Use a screen reader to schedule a meeting in Microsoft Teams

Use your keyboard and a screen reader to schedule and invite people to a meeting in Microsoft Teams. You'll learn how to update as well as cancel your meeting, and hold instant meetings without sending an invitation.

In this topic

• Schedule a meeting
• Meet without an invitation
• Edit or cancel a meeting

Schedule a meeting

Screen reader navigation

Focus navigation

1. In Microsoft Teams, press Ctrl+3 to open the Calendar view. Then press Tab key until you hear "Calendar tool bar."

   Note

   The number ‘3’ signifies the sequential position of Calendar within the app bar. This position may vary depending on individual setup."

2. Press the Right arrow key until you hear “New event button collapsed,” and press Enter. Then press the Down arrow key until you hear “Channel meeting,” and press Enter.

3. The New meeting dialog will open, and the focus will move to the Add title box. Type the meeting title.

4. Use the following steps to add the attendees to your meeting:

   1. To add required attendees,

      1. Press the Tab key to move to the Invite attendees box.

      2. Type the name or email address of a contact you want to invite. Suggestions appear as you type.

      3. Use the Down arrow key to navigate through the suggestions and press Enter to select a contact. The focus remains in the box, so you can continue adding attendees.

         Tip

         To invite a person from outside your organization, type their email address and press Enter.

   2. To add optional attendees, press the Tab key until you hear “Optional button, add optional attendee,” then press Enter.

5. Press the Tab key until you hear “Facilitator,” then press Spacebar to allow the system to take notes and capture key decisions of the meeting.

6. Follow these steps to set the meeting date and time:

   1. To set the meeting date,

      1. Use the Tab key to navigate to the Start date box and End date box.
      2. By default, the current date is selected. To schedule the meeting for another date, press Enter.
      3. Use the Up or Down arrow key to change to the previous or next week, and the Left or Right arrow key to move to the previous or next day.
      4. Press Enter to select the date.

   2. To set the meeting time,

      1. Press the Tab key to navigate to the Start time and End time box.

      2. Use the Up or Down arrow key to adjust the time in 30-minute increments. Press Enter to confirm.

         Note

         To book a meeting for whole day, press the Tab key until you hear "All day switch," then press Enter.

7. If you want the meeting to recur, press the Tab key until you hear "Recurrence does not repeat" then press Enter. Use the arrow keys to select an option (daily, weekly, etc.), and press Enter to select.

8. To add a channel to the meeting, navigate to the Add channel box using the Tab key. Use the Down arrow key to browse your teams, Right arrow key to expand a team, and Down arrow key to find a channel. Press Enter to select.

   Note

   If you don't select a channel, the meeting remains private and only invited attendees can join.

9. Press the Tab key to move to the Add location box. You can either type a location or press Enter to browse the list of available locations using the Down arrow key. Press Enter to select a location.

   Tip

   You don't have to add a location. If you leave it blank, Teams saves the meeting as an online meeting

10. Press the Tab key until you hear "Type details for this new meeting," then type the meeting description. When you're ready to send the invite, press the Tab key until you hear “Send button,” then press Enter.

Virtual navigation

1. In Microsoft Teams, press Ctrl+3 to go to the Calendar view, press Shift+Tab until you hear "Calendar tool bar."

   Note

   The number ‘3’ signifies the sequential position of Calendar within the app bar. This position may vary depending on individual setup."

2. Press the Right arrow key until you hear “New event button collapsed,” and press Enter.Then press the Down arrow key until you hear “Channel meeting,” and press Enter.

3. The New meeting dialog will open, and the focus will move to the Add title box. Type the meeting title.

4. Use the following steps to add the attendees to your meeting:

   Note

   If you're creating a channel meeting and don't want to send separate invites, you can skip this step. If you're inviting people to a private meeting or want to make sure someone gets a personal invite to a channel meeting, continue with this step.

