Microsoft Outlook Manual - Accessible Learning Center

First-time keyboard guide

Use this short routine before following the Microsoft Outlook Manual procedures. It explains exactly how the keyboard directions in this manual work.

Press a single key

Find the named key without pressing it if possible.
Press and release the key one time. Do not hold it unless the step specifically says to hold it.
Stop and listen to the full screen-reader announcement before pressing another key.

Press a keyboard combination

When a command contains a plus sign, such as Ctrl+S, hold down the first key.
While continuing to hold the first key, press and release the final key once.
Release the first key. The plus sign is not a key and should not be pressed.
Listen for the expected result described in the procedure. If nothing changes, verify that the correct application or webpage has focus and try the command once more.

Press a sequence of keys

When keys are separated by commas or the word “then,” press and release them in order instead of holding them together.
After each key, listen for a menu, tab, control, or new screen before continuing.
If the announcement does not match the step, press Escape once to close the current menu or dialog and restart that procedure.

Know which navigation key to try

Tab and Shift+Tab: move forward and backward among buttons, links, fields, and other controls.
Arrow keys: move inside menus, lists, groups of choices, text, and many screen-reader reading views.
Enter: opens the selected item or activates the focused command.
Space: activates many buttons and checks or clears checkboxes. In a text field, Space types a space.
Escape: cancels or closes the current menu, list, or dialog without intentionally accepting a change.

Verify before moving on

Listen for the window, page, or application name so you know where focus is.
Perform only one numbered step.
Compare what the screen reader announces with the “What should happen” information in the procedure.
If the result is wrong, stop. Use the procedure’s recovery directions, Escape to cancel, or Ctrl+Z to undo when that command is supported.
Continue only after you can identify the result. Save completed work with Ctrl+S whenever the application supports saving.

First complete Outlook mail and calendar session

Open Outlook, identify whether it is new Outlook or classic Outlook, and confirm the active account before reading private mail.
Move to the Inbox and use arrow keys through messages. Listen to sender, subject, received time, unread state, and attachment state before opening one.
Press Shift+Enter to open the selected message in a separate window when supported. Read from the top and verify the actual sender address before following links.
Press Ctrl+R to reply only to the sender. Type a short practice reply, then use Shift+Tab and Tab to review recipients, subject, and message body.
Press Escape to save or discard the practice draft instead of sending it. Read the confirmation dialog before choosing.
Press Ctrl+N to create a new message. Address it only to yourself, enter a clear subject and message, attach a harmless practice file, and verify the filename.
Press Ctrl+Enter to send only after rechecking To, Cc, Bcc, subject, body, and attachment.
Use Ctrl+E to search for the subject, review the results, and press Escape to cancel the search.
Press Ctrl+2 to open Calendar. Move to a safe practice date and create an appointment with Ctrl+N.
Enter a title, date, start time, end time, location, and reminder. Review every field before saving.
Return to Mail with Ctrl+1, open Sent Items, and verify the practice message. Return to Calendar and verify the appointment.
Delete only the practice items and confirm they enter Deleted Items rather than using Shift+Delete.

Recovery: Use Escape to cancel a search or close a draft, Ctrl+Z where supported, and never use Reply All until every recipient has been identified.

Microsoft Outlook Accessibility Support

Purpose: This manual is written directly to the person learning Microsoft Outlook. It assumes little or no prior Outlook experience and explains exactly what to press, what should happen, and how to recover if the result is different.

Current interface: This manual uses new Outlook for Windows as its primary reference. Microsoft still supports other Outlook versions, so some controls and shortcuts differ in classic Outlook, Outlook on the web, Mac, iOS, and Android.

Screen readers: Microsoft documents new Outlook with Narrator, JAWS, and NVDA. The Windows keyboard steps in this manual work regardless of screen reader, while screen-reader-specific notes are labeled separately.

How to Use This Manual

Work through Parts 1-12 first if Outlook is completely new to you.
Do one action at a time and listen to the result before pressing another key.
Tab moves forward through controls; Shift+Tab moves backward.
Arrow keys move within lists, menus, and message lists.
Enter opens the selected message, event, link, or control.
Escape closes menus, dialogs, or reading panes in many contexts.
Ctrl+F6 moves between major Outlook regions in new Outlook and Outlook on the web.
Microsoft recommends turning the Reading Pane off for some screen-reader workflows because it simplifies focus movement.
When a command differs between new Outlook and classic Outlook, this manual prioritizes new Outlook and labels classic behavior separately where useful.

