Use Voice to navigate and complete basic tasks in the new Outlook

In this topic

Launch Voice access

Create an Outlook account

Sign in to your account

Add an email account

Read an email

Reply to an email

Forward an email

Create a new email

Add attachments to an email

Search for an email

Schedule an online event

Join a meeting from the Outlook calendar

Launch Voice access

To learn how to launch Voice access, go to Set up Voice access.

Create an Outlook account

Use Voice access commands to create a free Outlook account. 

1. Say “Open Microsoft Edge.” A new Edge browser window will open, with a focus on the Search box.

2. Say “Outlook.com.” Then, say “Enter.” Microsoft Outlook sign-up page will open.

3. Say “Click create a free account.”  A sign-in dialog will open.

4. Enter the email address by dictating each letter. For example, say “s,” “o,” “m,” and so on, to type “someone@gmail.com.”

   Notes: 

   • Say “at sign” to type “@” while dictating the email address.

   • To correct a mistake while dictating, say "Delete <text>" to erase the specific text. Say "Delete all" to delete all text in the box.

   • Refer to the Voice access command list, to learn more about the Voice access commands.

5. Say “Click next.” Enter a password by dictating each letter. Then, say “Click next.”

   Tips: 

   • A password with at least 8 characters long and a mix of uppercase and lowercase letters, numbers, and symbols. For more information, refer to Dictate text with voice.

   • To mask the password from being heard by anyone in the vicinity, say “Show keyboard.” This action will open the touch keyboard with number labels on it. Say the number on the keys to enter the letters associated with it.

6. Dictate your First name and Last name. Say "Click next."

7. To select the country, say “Click country/region.”

   1. Say “Name of your country.”

   2. Then, say “Enter.”

8. To select the birth month, say “Click month.”

   1. Say “Your birth month.”

   2. Say “Enter.”

9. To select the birthdate, say “Click date.”

   1. Say “Your birth date.”

   2. Say “Enter.”

10. To select the birth year, say “Click year.”

    1. Say “Your birth year.”

    2. Say “Enter.”

11. Say “Click next” to move to the next page.

12. A dialog to solve the CAPTCHA puzzle will open. Follow the instructions to solve the puzzle and complete your Outlook account creation process.

Sign into your account

Use Voice access commands to sign into your new Outlook account.

1. Say “Open Microsoft Edge.” A new Edge browser window will open, with a focus on the Search box.

2. Say “Outlook.com.” Then, say “Enter.” Microsoft Outlook sign-up page will open.

3. Say “Click sign in” to open a sign-in dialog.

4. Enter your email address by dictating each letter. For example, say “s,” “o,” “m,” and so on, to type “someone@gmail.com.” Remember to say “at sign” to input “@” in your email address.

   1. To correct a mistake while dictating, say "Delete specific text" to erase the designated content.

5. Say “Click next,” and dictate your password. To ensure privacy, say "Show keyboard" to open the touch keyboard with number labels. Use the numbers to enter the letters associated with them.

   1. If you've enabled the two-step verification process, say the authentication option you want to select to complete the sign-in process.

6. Once the sign-in is complete, the new Microsoft Outlook home page will open.

Add an email account

Use Voice access to add email accounts, such as Gmail, Yahoo, or other email accounts in the new Outlook.

1. Say "Click settings.” Number labels will appear near the Settings elements on the screen, such as “One” on the Voice access Settings button and “Two” on the Outlook Settings button.

2. Open the Outlook settings dialog by saying the number corresponding to the Outlook Settings button, or:

   • Say “Show numbers” to enable the number display and then say the number which corresponds to Settings. For example, say "Click eight,” to access the Outlook settings. 

3. The Settings dialog will open. Say, "Click add account” to open the Add an account dialog.

   Note: The Add an account dialog may suggest an active email address in Microsoft software. Say “Click continue,” if you want to proceed with the suggested email account.

4. Enter your email address by dictating each letter. For example, to enter “someone@example.com,” say “s,” “o,” “m,” etc. Then, say “Click continue.”

5. Dictate the password by dictating each character. To mask the actual password from being heard by anyone in your vicinity, say "Show keyboard" to open the touch keyboard with number labels. Use the numbers to enter the letters associated with them.

6. Then, say “Click sign-in" to finish adding the new email account in Outlook.

Read an email

Follow these steps to read an email from Inbox of the new Outlook app:

1. Say "Click inbox.”

   1. If the Favorites element is collapsed, number labels will appear on the Inbox element in the new Outlook app.

2. Say the number which corresponds to the Inbox you want to open.

3. To view a specific email, say “Click email subject,” or “Click sender name,” or:

• Say “Show numbers" to enable the number display and then say the number corresponding to the email you want to open and read.