   1. To add required attendees,

      1. Press the Tab key to move to the Invite attendees box.

      2. Type the name or email address of a contact you want to invite. Suggestions appear as you type.

      3. Use the Down arrow key to navigate through the suggestions and press Enter to select a contact. The focus remains in the box, so you can continue adding attendees.

         Tip

         To invite a person from outside your organization, type their email address and press Enter.

   2. To add optional attendees, press the Tab key until you hear “Optional button, add optional attendee,” then press Enter.

5. Press the Tab key until you hear “Facilitator,” then press Spacebar to allow the system to take notes and capture key decisions of the meeting.

6. Follow these steps to set the meeting date and time:

   1. To set the meeting date,

      1. Use the Tab key to navigate to the Start date box and End date box.
      2. By default, the current date is selected. To schedule the meeting for another date, press Enter.
      3. Use the Up or Down arrow key to change to the previous or next week, and the Left or Right arrow key to move to the previous or next day.
      4. Press Enter to select the date.

   2. To set the meeting time,

      1. Press the Tab key to navigate to the Start time and End time box.

      2. Use the Up or Down arrow key to adjust the time in 30-minute increments. Press Enter to confirm.

         Note

         To book a meeting for whole day, press the Tab key until you hear "All day switch," then press Enter.

7. If you want the meeting to recur, press the Tab key until you hear "Recurrence does not repeat" then press Enter. Use the arrow keys to select an option (daily, weekly, etc.), and press Enter to select.

8. Press the Tab key once. The focus is in the Add channel box. If you select a channel here, you create a channel meeting where everyone in your team can join. If you don't select a channel, you create a private meeting where only the invited attendees can join.
   Microsoft Teams automatically lists all teams you belong to. To browse the teams and channels, press the Down arrow key until you find the right team, and press the Right arrow key to expand the list of channels. Then press the Down arrow key until you find the right channel, and press Enter to select.

9. Press the Tab key once to move to the Add location box. Type a location or press Enter to open a list of available locations. To navigate the list, press the Down arrow key. To select a location, press Enter. A list of rooms opens. Press the Down arrow key to navigate the list, and press Enter to select a room.

   Tip

   You don't have to select a location. If you don't, the meeting is saved as a Microsoft Teams meeting.

10. Press the Tab key until you hear "Type details for this new meeting," and type the meeting invitation.

11. When you're ready to send the invite, with NVDA, press the SR key+Spacebar, press Shift+B repeatedly until you reach the Send button, and press Enter. With JAWS, press the Tab key repeatedly until you reach the Send button, and press Enter.

Meet without an invitation

Screen reader navigation

Focus navigation

1. In Microsoft Teams, press Ctrl+3 to go to the Calendar view, press the Tab key until you hear "Meet now button," and press Enter. The Start a meeting now dialog will open.

2. Press the Tab key to go to the Meeting name box. Edit the meeting title you want to keep.

3. Press the Tab key until you hear “Start meeting,” then press Enter.

4. To choose your video settings before starting the meeting, press the Tab key until you reach the Camera toggle, and press Spacebar to toggle the setting on and off.

5. To choose your audio settings, press the Tab key until you reach the Computer audio toggle, and press Spacebar to toggle the setting on and off.

6. Press the Tab key until you hear “Join button,” and press Enter. The meeting will start and a dialog asking to Invite people to join you will open.

7. To add people to the meeting, press the Tab key until you hear “Add participants,” the press Enter.

   Tip

   You can also share the meeting link using the Copy meeting link or share the meeting using Share via default email.

8. Type the name of the person you want to invite. The search is performed as you type, and the first result is announced after you stop typing. To navigate further in the list of results, press the Down arrow key. To select a result, press Enter. The person is added to the meeting. The focus stays in the box, so you can just repeat this until you have added everyone you want.

   Tip

   To invite a person from outside your organization, type their email address and press Enter.

