Use a screen reader to schedule appointments or meetings in Outlook

In this topic

• Schedule an appointment

• Schedule a meeting and invite people to it

• Check the availability of the people you invite

• Make a recurring meeting

• Make an online meeting

Schedule an appointment

You can schedule a personal appointment in your calendar, for example, to remind you of an activity. Appointments don't involve inviting other people. If you want to invite others, you can schedule a meeting. For instructions, refer to Schedule a meeting and invite people to it.

Schedule a meeting and invite people to it

You can send a meeting invitation to one or more people. When you create the invitation, you can set the location for the meeting and use the Scheduling Assistant to choose the best time for your meeting.

1. To create a meeting invitation from anywhere in Outlook (such as Email, Calendar, or Tasks), press Ctrl+Shift+Q. A blank Meeting invitation opens, with the focus in the Title text field.

2. Type the title of the meeting.

3. To invite the required attendees, press the Tab key until you hear: "Required." Type the names of the persons you want to invite. If a person is not in your address book, type their email address.

4. Outlook automatically searches your address book for matches. To browse the suggested names, use the Down arrow key. To select a name, press Enter.

   Tip: To confirm the names and email addresses, press Ctrl+K.

5. To set the start date of the meeting, press the Tab key until you hear: "Start date." By default, this field shows the date when the meeting invitation was created.

   Type the start date or use the Down arrow key to find the date.

   Note: If the meeting lasts all day, type the start date or use the Down arrow key to find it, press the Tab key until you hear "All day, checkbox, unchecked," and then press Spacebar.

6. To set the start time of the meeting, press the Tab key until you hear: "Start time." Type the start time or use the Up or Down arrow key to find it.

7. To set the end time of the meeting, press the Tab key until you hear: "End time." Type the end time or use the Up or Down arrow key to find it.

8. To make sure the people you invite are available for your meeting before you save or send the invitation, check their availability. For instructions, refer to Check the availability of the people you invite.

9. To select the location for your meeting, do one of the following:

   • If you’re using a Microsoft Exchange account, you can use the Location picker to add the location such as a company meeting room. Press the Tab key until you hear "Location button," and press Enter. The Select Rooms dialog box opens with the focus in the Search field. Type the name of the location, press the Tab key until you hear the name of the location, and press Enter to select it. To add the location to the appointment, press Enter.

   • To add the location by typing, press the Tab key until you hear "Location, edit," and type the location.

10. To add a message to accompany the invitation, such as an agenda or program for the meeting, press the Tab key until Narrator announces "Message, editing," and then type your message. With JAWS you hear: "Edit," and with NVDA you hear: "Message, edit. Multiline."

11. To send the meeting invitation, press Alt+S. The focus moves to the currently active window.

Check the availability of the people you invite

Once you've scheduled the meeting and added the names of the attendees, you can check whether everyone is available to attend your meeting and find the best possible time to meet.

1. In the Meeting invitation, press Alt+X to open the Scheduling Assistant. You hear: "All attendees status."

2. To open the Autopick menu, press Alt+X, A, and then P.

3. Use the Down arrow key to navigate the menu. You hear the options as you move, such as "All people and resources," or "All people and one resource." To select an option, press Enter.

   AutoPick selects the next available time that meets the criteria for the option you selected. With Narrator, you hear the proposed date and time, and each attendee name and availability status. With JAWS and NVDA, to hear each attendee's availability, use the Up and Down arrow keys to browse through the list of attendees.

4. Choose one of the following options:

   • To accept the time and send the meeting invitation, press Alt+S.

   • To accept the time and return to the invitation message to edit it, press Alt+H.

   • To return to AutoPick to find a different option, press Alt+X, A, and then P.

Make a recurring meeting

If you're scheduling, for example, a weekly meeting, you can easily turn your meeting into a recurring meeting. This way you don't have to create a new meeting for every week separately.

1. In the Meeting invitation, press Alt+H, and then E to open the Appointment Recurrence dialog box.

2. To select a recurrence pattern, use the following keyboard shortcuts:

   • To select the Daily option, press Alt+D. To select a pattern within the Daily option, do one of the following:

     • To repeat your meeting every weekday, press Alt+K.

     • To repeat your meeting every few days, press Alt+V. To define the day interval, press the Tab key once and type the number of days you want. For example, to repeat the meeting every two days, type 2.

   • To select the Weekly option, press Alt+W. To define the week interval, press Alt+C and type the number of weeks you want. For example, to repeat the meeting every three weeks, type 3. To select the day of the week, press the Tab key until you hear the day you want, and press Spacebar to select it.