Part 1 - What Outlook Is

Microsoft Outlook combines email, calendar, contacts/people, search, and Microsoft 365 communication tools in one application. New Outlook for Windows has a modern interface similar to Outlook on the web.

Mail contains your inbox, folders, sent items, drafts, junk, deleted items, and other mail folders.
Calendar contains appointments, meetings, and online-meeting links.
People/Contacts stores contact information when available.
Search finds messages, people, events, and other Outlook content.
The folder/message list and reading/composition areas are separate regions of the interface.

Part 2 - Open Outlook and Identify Your Version

2.1 Open Outlook from Windows Search

What you will learn: Launch Outlook without a mouse.

Before you begin: Outlook must be installed or provisioned for your account.

Exactly how to do it

Press the Windows key.
Type Outlook.
Use Up/Down Arrow if more than one Outlook result appears.
Press Enter on Outlook.
Wait for the Outlook window to load.
If sign-in is requested, follow your organization or Microsoft account sign-in process.

What should happen: Outlook opens to Mail or the last-used Outlook module.

If that does not happen: If Outlook does not appear in Windows Search, use Outlook on the web or contact your organization about installation.

Practice: Close and reopen Outlook once.

2.2 Identify New Outlook vs Classic Outlook

What you will learn: Know which instructions apply to your interface.

Before you begin: Outlook is open.

Exactly how to do it

Use Tab or Ctrl+F6 to move through major interface regions.
Listen for a command such as Try the new Outlook if you are in classic Outlook.
If you hear Command toolbar and do not hear Try the new Outlook, you are likely already using the newer Outlook experience.
You can also inspect Outlook Help/About if your organization allows it.

What should happen: You know whether you are using new or classic Outlook.

If that does not happen: If you are unsure, use Microsoft's What version of Outlook do I have guidance or compare the current interface with your organization documentation.

Practice: Identify the version before learning many shortcuts.

Part 3 - Learn the Outlook Window

App/navigation area: switches among Mail, Calendar, People, and other Microsoft 365 apps.
Folder pane: Inbox, Sent Items, Drafts, Deleted Items, Junk Email, and custom folders.
Message list: shows messages in the selected folder.
Reading pane: can show the selected message without opening a separate window.
Command toolbar/ribbon: New mail, Delete, Archive, Move, Flag, and other commands.
Search: finds mail, contacts, and calendar items.

3.1 Explore the Window with Ctrl+F6

What you will learn: Move among major Outlook regions efficiently.

Before you begin: Outlook is open.

Exactly how to do it

Press Ctrl+F6 once.
Listen to the region name.
Press Ctrl+F6 again.
Continue cycling through the major Outlook regions.
Within a region, use Tab, Shift+Tab, and arrow keys.
Press Escape if you enter a temporary menu or dialog.

What should happen: Focus cycles through major Outlook landmarks/regions.

If that does not happen: If Ctrl+F6 behaves differently, verify that Outlook rather than your browser has focus. In Outlook on the web, Ctrl+F6 is also the expected region-navigation key.

Practice: Cycle through all major regions twice.

Task	Command
New email	Ctrl+N
Reply	Ctrl+R
Reply all	Ctrl+Shift+R
Forward	Ctrl+F
Send	Ctrl+Enter
Search	Ctrl+E
Calendar	Ctrl+2
Mail	Ctrl+1
Move among major regions	Ctrl+F6
Mark read	Ctrl+Q
Mark unread	Ctrl+U
Delete selected message	Delete

Important: Shortcut behavior can vary between new Outlook, classic Outlook, and Outlook on the web. If a shortcut differs, check Microsoft's current keyboard-shortcut page linked at the end of this manual.

Part 5 - Mail: Open the Inbox and Read Messages

5.1 Open the Inbox and Move Through Messages

What you will learn: Read messages from the message list.

Before you begin: Outlook is open.

