tap the screen. Swipe to the new option, and then double-tap the screen.

  7. To go back to Calendar, swipe left until you hear "Back button," and then double-tap the screen.

See also

Use a screen reader to schedule appointments or meetings 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 read and respond to meeting requests directly from 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 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.

  1. In Calendar, to browse to events in the future, such as meeting requests, swipe right. TalkBack announces the date and time, event title, and location, as you move through the events.

  2. To open the meeting request details, double-tap the screen when on the request. The meeting request details opens in a new window.

  3. To browse the meeting details window, swipe right or left. TalkBack announces the details as you move, including the proposed meeting date and time, location, and names and contacts of the attendees.

  4. To respond to the invitation, in the event details window, swipe right or left until you hear "RSVP button," and then double-tap the screen. A list of response options opens.

  5. Swipe right or left until you hear the option you want (Accept, Tentative, or Decline), and then double-tap the screen.

  6. To change your response, in the meeting details window, swipe right or left until you hear "Edit RSVP button," and then double-tap the screen. Swipe to the new option, and then double-tap the screen.

  7. To go back to Calendar, swipe left until you hear "Back button," and then double-tap the screen.

See also

Use a screen reader to schedule appointments or meetings 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 read and respond to meeting requests.

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. In the Agenda view, swipe up or down on the screen with one finger until you hear "Items," and then swipe right or left until you hear the first event. To browse to other events in the future, such as meeting as requests, swipe right. Narrator announces the event title, date and time, location, and organizer as you move through the events.

  2. To open the meeting request details, double-tap the screen when on the request. The meeting request details opens in a new window.

  3. To browse the meeting details window, swipe right or left. Narrator announces the details as you move, including the proposed meeting date and time, location, and names and contacts of the attendees.

  4. To respond to the invitation, do one of the following:

    • To accept, swipe right until you hear "Accept button collapsed," and then double-tap the screen.

    • To reject, swipe right until you hear "Decline button collapsed," and then double-tap the screen.

    • If you are unsure you can attend, swipe right until you hear "Tentative button collapsed," and then double-tap the screen.

  5. To send the response, swipe right until you hear "Send the response now," and then double-tap the screen.

  6. The response is sent, the event window closes, and the focus moves to the Agenda view.

See also

Use a screen reader to schedule appointments or meetings 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 with Narrator, the built-in Windows screen reader, to read and respond to meeting requests 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 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.

  • 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.

  1. In any Calendar view, press the Tab key or Shift+Tab to browse the events for the time period displayed. As you move, Narrator announces the events as "Event from <date>, <hours>, <event title>, <event location>, <organizer>."

    Note: To open Calendar in Outlook Web App, press Ctrl+Shift+2.

  2. To open the meeting request details, press Enter when on the request. The Details window opens.

  3. To browse the details and options, press the Tab key. Narrator announces the details and options as you move, including the proposed meeting date and time, location, and names and contacts of the attendees.

  4. To respond to the invitation, do one of the following:

    • To accept, press Shift+Tab until you hear "Accept button collapsed," and then press Spacebar. Press the Down arrow key until you hear "Send the response now" and press Spacebar.

    • To reject, press Shift+Tab until you hear "Accept button collapsed," and then press the Down arrow key until you hear: "Decline." Press Spacebar to select. Then press the Down arrow key until you hear "Send the response now" and press Spacebar.

    • If you are unsure you can attend, press Shift+Tab until you hear "Accept button collapsed," and then press the Down arrow key until you hear: "Tentative." Press Spacebar to select. Press the Down arrow key until you hear "Send the response now," and then press Spacebar.

    • To send a more detailed response, press Shift+Tab until you hear "Accept button collapsed," and then press the Down arrow key until you hear: "Button collapsed, reply (all)." Press Spacebar to select. A reply window opens with the focus in the message body text field. Type the message you would like to send, then press the Tab key until you hear "Send button" and press Spacebar.

  5. The response is sent, and the focus moves back to Calendar.

See also

Use a screen reader to schedule appointments or meetings 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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