Use a screen reader to schedule a meeting in Outlook 2016

Use a screen reader to schedule a meeting in Outlook 2016

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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 your keyboard and Narrator, the built-in Windows screen reader, to schedule meetings with other people, check to see 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: 

In this topic

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 it a recurring meeting

  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.

See also

Use a screen reader to read and reply to a meeting request in Outlook 2016

Keyboard shortcuts for Outlook

Keyboard shortcuts for navigating mail 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 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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