Exactly how to do it

Press Ctrl+1 to move to Mail.
Use Ctrl+F6 until the folder pane or message list is reached.
If focus is in the folder pane, use Up/Down Arrow until Inbox is selected and press Enter if needed.
Move to the message list with Tab or Ctrl+F6.
Press Up/Down Arrow through messages.
Listen to sender, subject, date/time, read/unread status, attachment status, and flag information when your screen reader announces it.
Press Enter to open the selected message.
Read the message using your screen reader's normal reading commands.
Press Escape to return to the message list when appropriate.

What should happen: You can choose a message, open it, read it, and return to the list.

If that does not happen: If Enter moves focus into a reading pane rather than a separate message, use Ctrl+F6/Tab to locate message content or turn the Reading Pane off in Settings for a simpler screen-reader workflow.

Practice: Read three messages and return to the Inbox list after each one.

5.2 Read Unread Messages Efficiently

What you will learn: Identify messages that still need attention.

Before you begin: You are in the Inbox message list.

Exactly how to do it

Use Up/Down Arrow through messages.
Listen for read/unread status.
Open an unread message with Enter.
Read the message.
Return to the message list.
If needed, mark a message unread again with Ctrl+U so you can return to it later.

What should happen: You can distinguish read from unread mail and control the status.

If that does not happen: If your screen reader does not announce read/unread status, review verbosity settings or use Ctrl+Q/Ctrl+U deliberately and confirm the new state.

Practice: Mark one practice message unread, then read again.

Part 6 - Create and Send a New Email

6.1 Write and Send a Basic Email

What you will learn: Create a new message from the keyboard.

Before you begin: Know the recipient address and subject.

Exactly how to do it

Press Ctrl+N.
Outlook should place focus in the To field.
Type the recipient name or email address.
If suggestions appear, use Down Arrow through suggestions and press Enter on the correct recipient.
Press Tab to move through Cc/Bcc or other fields until Subject is reached.
Type a clear subject.
Press Tab until the message body is focused.
Type your message.
Review the message before sending.
Press Ctrl+Enter to send.
If Outlook asks for send confirmation, read the prompt and confirm only if the recipient and content are correct.

What should happen: The message leaves the compose window and is sent.

If that does not happen: If Ctrl+Enter does not send, use Tab to reach the Send button and press Enter. Check whether your organization has disabled the Ctrl+Enter send shortcut.

Practice: Send a test message to yourself.

6.2 Add Cc or Bcc

What you will learn: Send copies appropriately.

Before you begin: A new email is open.

Exactly how to do it

Move to the Cc or Bcc control using Tab.
Activate Cc or Bcc if the field is hidden.
Type the recipient name/email.
Use Down Arrow through suggestions and Enter on the correct person.
Continue to Subject and message body.

What should happen: The copied recipient appears in the intended Cc or Bcc field.

If that does not happen: If the field is not visible, look for an option/button to show Cc/Bcc or use the command toolbar.

Practice: Create a draft with one To and one Cc recipient, then discard the draft.

Part 7 - Reply, Reply All, and Forward

7.1 Reply to One Sender

What you will learn: Respond only to the sender.

Before you begin: A message is open or selected in the message list.

Exactly how to do it

Press Ctrl+R.
Type your reply in the message body.
Review the recipient and text.
Press Ctrl+Enter to send.

What should happen: Your reply is sent to the original sender.

If that does not happen: If you intended to include everyone, cancel and use Ctrl+Shift+R instead.

Practice: Reply to a test message from yourself.

7.2 Reply to All

What you will learn: Respond to all intended recipients.

Before you begin: A message with multiple recipients is open or selected.

Exactly how to do it

Press Ctrl+Shift+R.
Review the To and Cc recipient list carefully.
Remove anyone who should not receive the response.
Type your reply.
Press Ctrl+Enter to send.

What should happen: The message is sent to the remaining recipients.

If that does not happen: If the recipient list is large or sensitive, review each address before sending.

Practice: Open a multi-recipient message and identify who would receive Reply All without actually sending.

7.3 Forward an Email

What you will learn: Send the original message to a new person.

Before you begin: A message is open or selected.

