Question
What accessibility tools are available in Office365 Outlook?
Answer
Overview
Microsoft Outlook offers a variety of accessibility features designed to help users with disabilities. These features ensure that all users can effectively use the email client regardless of their abilities. Here’s a detailed overview of the accessibility options available in Outlook.
Note: There are various versions of Outlook; cloud, mobile, desktop. Each version varies in menu navigation and application tools.
Enhancing Accessibility in Office 365 Outlook
Screen Reader Compatibility
Purpose: Outlook is compatible with screen readers like Narrator (Windows built-in screen reader), JAWS, and NVDA. These screen readers can read emails, calendar events, and other Outlook content aloud.
Usage:
1. Windows Narrator: Press `Win + Ctrl + Enter` to start Narrator.
2. JAWS and NVDA: Ensure these programs are installed and running before opening Outlook. NVDA is a campus wide licensed application. If you need this program installed on your YSU owned device, submit a service request to the IT Service Desk. JAWS is a limited licensed program. Contact the IT Service Desk for additional information on the program.
Windows Narrator, built into the PC operating system.
![](https://ysu.teamdynamix.com/TDPortal/Images/Viewer?fileName=f88e45dd-4d92-4abb-8197-ae4ebd74f9ba.PNG&beidInt=251)
Keyboard Shortcuts
Purpose: Outlook supports a wide range of keyboard shortcuts that allow users to navigate and operate the application without needing a mouse. A comprehensive list of keyboard shortcuts can be found in the Outlook Help section or on Microsoft’s support website.
Common Shortcuts:
1. Compose a new email: `Ctrl + N`
2. Send an email: `Alt + S`
3. Reply to an email: `Ctrl + R`
4. Forward an email: `Ctrl + F`
5. Go to Calendar: `Ctrl + 2`
6. Go to Mail: `Ctrl + 1`
![](https://ysu.teamdynamix.com/TDPortal/Images/Viewer?fileName=57c02eb0-0575-4bbc-bca3-681624ffcd45.jpg&beidInt=251)
High Contrast Mode
Purpose: Outlook supports Windows High Contrast settings, which can make the interface easier to see for users with visual impairments.
Usage:
1. Go to Settings > Ease of Access > High Contrast on Windows.
2. . Choose a high contrast theme.
![](https://ysu.teamdynamix.com/TDPortal/Images/Viewer?fileName=025df36f-74f3-4e80-abfe-fe407d2be7c5.PNG&beidInt=251)
Zoom and Text Size Adjustments
Purpose: Users can adjust the zoom level and text size to make content easier to read.
Zoom:
1. Use `Ctrl + Scroll Wheel` to zoom in and out of emails.
2. View tab > Zoom > Select your desired zoom level.
Text Size:
1. File> Options > Mail > Stationery and Fonts to adjust default font sizes for composing and reading emails.
![](https://ysu.teamdynamix.com/TDPortal/Images/Viewer?fileName=00791c4f-17f6-4e00-9470-87edd1578322.PNG&beidInt=251)
Accessibility Checker
Purpose: Outlook includes an Accessibility Checker that helps identify and fix accessibility issues in emails, ensuring content is accessible to all recipients.
Usage:
1. Compose your email.
2. Go to the Review tab.
3. Select Check Accessibility.
![](https://ysu.teamdynamix.com/TDPortal/Images/Viewer?fileName=3cd06dc9-4d3f-4964-9f3e-633f7b1fa756.PNG&beidInt=251)
Reading Pane Customization
Purpose: Users can customize the Reading Pane to suit their needs, such as changing its position or turning it off entirely.
Usage:
1. Go to the View tab.
2. Select Reading Pane.
3. Choose from Right, Bottom, or Off.
![](https://ysu.teamdynamix.com/TDPortal/Images/Viewer?fileName=23242edb-748b-48df-ac0d-ca39c7a29301.PNG&beidInt=251)
Voice Commands and Dictation
Purpose: Outlook supports voice commands and dictation through Windows Speech Recognition or third-party applications like Dragon NaturallySpeaking.
Usage:
1. Press `Win + H` to start dictation in Windows 10 and 11.
![](https://ysu.teamdynamix.com/TDPortal/Images/Viewer?fileName=369290de-cdc6-42be-bad8-c93768c77259.PNG&beidInt=251)
Assistive Technology Compatibility
Purpose: Outlook works with a variety of assistive technologies including braille displays, alternative input devices, and screen magnifiers.
Color and Contrast Settings
Purpose: Outlook allows users to change the color scheme to one that provides better contrast, such as a dark mode which can reduce eye strain.
Usage:
1. Go to File > Office Account.
2. Under Office Theme, select Dark Gray or Black.
![](https://ysu.teamdynamix.com/TDPortal/Images/Viewer?fileName=4ee974a1-adf5-49f5-acfc-72445e7daa82.PNG&beidInt=251)
Simplified Ribbon
Purpose: The simplified ribbon in Outlook provides a cleaner, more accessible interface by displaying commonly used commands in a single line.
Usage:
1. . Go to the View tab.
2. Select the caret icon ^ to select the Simplified Ribbon.
![](https://ysu.teamdynamix.com/TDPortal/Images/Viewer?fileName=c147f09b-6b3a-43f9-9737-adde6e4b3757.PNG&beidInt=251)
Watch this LinkedIn Learning video on the features of accessibility within Outlook. Click here to go to the video.
To learn more about accessibility, check out these other self-study events here: YSU Training Events - LinkedIn Learning
Book a consultation with IT Training Services using this MS Bookings link: Book a Consultation