9. To stop adding people, press Shift+Tab to reach the Close right pane button, and press Enter.

Virtual navigation

1. In Microsoft Teams, press Ctrl+3 to go to the Calendar view, press Shift+Tab until you reach the Meet now button, and press Enter. The meeting view will open with the focus in the meeting name box.

2. To choose your video settings with NVDA, press the SR key+Spacebar, press B until you reach the Camera toggle button, and press Spacebar to toggle the setting on and off. With JAWS, press the Tab key until you reach the Camera toggle button, and press Spacebar to toggle the setting on and off.

3. To choose your audio settings with NVDA, press the SR key+Spacebar, press B until you reach the Computer audio toggle button, and press Spacebar to toggle the setting on and off. With JAWS, press the Tab key until you reach the Computer audio toggle button, and press Spacebar to toggle the setting on and off.

4. To start the meeting with NVDA, press Shift+B until you reach the Join button, and press Enter. With JAWS, press Shift+Tab until you reach the Join button, and press Enter.
   The meeting starts with the focus in the call controls region.

5. To add people to the meeting, press the Tab key until you reach the the Invite someone or dial a number box.

6. Type the name of the person you want to invite. The search is performed as you type, and the first result is announced after you stop typing. To navigate further in the list of results, press the Down arrow key. To select a result, press Enter. The person is added to the meeting. The focus stays in the box, so you can just repeat this until you have added everyone you want.

   Tip

   • To invite a person from outside your organization, type their email address and press Enter.
   • To add a person from outside your organization who isn't using Microsoft Teams, type their phone number and press Enter.

7. To stop adding people, press Shift+Tab to reach the Close right pane button, and press Enter.

Edit or cancel a meeting

Screen reader navigation

Focus navigation

1. In Microsoft Teams, press Ctrl+3 to open the Calendar view.

   Note

   The key ‘3’ signifies the sequential position of Calendar within the app bar. This position may vary depending on individual setup."

2. Press the Tab key until you hear the name of the meeting you want to edit, and then press Enter.

3. Press the Tab key until you hear “Actions group edit button,” then press Enter.

4. Navigate through the meeting elements and edit them as necessary. For more information, refer to Schedule a meeting.

5. When done, press Shift+Tab until you hear “Send button,” then press Enter. The meeting is updated and focus returns to the Calendar view.

   Note

   You may not be able to edit a meeting that has already started.

6. To cancel the meeting, press Shift+Tab until you hear "Delete button," then press Enter. A confirmation dialog will open. To confirm the cancellation, press Enter. The meeting is cancelled and focus returns to the Calendar view.

Virtual navigation

1. In Microsoft Teams, press Ctrl+3 to open the Meetings view.

2. Press the Tab key until you hear the name of the meeting you want to edit, and then press Enter.

3. Press the Tab key until you hear “Actions group edit button,” then press Enter.

4. Navigate through the meeting elements and edit them as necessary. For more information, refer to Schedule a meeting.

5. When done, with NVDA, press the SR key+Spacebar, press Shift+B until you hear “Send button,” then press Enter. With JAWS, press Shift+Tab until you hear “Send button,” and press Enter. The meeting is updated and focus returns to the Calendar view.

   Note

   • You may not be able to edit a meeting that has already started.
   • To cancel the meeting, press Shift+Tab until you hear "Delete button," then press Enter. A confirmation dialog will open. To confirm the cancellation, press Enter. The meeting is cancelled and focus returns to the Calendar view.

See also

Use a screen reader to join a meeting in Microsoft Teams

Use a screen reader to make and answer calls in Microsoft Teams

Keyboard shortcuts for Microsoft Teams

Basic tasks using a screen reader with Microsoft Teams

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate Microsoft Teams

Use Microsoft Teams in your browser with your keyboard and a screen reader to schedule and invite people to a meeting. You'll learn how to update as well as cancel your meeting.