Exactly how to do it

Press Ctrl+F.
Type the new recipient name/email.
Use Down Arrow and Enter to resolve the correct recipient.
Tab to the message body.
Type a short explanation above the forwarded content if appropriate.
Press Ctrl+Enter to send.

What should happen: The original message is forwarded to the new recipient.

If that does not happen: If Ctrl+F opens browser Find instead, you may be using Outlook on the web with browser focus or a different shortcut profile; use the Forward button/command.

Practice: Forward a non-sensitive test message to yourself.

Part 8 - Attach Files and Open Attachments

8.1 Attach a File to a New Message

What you will learn: Send a file with email.

Before you begin: Know where the file is saved.

Exactly how to do it

Create a new message with Ctrl+N.
Complete To and Subject.
Use Tab through compose controls until Attach/Attach file is focused, or open the command toolbar attachment control.
Press Enter.
Choose Browse this computer, OneDrive, or another available source.
Use the file picker to locate the file.
Press Enter on the file.
Wait for the attachment to finish uploading/attaching.
Review the attachment name before sending.
Press Ctrl+Enter to send.

What should happen: The file appears as an attachment and sends with the message.

If that does not happen: If attachment fails, check file size, permissions, network connection, and organizational policy.

Practice: Attach a harmless text file to a draft and remove it before discarding.

8.2 Open or Save an Attachment

What you will learn: Access a file someone sent to you.

Before you begin: Open an email containing an attachment.

Exactly how to do it

Use Tab or screen-reader navigation until the attachment is focused.
Press Enter to open the attachment menu or file.
Choose Preview/Open if you only need to read it.
Choose Download/Save as if you need a local copy.
If saving, use the Windows file picker to choose a folder and confirm Save.
Scan or verify unexpected attachments before opening when security is uncertain.

What should happen: The attachment opens or is saved to the chosen location.

If that does not happen: If the attachment is blocked, Outlook or your organization may consider the file type unsafe.

Practice: Save a safe attachment from a test message.

Part 9 - Search for Email

9.1 Search by Sender, Subject, or Keyword

What you will learn: Find a message without browsing every folder.

Before you begin: Outlook is open.

Exactly how to do it

Press Ctrl+E.
Type a sender name, email address, subject phrase, or distinctive keyword.
Wait for results.
Use Tab and arrow keys to move through filters/results.
Open the desired result with Enter.
Press Escape or clear the search to return to the normal folder view.

What should happen: Search results narrow to matching mail.

If that does not happen: If there are too many results, add another keyword, sender, or date-related filter.

Practice: Find a message from a known sender using Search.

Part 10 - Organize the Inbox

Ctrl+Q marks the selected message read.
Ctrl+U marks it unread.
Flag marks a message for follow-up.
Archive removes a message from Inbox without deleting it.
Move places a message in another folder.
Rules/filters can automate organization if your account permits them.

10.1 Mark Read or Unread

What you will learn: Control whether a message still appears as needing attention.

Before you begin: Select a message in the message list.

Exactly how to do it

Press Ctrl+Q to mark it read.
Listen for the status change.
Press Ctrl+U to mark it unread.
Listen for the status change again.

What should happen: The message read/unread state changes.

If that does not happen: If there is no audible confirmation, move away and back or inspect the status with your screen reader.

Practice: Toggle one practice message read and unread.

10.2 Archive a Message

What you will learn: Remove mail from Inbox without deleting it.

Before you begin: Select a non-important practice message.

Exactly how to do it

Move to Archive using the command toolbar or current shortcut if configured.
Activate Archive.
Confirm the message disappears from Inbox.
Open the Archive folder and locate the message if you want to verify it.

What should happen: The message is stored in Archive rather than Deleted Items.

If that does not happen: If the account has no Archive folder, use Move to place the message in another folder.

Practice: Archive a test message and find it again.

Part 11 - Folders and Moving Messages

11.1 Open a Mail Folder

What you will learn: Move among Inbox, Sent, Drafts, Junk, Deleted, and custom folders.

Before you begin: Outlook is in Mail.

Exactly how to do it

Press Ctrl+F6 until the folder pane is focused.
Use Up/Down Arrow through folders.
Expand a folder tree with Right Arrow if needed.
Press Enter on the desired folder.
Move to the message list with Ctrl+F6 or Tab.

