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.
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`
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.
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.
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.
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.
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.
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.
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.
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
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