Use a screen reader to manage your calendar and events in Outlook for Android

Use a screen reader to manage your calendar and events in Outlook for Android

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 TalkBack, the built-in Android screen reader, to schedule calendar events and get reminders on your Android phone when using Outlook for Android.

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

Start the Outlook for Android app

  1. Open Outlook for Android.

  2. By default, the Outlook app opens to your email Inbox. To go to the calendar, swipe left until you hear “Calendar,” and double-tap the screen.

Use the calendar view

In the calendar view of Outlook, the top row contains, from left to right, the Open Navigation Drawer button, the current month's Day Picker button, and the Switch Away from the current view button.

To change between the views in the calendar, swipe right or left to move the focus to the Switch Away button and double-tap the screen. A menu opens. Swipe right to move between the three options in the menu. To select an option, double-tap the screen. The options are:

  • The Agenda view, where the top of the view contains a calendar view with two weeks of the current month, and below that the upcoming agenda items starting with the date selected in the calendar view above.

  • The Day view shows two weeks of the current month at the top of the view (just like in the Agenda view), with the selected day's events below on an hourly timeline.

  • The 3 Day view presents three days in a table-like view where the days are set as columns and the timeline of hours is set as rows. The events are placed on the timeline as scheduled.

At the bottom of the screen, there is a menu bar with the following four commands:

  • Mail goes to your email.

  • Calendar goes to the calendar.

  • Files goes to the Files view, where you can browse files from your email accounts, those stored on OneDrive, and more.

  • People goes to the People view, which shows your contacts.

Just above the People command in the calendar view there is the Add New Event button.

Navigate in the calendar

When you open the calendar, the focus is on today's date by default.

To pick another day or month, swipe left or right to move the focus to the Day Picker button (you hear the month and the year, for example, “September 2016, Day Picker expand button”) and double-tap the screen. The calendar for the current month opens in full.

  • To go to another date, swipe right or left until you hear the date you want. To move the focus to the selected date, double-tap the screen.

  • To go to previous month, swipe down with two fingers.

  • To go to next month, swipe up with two fingers.

  • To collapse the full-month view, place your finger on the screen and drag it slowly to the Day Picker button at the top of the screen. When you hear the month and the year, the focus is on the button. Lift your finger and double-tap the screen.

Swipe with two fingers to scroll back or forward between the days in the calendar:

  • In the Agenda view, swipe down with two fingers to move to previous days. To move to later days, swipe up with two fingers.

  • In the Day or 3 Day view, swipe right with two fingers to move to previous days. To move to later days, swipe left with two fingers.

Schedule an event

  1. In Outlook Calendar, swipe left or right until you reach the Add New Event button near the bottom-right corner of the screen, and double-tap the screen.

  2. The New Event view opens with the focus in the Title text field. Use the on-screen keyboard to type a title for the event. When done, swipe right.

  3. The focus moves to the People field. To invite people to the event, double-tap the screen. The Add People view opens. Type the email address of the person you want to invite.

    Tip: While you type, Outlook searches for and displays matching names from your contacts. To hear the suggested contacts, swipe right until you hear the contact you want, and double-tap the screen to select.

    When done, swipe left until you hear "Done," and double-tap the screen.

  4. Set the date and times for the event.

    1. To create an all-day event, swipe right until you hear "All Day Event," and double-tap the screen to toggle the switch on.

    2. To create an event for a specific day and time period, swipe right until you hear “Starts on” and the suggested date. Double-tap the screen. The calendar pop-up window opens.

    3. Swipe right or left to navigate through the calendar until you hear the date you want, and double-tap.

    4. Swipe right repeatedly to move the focus to the OK button in the bottom-right corner of the window and double-tap the screen.

    5. To set the start time, swipe right repeatedly until you reach the start date you just selected. Swipe right once more to move the focus to the start time. TalkBack announces the suggested time. If you want to change it, double-tap the screen. The clock pop-up window opens with the focus on the hour.