What should happen: The selected folder's message list is displayed.

If that does not happen: If a folder is collapsed, expand the parent account/folder with Right Arrow.

Practice: Open Sent Items and return to Inbox.

11.2 Move a Message to Another Folder

What you will learn: Organize mail into a chosen folder.

Before you begin: Select a practice message.

Exactly how to do it

Open the Move command from the command toolbar or context menu.
Use arrow keys/Search to locate the destination folder.
Press Enter on the destination.
Open that folder to verify the message moved.

What should happen: The message leaves the original folder and appears in the destination.

If that does not happen: If the message remains, you may have copied rather than moved it; inspect the Move menu choice.

Practice: Move a test message to a Practice folder and move it back.

Part 12 - Delete, Archive, Flag, Mark Read/Unread

12.1 Delete a Message Safely

What you will learn: Move unwanted mail to Deleted Items.

Before you begin: Select a non-important message.

Exactly how to do it

Read the sender and subject to confirm selection.
Press Delete.
Confirm it disappears from the current folder.
Open Deleted Items if you need to restore it.

What should happen: The message moves to Deleted Items.

If that does not happen: If you deleted the wrong message, open Deleted Items promptly and move/restore it.

Practice: Delete and restore a practice message.

Part 13 - Junk, Phishing, and Safe Email Habits

Do not open unexpected attachments simply because they appear to come from someone you know.
Check the actual sender address, not just the display name.
Be cautious with urgent requests for passwords, gift cards, money, login codes, or account verification.
Do not enter a password after following an unexpected email link unless you independently verify the site.
Use Outlook's Report phishing/Junk controls when appropriate and allowed by your organization.
When uncertain, contact the sender through a separate known method.

Accessibility tip: Screen-reader users should navigate to the actual link destination when possible instead of trusting only the visible link text.

Part 14 - Contacts and People

14.1 Find a Contact

What you will learn: Search the People/Contacts area.

Before you begin: Outlook is open.

Exactly how to do it

Open People/Contacts from the Outlook app/navigation area.
Move to Search or use Outlook search if People-specific search is available.
Type the person's name or email address.
Move through results with arrow keys.
Press Enter on the correct contact.
Use Tab through available phone, email, organization, and contact actions.

What should happen: The contact card/details open.

If that does not happen: If the person is not saved, Outlook may still show directory results from your organization.

Practice: Find one known contact and return to Mail.

Part 15 - Calendar Basics

15.1 Open Calendar

What you will learn: Move from Mail to Calendar.

Before you begin: Outlook is open.

Exactly how to do it

Press Ctrl+2.
Listen for Calendar and the current date/view.
Use Ctrl+F6 to move among calendar regions.
Use Tab within the current region.

What should happen: Calendar opens.

If that does not happen: If Ctrl+2 does not work in your Outlook version, use the Calendar button in the navigation area.

Practice: Switch Mail to Calendar and back with Ctrl+1/Ctrl+2.

15.2 Change Calendar View

What you will learn: Choose a useful day/week/month view.

Before you begin: Calendar is open.

Exactly how to do it

Press Tab or Shift+Tab until the view controls are reached.
Use Right/Left Arrow through Day, Work week, Week, Month, or available view choices.
Press Enter on the desired view.
In current new Outlook, Alt+1 through Alt+7 can show a selected number of days starting from today where supported.

What should happen: The calendar changes to the selected view.

If that does not happen: If shortcut behavior differs, use the view buttons on the calendar toolbar.

Practice: Switch between Day and Week/Month views.

Part 16 - Open and Navigate Calendar Events

16.1 Browse Events

What you will learn: Move among events in the current calendar view.

Before you begin: Calendar is open.

Exactly how to do it

Press Ctrl+Period to move to the next event in the current view where supported.
Press Ctrl+Comma to move to the previous event.
Listen for event title, time, and organizer.
Press Enter to open the selected event.
Use Tab/Shift+Tab through event details.
Press Escape to close and return.

What should happen: You can browse and open events.

If that does not happen: If Ctrl+Period/Comma does not move events in your version, use Tab/arrow navigation within the calendar grid/list.