   • To select the Monthly option, press Alt+M. To select a pattern within the Monthly option, do one of the following:

     • To repeat your meeting on the same date each month, press Alt+A. Press the Tab key once and type the number of the date you want. For example, if you want the meeting to take place on the 12th day of the selected month, type 12. To set the month interval, press the Tab key once and type the number of months. For example, if you want the meeting to repeat every two months, type 2.

     • To repeat the meeting on a specific day in each month, press Alt+E. To select the day interval, press the Tab key once, press Alt+Down arrow key to expand the menu, press the Up or Down arrow key until you find the option you want, and press Enter. To select the day of the week, press the Tab key once, press Alt+Down arrow key to expand the menu, press the Up or Down arrow key until you find the option you want, and press Enter. To set the month interval, press the Tab key once and type the number of months. For example, if you want the meeting to repeat every two months, type 2.

   • To select the Yearly option, press Alt+Y. To set the year interval, press Alt+C and type the number of years you want. For example, if you want the meeting to repeat every two years, type 2. To select a pattern within the Monthly option, do one of the following:

     • To repeat your meeting on the same date every year or every few years, press Alt+Colon (:). To select the month for the meeting, press the Tab key once, press Alt+Down arrow key to expand the menu, press the Up or Down arrow key until you find the month you want, and press Enter. To set the date, press the Tab key once and type the date you want. For example, if you want the meeting to take place on the 12th day of the selected month, type 12.

     • To repeat your meeting on a specific weekday of a month, press Alt+E. To select the day interval, press the Tab key once, press Alt+Down arrow key to expand the menu, press the Up or Down arrow key until you find the option you want, and press Enter. To select the day of the week, press the Tab key once, press Alt+Down arrow key to expand the menu, press the Up or Down arrow key until you find the option you want, and press Enter. To select the month, press the Tab key once, press Alt+Down arrow key to expand the menu, press the Up or Down arrow key until you find the month you want, and press Enter.

3. To save your selections and close the Appointment Recurrence dialog box, press the Tab key until you hear "OK button," and press Enter.

Make an online meeting

You can easily turn your meeting into an online meeting using Skype or Microsoft Teams.

In the Meeting invitation window, do one of the following:

1. To select the Skype Meeting option and create a Skype meeting link, press Alt+H, O, M.

2. To select the Teams Meeting option and create a Microsoft Teams meeting link, press Alt+H, T, M.

Outlook adds the online meeting details and the link to the meeting message field.

See also

Use a screen reader to read and reply to a meeting request in Outlook

Use a screen reader to set up your email account in Outlook

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

Keyboard shortcuts for Outlook

Basic tasks using a screen reader with the calendar in Outlook

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate Outlook Calendar

In this topic

• Schedule a new appointment or meeting

• Invite others to make a meeting

• Make a recurring meeting

• Make a Microsoft Teams meeting

Schedule a new appointment or meeting

1. In the Outlook for iOS calendar, tap near the top of the screen with four fingers. You hear: "Calendar navigation menu, button." Swipe right until you hear "New event button," and double-tap the screen. The New Event window opens and the focus is in the Title text field.

2. Use the on-screen keyboard to type a descriptive name for the event.

3. To set the start and end date and time for the event, swipe right until you hear "Start" or "End," followed by the default date and time. To change the date and time, double-tap the screen. Swipe right until you hear the value you want to change, and then swipe up or down until you hear the value you want. To confirm the selection, swipe left until you hear "Done button," and double-tap the screen.

   Tip: To create an all-day event, swipe left or right until you hear "All-day, switch button, off" and then double-tap the screen.

4. To set a location for the meeting, swipe right until you hear "Location button," and double-tap the screen. Start typing the location. The suggested locations list updates as you type. To select a location, swipe right until you hear the location you want, and then double-tap the screen.

5. To set the alert time for the event, swipe right until you hear "Alert," followed by the current alert value, and then double-tap the screen. Swipe right until you hear the option you want, and then double-tap the screen.

6. To add more information about the event, for example, a meeting agenda, swipe right until you hear "Description button," and double-tap the screen. Swipe right until you hear "Multiline text field," and double-tap the screen. Use the on-screen keyboard to type the details, and when finished, tap near the top of the screen with four fingers, swipe right until you hear "Done," and then double-tap the screen.

7. When you're done adding the event details, tap near the top of the screen with four fingers, swipe right until you hear "Done button," and then double-tap the screen.

Invite others to make a meeting

Invite others to join you and turn an appointment into a meeting.

