Use a screen reader to insert a picture or image in an email in Outlook
Applies ToOutlook for Microsoft 365 Outlook 2024 Outlook 2021 Outlook 2019 Outlook 2016 Outlook.com Outlook for iOS Outlook on the web for Exchange Server 2016

This article is for people who use a screen reader program such as Windows Narrator, JAWS, or NVDA with Windows tools or features and Microsoft 365 products. This article is part of the Accessibility help & learning content set where you can find more accessibility information on our apps. For general help, visit Microsoft Support.

Note: Outlook-for-Mac information on this topic is located here.

Use Outlook with your keyboard and a screen reader to insert images into your email messages. We have tested it with Narrator, JAWS, and NVDA, but it might work with other screen readers as long as they follow common accessibility standards and techniques. You'll learn how to insert embedded pictures into the email message body from your computer or from a source on the web, such as Bing. You'll also learn how to add alt text to an image.

Decorative icon. Need instructions on how to insert pictures in Outlook, but not using a screen reader? See Attach files or insert pictures in Outlook email messages.

Notes: 

In this topic

Insert a picture from your computer

To insert embedded pictures, your message must be formatted using the HTML or rich text formats. For instructions on how to attach images to emails, refer to the section Open or add attachments in Basic tasks using a screen reader with email in Outlook.

  1. While writing an email, place the focus where you want to insert the picture.

  2. Press Alt+N, P, 2, and then D. The Insert Picture dialog box opens and shows the default folder for the pictures on your computer, for example, the Pictures folder.

  3. In the Insert Picture dialog box, to move between folders and then select one, do the following until you find the folder that contains your picture:

    Tip: To quickly move to the parent folder of the current folder, press Alt+Up arrow key.

    1. Press Shift+Tab twice to move the focus to the list of folders and files.

    2. To move between the folders and files, use the arrow keys.

    3. When you hear the name of a folder you want to open, press Enter.

  4. To insert a picture from the current folder, do one of the following:

    • Use the arrow keys to move the focus to the file you want, and press Enter.

    • Press F6 until you hear "File name," and start typing the file name for the picture. To move through the search results, press the Down arrow key. To insert the selected result, press Enter.

The focus returns to the email.

Insert a picture from an online source

Note:  Bing  Image Search filters are based on the highly respected Creative Commons license system. To better understand the licensing options, refer to Filter images by license type. Remember, you're responsible for respecting the rights of others' property, including copyright.

  1. In an email, place the focus where you want to insert the image.

  2. Press Alt+N, P, 2, and then O. The Online Pictures dialog box opens. The focus is in the search text field.

  3. Type a word or phrase that describes the type of picture you want. With Narrator or NVDA, press Enter to start the search. With JAWS, press Alt+Enter. You hear the number of results. The focus is on the first result.

  4. Use the arrow keys to move through the results. You hear a description of each image you select.

    Tip: To type a different word or phrase, press the Tab key until you hear "Clear search," press Enter, and then type new search words.

  5. When you find an image you want to download and insert, press Spacebar to select the image, press the Tab key until you hear "Insert," followed by the number of selected images, and then press Enter. The focus returns to your message, and Outlook starts to download the image.

Add alt text to an image

Write alt text for the images you inserted to make your email accessible for all recipients. To learn how to write alt text, refer to Everything you need to know to write effective alt text.

  1. While writing an email, navigate to the picture that you want to add alt text to. When the focus is on an image, you hear "Grouped object," or a description of the image, followed by "Image" or "Graphic," and the layout of the image, for example, "Inline with text."

  2. With the focus on the image, press Shift+Right arrow key once to select the image.

  3. To open the context menu, press Shift+F10.

  4. In the context menu, press A. The Alt Text pane opens and the focus is in the alt text description text box.

  5. Type the alt text for the image.

  6. When done, press Esc to return the focus to the message.

See also

Use a screen reader to save an image or attachment from an email in Outlook

Use a screen reader to format text in your email in Outlook

Use a screen reader to add a signature in Outlook

Change your profile photo

Reduce attachment size to send large files with Outlook

Keyboard shortcuts for Outlook

Basic tasks using a screen reader with email in Outlook

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate Outlook Mail

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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