Practice: Open two events and return to the calendar after each one.

Part 17 - Create an Appointment

17.1 Create a Personal Calendar Event

What you will learn: Add an appointment that does not require attendees.

Before you begin: Calendar is open.

Exactly how to do it

Move to New event and press Enter.
Type the event title.
Tab through date and start/end time controls and enter/select the correct values.
Add a location if needed.
Add notes/details.
Set reminder time if desired.
Review recurrence if it repeats.
Move to Save and press Enter.

What should happen: The event appears on your calendar.

If that does not happen: If Save is unavailable, check required date/time fields.

Practice: Create a 15-minute practice appointment and delete it later.

Part 18 - Schedule a Meeting and Invite People

18.1 Create a Meeting Invitation

What you will learn: Schedule an event that includes attendees.

Before you begin: Calendar is open and you know the attendee names/emails.

Exactly how to do it

Open New event.
Type the meeting title.
Move to Invite attendees.
Type the first person's name/email.
Use Down Arrow through suggestions and press Enter on the correct person.
Repeat for additional attendees.
Set the date and start/end times.
Add a physical location or online meeting option if needed.
Type an agenda or instructions in the details/body.
Review attendees and time carefully.
Move to Send and press Enter.

What should happen: Invitations are sent and the meeting appears on your calendar.

If that does not happen: If a person does not resolve, verify spelling/email or choose the correct directory suggestion.

Practice: Create a practice meeting with yourself or a safe test account.

Part 19 - Respond to Meeting Invitations

19.1 Accept, Tentative, or Decline

What you will learn: Respond to an invitation deliberately.

Before you begin: Open a meeting request email or calendar invitation.

Exactly how to do it

Read the organizer, title, date, time, and location/online information.
Move to Accept, Tentative, or Decline.
Choose the response that matches your availability.
If Outlook asks whether to send a response, choose the appropriate option.
Check Calendar to confirm the event status.

What should happen: The organizer receives your response when sent, and Calendar reflects your choice.

If that does not happen: If the event conflicts with another appointment, open Calendar before responding to compare times.

Practice: Open a test invitation and identify all three response options.

Part 20 - Join Teams/Online Meetings from Outlook

20.1 Join an Online Meeting from Calendar

What you will learn: Use Outlook Calendar to launch Teams or another online meeting.

Before you begin: The event contains an online meeting link.

Exactly how to do it

Press Ctrl+2 to open Calendar.
Navigate to the meeting.
Open it with Enter.
Tab through details until Join/Join online meeting is focused.
Press Enter.
Allow Teams/browser/meeting app to open.
Complete microphone, camera, and join options in the meeting application.

What should happen: The meeting application opens to the correct meeting.

If that does not happen: If Join is missing, the event may not contain online meeting details or you may be opening an outdated occurrence.

Practice: Open a future online meeting and locate Join without joining.

Part 21 - Recurring Meetings

21.1 Create a Recurring Event

What you will learn: Schedule repeated events without creating each one manually.

Before you begin: Create a new calendar event.

Exactly how to do it

Enter title, attendees if needed, and first date/time.
Move to Repeat/Recurrence.
Choose Daily, Weekly, Monthly, or a custom recurrence pattern.
Set an end date or occurrence limit if appropriate.
Review the recurrence summary.
Save/Send.

What should happen: Outlook creates the repeating series.

If that does not happen: If the recurrence is wrong, edit the series before many invitations/occurrences are created.

Practice: Create a weekly practice event with a short end date, then delete the series.

Part 22 - Search and Filter Calendar

22.1 Find an Event by Search

What you will learn: Locate an event without moving day by day.

Before you begin: Calendar is open.

Exactly how to do it

Move to Search using Ctrl+E or the search box.
Type part of the event title, organizer, or keyword.
Review results with arrows/Tab.
Press Enter on the desired event.

What should happen: The matching event opens or is highlighted.

If that does not happen: If search returns mail too, refine the query or use Calendar-specific search/filter controls.

Practice: Find one known event by keyword.

Part 23 - Notifications and Reminders

Calendar reminders can appear before events according to each event's reminder setting.
Windows notification settings can block Outlook reminders even when Outlook is configured correctly.
Focus/Do Not Disturb can suppress or delay visible/audible notifications.
Screen readers may announce reminder dialogs depending on focus and Windows notification behavior.