1. When you're editing or creating an event, in the Edit Event or New Event window, swipe right until you hear "People," and then double-tap the screen. The People window opens, the focus is on an editable text field, and the on-screen keyboard is in the bottom half of the screen.

   Note: To learn how to open and edit calendar events, refer to section "Open, read, and edit calendar events" in Basic tasks using a screen reader with the calendar in Outlook.

2. Swipe right until you hear "Type a name or email address," and double-tap the screen. Use the on-screen keyboard to start typing a contact name. The list of suggested contacts is updated as you type. To select a contact, swipe right until you hear the name you want, and then double-tap the screen. Repeat this for all contacts you want to invite.

3. When you're done, tap near the top of the screen with four fingers, swipe right until you hear "Done," and then double-tap the screen.

Make a recurring meeting

If you're scheduling, for example, a weekly meeting, you can easily turn your meeting into a recurring meeting. This way you don't have to add a meeting for every week separately.

1. When you're creating an event, in the New Event window, swipe right until you hear "Repeat, None, button," and then double-tap the screen. The Repeat menu opens.

2. To select the frequency of the meeting, swipe right until you hear the frequency in which you want the meeting to occur. To select, double-tap the screen.

3. To move the focus moves back to the New Event window, swipe left until you hear "Back button," and then double-tap the screen.

Make a Microsoft Teams meeting

You can easily turn your meeting into a Microsoft Teams meeting.

1. When you're editing or creating an event, in the Edit Event or New Event window, swipe right until you hear "Teams meeting, switch button, off" and then double-tap the screen. You hear: "On." Outlook adds the online meeting details and the link to the Description field.

See also

Use a screen reader to read and reply to a meeting request in Outlook

Use a screen reader to set up your email account in Outlook

Basic tasks using a screen reader with the calendar in Outlook

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate Outlook Calendar

In this topic

• Schedule a new appointment or meeting

• Invite others to make a meeting

• Make a recurring meeting

• Make a Microsoft Teams meeting

Schedule a new appointment or meeting

1. In the Outlook for Android calendar, swipe right or left or slide one finger near the bottom right corner of the screen until you hear "Add new event button," and then double-tap the screen. The New Event window opens.

2. Swipe right until you hear "Title, edit box," and double-tap the screen. Use the on-screen keyboard to type a descriptive name for the event. When done, swipe down-then-left to close the on-screen keyboard.

3. To set the start and end date and time for the event, swipe left until you hear the default date and time. To change the date or time, double-tap the screen, swipe left or right until you hear the option you want, and then double-tap the screen. To confirm the selection, swipe left or right until you hear "OK button," and double-tap the screen.

   Tip: To create an all-day event, swipe left or right until you hear "All day event, switch" and then double-tap the screen.

4. To set a location for the meeting, swipe right until you hear "Location," and then double-tap the screen. To type the name of the location you want to use, double-tap the screen and start typing. The suggested locations list updates as you type. To select a location, swipe right until you hear the location you want, and double-tap the screen.

5. To set the alert time for the event, swipe right until you hear "Alert," followed by the current alert value, and double-tap the screen. Swipe right until you hear the option you want, and then double-tap the screen.

6. To add more information about the event, for example, a meeting agenda, swipe right until you hear "Description," and double-tap the screen. Swipe right until you hear "Editing, edit box," and double-tap the screen. Use the on-screen keyboard to type the details, and when finished, swipe down-then-left to close the on-screen keyboard. Swipe left until you hear "Done," and then double-tap the screen.

7. When you're done adding the event details, swipe left until you hear "Save," and then double-tap the screen.

Invite others to make a meeting

Invite others to join you and turn an appointment into a meeting.

1. When you're editing or creating an event, in the Edit Event or New Event window, swipe right until you hear "People," and then double-tap the screen. The Add People window opens and the focus is in the Type a name or an email address text field.

   Note: To learn how to open and edit calendar events, refer to section "Open, read, and edit calendar events" in Basic tasks using a screen reader with the calendar in Outlook.

2. Use the on-screen keyboard to start typing a contact name. The list of suggested contacts updates as you type. To select a contact, swipe right until you hear the name you want, and then double-tap the screen. Repeat this for all contacts you want to invite.

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

Make a recurring meeting

If you're scheduling, for example, a weekly meeting, you can easily turn your meeting into a recurring meeting. This way you don't have to add a meeting for every week separately.

1. When you're creating an event, in the New Event window, swipe right until you hear "Repeat, Never," and double-tap the screen. The Repeat menu opens.

2. To select the frequency of the meeting, swipe right until you hear "Frequency, never," double-tap the screen, and then swipe right until you hear the frequency in which you want the meeting to occur. To select, double-tap the screen.