    6. Swipe right until you hear "<current suggested hour>, double-tap to select hours," and double-tap the screen. Swipe right repeatedly until you hear the hour you want to set as the start time and double-tap the screen.

    7. Swipe right repeatedly until you hear "<current suggested minutes>, double-tap to select minutes," and double-tap the screen. Swipe right repeatedly until you hear the minutes you want to set as the start time and double-tap the screen.

    8. Swipe right repeatedly until you hear "OK, button," and double-tap the screen. The clock pop-up window closes and you return to the Title field in the New Event view.

    9. To set the end date, swipe right repeatedly until you hear "Ends on" and the suggested date. If you want to change it, double-tap the screen to open the calendar pop-up window. Swipe right to navigate forward in the calendar, and double-tap the screen when on the date you want. Swipe right repeatedly until you hear "OK button," and double-tap the screen to select.

    10. Swipe right until you hear the suggested end time. To change the time, double-tap the screen. The clock pop-up windows opens. To set the end time, follow the instructions above for setting the start time (steps through f–h).

  5. To set a location for the meeting, swipe right until you hear "Location, Location" and double-tap the screen. The Location view opens. Double-tap the screen and start typing. Outlook suggests matching locations. Swipe right to move through the list of suggestions, and double-tap the screen to select one. The Location view closes and you return to the New Event view.

  6. To add a Skype meeting link to your event, swipe right until you hear "Skype, Skype," and double-tap the screen. TalkBack announces: "On."

  7. If you use multiple calendars, you can specify which calendar should contain the new event. Swipe right until you hear: "Calendar, Calendar, <the current calendar>." To change the calendar, double-tap the screen. Swipe right until you hear the calendar you want to use, and double-tap the screen.

  8. The default setting for reminders is 15 minutes before the event. To change the default, swipe right until you hear "Alert, Alert, 15 minutes before," and double-tap the screen. To hear the notification options, swipe right. To select the option you want, double-tap the screen.

  9. To add more information about the event, swipe right until you hear "Description, Description," and double-tap the screen. The Description pop-up opens, Using the on-screen keyboard, type any additional details you want. When finished, swipe right until you hear "Done," and double-tap the screen. The Description pop-up closes and you return to the New Event view.

  10. To save the event, swipe left until you hear "Save," and double-tap the screen. The event is saved to the calendar you selected. If you invited people to the event, the invitation emails are sent out.

Open and edit an event

You can open the events in your Outlook Calendar to hear the event details. You can also edit the events you have created.

  1. In the calendar, swipe right until you hear the date of the event you want to open, and double-tap the screen. Place your finger on the screen and drag it around slowly to find the event. When you hear TalkBack announce the event you want, lift your finger and double-tap the screen to open it.

  2. To hear the meeting information, swipe right repeatedly.

  3. To edit the event, swipe left to navigate to the Edit button in the top-right corner of the pop-up window. When you hear "Edit," double-tap the screen.

  4. The Edit Event pop-up window opens. Swipe right to go through the items in the window until you hear the item you want to edit, then double-tap the screen. Make the changes you want. When finished, swipe left until you hear "Save," and double-tap the screen.

  5. To close the event window, swipe left repeatedly until you hear "Back," and double-tap the screen.

Respond to event reminders

If you have notifications turned on for your Outlook Calendar events, and if TalkBack is on, you’ll hear event reminders at the predefined time prior to the event.

  1. To bring up the event reminder, swipe down from the top of the screen with two fingers to open the notification shade.

  2. Swipe right repeatedly until you hear the event details.

  3. To open the event, double-tap the screen.

    To dismiss the reminder without taking any action, place two fingers on the screen side by side and swipe right horizontally.

See also

Use TalkBack to read and respond to your email in Outlook for Android

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

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.

Connect with an expert
Contact us
Expand your skills
Explore training

Was this information helpful?

Thank you for your feedback!

Thank you for your feedback! It sounds like it might be helpful to connect you to one of our Office support agents.

×