23.1 Change an Event Reminder

What you will learn: Control how early Outlook reminds you.

Before you begin: Open an event you created.

Exactly how to do it

Tab to the Reminder control.
Open the list.
Choose the desired time, such as 5 minutes, 15 minutes, 1 hour, or another available value.
Save the event.

What should happen: The event stores the selected reminder time.

If that does not happen: If no reminder is available, check whether the event type/account supports reminders.

Practice: Change a practice appointment reminder and restore it.

Part 24 - Settings and Accessibility

24.1 Open Outlook Settings

What you will learn: Change Outlook preferences carefully.

Before you begin: Outlook is open.

Exactly how to do it

Move to Settings using the gear/settings control or its current shortcut if assigned.
Use Tab/arrow navigation through Settings categories.
Find Mail, Calendar, General, Accessibility, or related sections.
Change only one setting at a time.
Close Settings and test the result.

What should happen: Outlook uses the changed setting.

If that does not happen: If you cannot find a setting in new Outlook, it may be in the Outlook web settings or unavailable under organization policy.

Practice: Find Reading Pane and notification settings without changing them.

Screen-reader recommendation: Microsoft accessibility guidance notes that turning the Reading Pane off and showing emails as Messages rather than Conversations can simplify some screen-reader workflows.

Part 25 - Spell Check, Formatting, and Accessible Email

25.1 Review Spelling and Grammar

What you will learn: Correct obvious writing errors before sending.

Before you begin: A draft message contains text.

Exactly how to do it

Use Outlook's Editor/spelling and grammar controls or the current shortcut for spelling review.
Move through each suggested issue.
Listen to the flagged word and suggested corrections.
Accept a correction only when it matches your intended meaning.
Ignore false positives when appropriate.
Return to the message and review before sending.

What should happen: The draft contains the intended corrections.

If that does not happen: If Editor does not open, check whether your account/version has Microsoft Editor enabled.

Practice: Create a draft with one spelling error and correct it.

Use meaningful subject lines.
Use descriptive link text rather than “click here.”
Use headings and lists in long messages when helpful.
Add alt text to meaningful images when the compose tools provide it.
Do not communicate meaning by color alone.
Keep tables simple when possible.
Use the Accessibility Checker when available for important messages.

Part 26 - Narrator with Outlook

26.1 Read Mail with Narrator

What you will learn: Use Windows Narrator to move through Outlook mail.

Before you begin: Narrator is running and Outlook is open.

Exactly how to do it

Press Ctrl+1 for Mail.
Use Ctrl+F6 to move to the folder pane or message list.
Use Up/Down Arrow through messages.
Press Enter to open a message.
Use Narrator reading commands or Scan Mode if the message body behaves like document/web content.
Press Escape to return.

What should happen: You can move Inbox → message → Inbox.

If that does not happen: If Narrator begins navigating the page instead of typing in a reply field, check Scan Mode with Narrator+Spacebar.

Practice: Read and reply to a test message using Narrator.

Narrator tip: Use Narrator+1 Input Learning when you need to identify Narrator commands without executing them.

Part 27 - NVDA with Outlook

27.1 Read and Reply with NVDA

What you will learn: Use NVDA with Outlook while controlling Browse/Focus behavior.

Before you begin: NVDA is running.

Exactly how to do it

Open Mail with Ctrl+1.
Use Ctrl+F6/Tab and arrows to reach the message list.
Move Up/Down Arrow through messages.
Press Enter to open one.
If NVDA is in Browse Mode for message content, use normal reading keys.
Press Ctrl+R to reply.
If letters navigate rather than type, press NVDA+Space to move to Focus Mode.
Type the reply and press Ctrl+Enter to send.

What should happen: You can read and reply without Browse Mode interfering with typing.

If that does not happen: If letters type when you want document navigation, use NVDA+Space to return to Browse Mode.

Practice: Reply to a test email using NVDA.

Part 28 - JAWS with Outlook

28.1 Read and Reply with JAWS

What you will learn: Use JAWS with Outlook message lists and compose fields.