3. To save the changes, swipe left until you hear "Save," and double-tap the screen. The focus moves back to the New Event window.

Make a Microsoft Teams meeting

You can easily turn your meeting into a Microsoft Teams meeting.

1. When you're editing or creating an event, in the Edit Event or New Event window, swipe right until you hear "Off, Teams meeting, switch," and then double-tap the screen. Outlook adds the online meeting details and the link to the Description field.

See also

Use a screen reader to read and reply to a meeting request in Outlook

Use a screen reader to set up your email account in Outlook

Basic tasks using a screen reader with the calendar in Outlook

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate Outlook Calendar

In this topic

• Schedule a new appointment or a meeting

• Turn an appointment into a meeting

• Check the availability of the people you invite

• Make a recurring meeting

• Make an online meeting

Schedule a new appointment or a meeting

You can schedule a personal appointment in your calendar, for example, to remind you of an activity. You can also turn an appointment into a meeting by adding attendees.

1. In Outlook, press Ctrl+Shift+2 to open the calendar. You hear "Loaded," followed by the number of events and the number of calendars currently selected.

2. To create a new event, press Ctrl+N. An event details window opens with the focus on the event title text field. You hear: "Add details for the event. Add a title."

3. To browse the event options, press the Tab key or Shift+Tab.

   • To name the event, type a name in the Add a title field.

   • If you are creating a meeting, press the Tab key. You hear: "Invite attendees." To add a contact, type the contact, and then press Enter.

   • To set the start and end date and time for the event, press the Tab key until you hear the default values. To change the date, when on the start or end date, press the SR key+Right arrow key once, press Enter to open the drop-down calendar, then use the arrow keys to browse the drop-down calendar, and press Enter to select. To change the hours, type the new values.

   • To set a location for the meeting, press the Tab key until you hear "Search for a room or location," and then type the location you want.

   • To add more information about the event, press the Tab key until you hear "Add a description or attach documents," and then type the details you want.

4. When you're done, press Shift+Tab until you hear "Send button" (for a meeting) or "Save button" (for an appointment), and then press Spacebar.

5. The new event window closes, and the focus moves to Calendar.

Turn an appointment into a meeting

Invite others to join you and turn an appointment into a meeting.

1. In the event details window, press the Tab key or Shift+Tab until you hear: "Invite attendees."

2. To add a contact, type or paste the email address of an attendee, and then press Enter. Repeat for other attendees.

Check the availability of the people you invite

After you enter names in a meeting invitation, Outlook can help you pick a time when every invitee is available.

1. In the event details window, press the Tab key or Shift+Tab until you hear a meeting time suggestion, under Schedule. 

2. To browse for more suggested times, press the Up or Down arrow key until you hear the suggested time slot you want. You will hear the suggested time as you move. To select a time, press Spacebar.

3. If you cannot find any available time for that particular day, you can check invitee availability for another day. To browse for other days, under Schedule, press the Tab key or Shift+Tab until you hear "Open month picker, button collapsed," and then press Spacebar. Press Shift+Tab until you hear the currently selected day, and then use the arrow keys to browse the days. To select a day, press Enter.

Make a recurring meeting

If you're scheduling, for example, a weekly meeting, you can easily turn your meeting into a recurring meeting. This way you don't have to add a meeting for every week separately.

1. In the event details window, press the Tab key or Shift+Tab until you hear: "Repeat."

2. To select the frequency of the meeting, press Spacebar, and then use the Down arrow key until you hear the frequency in which you want the meeting to occur. To select, press Spacebar.

Make an online meeting

You can easily turn your meeting into an online meeting using Skype or Microsoft Teams.

In the event details window, do one of the following:

• If either Skype or Microsoft Teams is available to you, press the Tab key or Shift+Tab until you hear either "Off, Teams meeting, toggle switch" or "Off, Skype meeting, toggle switch." The option you hear is determined by your administrator. Press Enter to turn the meeting into an online meeting.

• If both Skype and Microsoft Teams are available, press the Tab key or Shift+Tab until you hear "Add online meeting," then press the Down arrow key to select between the available options, and press Enter to confirm your selection.

Outlook adds the online meeting details and the link in the event body after the invitation is sent.

See also

Use a screen reader to schedule appointments or meetings in Outlook for Mac

Use a screen reader to read and reply to a meeting request in Outlook

Use a screen reader to set up your email account in Outlook

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

Keyboard shortcuts for Outlook

Basic tasks using a screen reader with the calendar in Outlook

Use a screen reader to explore and navigate Outlook Calendar