In this topic

• Schedule a meeting
• Edit or cancel a meeting

Schedule a meeting

You can create a meeting to which you invite specific people or a channel meeting for the entire team when using Microsoft Teams in your browser.

1. With Microsoft Teams open in your browser, press Ctrl+Shift+3 to go to the Calendar view.

   Note

   The number "3" signifies the sequential position of the Calendar within the app bar. This position may vary depending on the individual setup.

2. Press Alt+Shift+N. The New meeting dialog will open with the focus in the Add title box. Type the meeting title.

3. Use the following steps to add the attendees to your meeting,

   1. To add required attendees:

      1. Press the Tab key to move to the Invite attendees box.

      2. Type the name or email address of a contact you want to invite. Suggestions appear as you type.

      3. Use the Down arrow key to navigate through the suggestions and press Enter to select a contact. The focus remains in the box, so you can continue adding attendees.

         Tip

         To invite a person from outside your organization, type their email address and press Enter.

   2. To add optional attendees, press the Tab key until you hear “Optional button, add optional attendee,” then press Enter.

4. Press the Tab key until you hear “Facilitator,” then press Spacebar to allow the system to take notes and capture key decisions of the meeting.

5. Follow these steps to set the meeting date and time:

   1. To set the meeting date,

      1. Use the Tab key to navigate to the Start date box and End date box.
      2. By default, the current date is selected. To schedule the meeting for another date, press Enter.
      3. Use the Up or Down arrow key to change to the previous or next week, and the Left or Right arrow key to move to the previous or next day.
      4. Press Enter to select the date.

   2. To set the meeting time,

      1. Press the Tab key to navigate to the Start time and End time box.

      2. Use the Up or Down arrow key to adjust the time in 30-minute increments. Press Enter to confirm.

         Note

         To book a meeting for whole day, press the Tab key until you hear "All day switch," then press Enter.

6. If you want the meeting to recur, press the Tab key until you hear "Recurrence does not repeat" then press Enter. Use the arrow keys to select an option (daily, weekly, etc.), and press Enter to select.

7. To add a channel to the meeting, navigate to the Add channel box using the Tab key. Use the Down arrow key to browse your teams, Right arrow key to expand a team, and Down arrow key to find a channel. Press Enter to select.

   Note

   If you don't select a channel, the meeting remains private and only invited attendees can join.

8. Press the Tab key to move to the Add location box. You can either type a location or press Enter to browse the list of available locations using the Down arrow key. Press Enter to select a location.

   Tip

   You don't have to add a location. If you leave it blank, Teams saves the meeting as an online meeting

9. To add a meeting description or agenda, press the Tab key until you hear "Type details for this new meeting," then type the meeting description.

10. When you're ready to send the invite, press the Tab key until you hear “Send button,” then press Enter. 

Edit or cancel a meeting

1. With Microsoft Teams open in your browser, press Ctrl+Shift+3 to go to the Calendar view.

   Note

   The number "3" signifies the sequential position of Calendar on the app bar. The position may vary depending on the individual setup.

2. Press the Tab key until you hear the name of the meeting you want to edit, and then press Enter. 

3. Press the Tab key until you hear “Actions group edit button,” then press Enter. 

4. Navigate through the meeting elements and edit them as necessary. Go to section Schedule a meeting for details.

5. When done, press Ctrl+S. The meeting is updated, and all attendees will receive an updated meeting invitation. The focus returns to the Calendar view.

   Note

   You may not be able to edit a meeting that has already started.

   • To cancel the meeting, press Shift+Tab until you hear "Delete button," and press Enter. A confirmation dialog will open. To confirm the cancellation, press Enter. The meeting is cancelled and focus returns to the Calendar view.

See also

Use a screen reader to join a meeting in Microsoft Teams

Use a screen reader to make and answer calls in Microsoft Teams

Keyboard shortcuts for Microsoft Teams

Basic tasks using a screen reader with Microsoft Teams

Use a screen reader to explore and navigate Microsoft Teams