Before you begin: JAWS is running.

Exactly how to do it

Press Ctrl+1 for Mail.
Use Ctrl+F6 and Tab to locate the message list.
Use Up/Down Arrow through messages.
Press Enter to open a message.
Use JAWS reading commands to read the message.
Press Ctrl+R to reply.
Type the reply.
If Virtual Cursor/Forms behavior interferes, use JAWS application help with Insert+H or Command Search.
Press Ctrl+Enter to send.

What should happen: JAWS reads the message and allows normal reply composition.

If that does not happen: If JAWS becomes overly verbose or focus seems unusual, review Outlook-specific JAWS Quick Settings with Insert+V and avoid changing many settings at once.

Practice: Read and reply to a test message using JAWS.

Part 29 - Outlook on the Web

Outlook on the web runs inside a browser, so browser shortcuts and Outlook shortcuts can conflict. Microsoft recommends Microsoft Edge for Narrator workflows and notes that Ctrl+F6 is used to jump among major Outlook regions.

Use Ctrl+F6 to move among major regions.
F1 and Ctrl+O may belong to the browser instead of Outlook.
Use Outlook's own command toolbar rather than assuming desktop shortcuts are identical.
Screen readers can use the ARIA structure provided by Outlook on the web.

Part 30 - Outlook Mobile Basics

iPhone/iPad users can use VoiceOver with Outlook for iOS.
Android users can use TalkBack with Outlook for Android.
Mobile Outlook provides Mail, Calendar, Search, compose, reply, attachment, and meeting functions with touch-screen controls.
Because mobile layouts change frequently, use Microsoft's current Outlook accessibility pages for exact gesture-by-gesture steps.

Part 31 - Troubleshooting

31.1 You Cannot Find the Message List

What you will learn: Recover when focus is in the wrong Outlook region.

Before you begin: Outlook is open in Mail.

Exactly how to do it

Press Escape once.
Press Ctrl+F6 and listen to the region name.
Continue Ctrl+F6 until the message list/folder pane is reached.
Use Tab between nearby controls.
Use arrows once focus is in the message list.

What should happen: Focus returns to the message list.

If that does not happen: If the Reading Pane complicates navigation, turn it off temporarily in Settings.

Practice: Move from Search to the Inbox message list using only Ctrl+F6/Tab.

31.2 New Mail Will Not Send

What you will learn: Check recipient, connection, and account issues logically.

Before you begin: A draft is open.

Exactly how to do it

Confirm the To field contains a resolved recipient.
Confirm the message body and subject are valid.
Check internet connectivity.
Press Ctrl+Enter or activate Send.
If the message remains in Outbox, open Outbox and review any error information.
Check whether Outlook is offline or your account needs sign-in.

What should happen: The message sends or you identify the blocking issue.

If that does not happen: If all messages fail, this is likely an account/network/service problem rather than the individual email.

Practice: Send a test message to yourself.

31.3 Search Finds Too Much

What you will learn: Make search more specific.

Before you begin: Search results are open.

Exactly how to do it

Add the sender name or email address.
Add a distinctive subject keyword.
Use date/filter controls if available.
Check the selected search scope/folder.

What should happen: The result list becomes smaller and more relevant.

If that does not happen: If the message may be in Deleted/Junk/Archive, broaden the search scope.

Practice: Refine a broad search to fewer than ten results.

What you will learn: Separate Outlook focus issues from screen-reader settings.

Before you begin: A supported screen reader is running.

Exactly how to do it

Press Ctrl+F6 to move to a known Outlook region.
Use Tab and arrows to trigger focus announcements.
Check whether the screen reader is in a browse/scan mode that changes navigation.
Review screen-reader verbosity only after confirming Outlook focus.
Test the same screen reader in another Windows app.

What should happen: You identify whether the issue is Outlook focus, reading mode, or the screen reader itself.

If that does not happen: Do not reset all screen-reader settings until you know the problem affects more than Outlook.

Practice: Practice identifying which layer has focus.

Part 32 - Independent Practice Course

Level 1 - Orientation

☐ Open Outlook.

☐ Move between Mail and Calendar.

☐ Use Ctrl+F6 through major regions.

☐ Open and close Settings.