Reply to an email

Follow these steps to reply to an email using Voice access in the new Outlook:

1. Say “Click email subject” or "Click sender name” to open the desired email.

2. Say “Click reply” to activate the Reply button and open a draft email, or:

   • Say the command “Show numbers” to display the number labels. Then, say the number that corresponds to the Reply button. For example, say “68” to activate the Reply button and open a draft email.

3. Open the draft in a new window by using the number labels. Say “Show numbers” and then say the number corresponding to Open in a new window button to complete the action.

4. Dictate the content you want to type.

   • To correct mistakes while dictating, say "Delete line" to delete the full line of text or "Delete <text>" to remove a specific text without deleting the full line.

   • To discard the draft, say “Click discard.” A dialog asking if you’re sure you want to discard this draft will open. Say “Click ok.”

5. Once you have added the desired content in the mail body, say “Click send” to send the reply.

Forward an email

Follow these steps to forward an email using Voice access in the new Outlook:

1. Say “Click email subject,” or “Click contact name” to open the desired email.

2. Say “Click forward.” The number labels will appear on the Forward button and its dropdown icon in the Ribbon tab. Then, proceed with one of the following actions:

   • To forward the email, say “One.”

   • To explore the drop-down option like forwarding as an attachment, say “Two.”

3. Once you choose, the email draft will open. Write your message and forward the email to the desired contacts.

Create a new email

To create a new email in the new Outlook using Voice access, follow these steps:

1. Say “Click new mail.” A new email draft will open.

2. To open the draft in a new window, say “Show numbers” and then say the number corresponding to Open in a new window button to complete the action.

   • To discard the draft, say “Click discard.” A dialog asking if you're sure you want to discard this draft will open. Say “Click ok.”

3. Fill the contact names in the To and Cc fields by dictating the name of the contact.

4. To add an email subject, say “Go to add a subject” and dictate the subject.

5. To draft the email body, say “Go to body” and then dictate the content you want in the email.

6. After you've drafted the email, say “Click send.” The numbers will appear on the Send button and the dropdown beside it.

7. Say “One,” to activate the Send button.

Add attachments to an email

You can add an attachment to either a new email or while replying or forwarding an email. Follow these steps to add an attachment to your email using Voice access:

1. Once you've drafted your email, say “Click attach file.” A drop-down menu will open in the Message tab.

2. Say “Click browse the computer” to open a file picker dialog.

3. Say “Click folder name” to move the focus to the desired folder. Then say “Enter” to see files in the folder.

4. Say “Click file name” to upload the file as an attachment to your email.

   • Say “Show numbers” to enable number labels.

   • Say the number corresponding to the file you want to upload as an attachment.

5. The file will be uploaded as an attachment to your email.

Search for an email

To search for an email using Voice access in the new Outlook app, follow these steps:

1. Say “Click search” to focus on the Search box. The number labels will appear on the two search elements on the screen.

2. Say “One” to select the Search box in the Outlook app.

3. Dictate the search text in the Search box. Then, say “Press Enter,” to filter the emails according to the search in the mailbox.

Schedule an online event

Voice access can be used to schedule an online event in the new Outlook through Microsoft Teams.

1. Say “Click home” to select the Home tab.

2. Say “Click new event.” The number labels will appear on the screen.

3. Say the number that corresponds to the drop-down next to the New mail button.

4. Say “Click event” to open a new window.

   • Say “Show numbers” to enable number labels. Then, say the number that corresponds to the Event button.

5. A new window will open. Dictate the title of the event in the Add a title box. For example, say, “PM sync.”

6. Say “Click invite required attendees.” Dictate the name of the contacts whom you want to send the invite, or:

   • Dictate the name letter by letter and you will see contact suggestions as you dictate.

   • Say “Enter” once the desired contact name is selected in the Suggested contacts list.

7. Say “Click optional” to add the contacts you want to keep as optional attendees in the event.

   • Dictate the name of the contacts letter by letter.

   • Say “Enter” when you see the name of the contact selected in the Suggested contacts list.

8. Say “Click start date” to set the start date of the event.

   • Dictate the date in the “Month\Day\Year” numerical format. For example, say, “one forward slash eleven forward slash twenty twenty-four,” to enter 11 January 2024.

9. Say “Click end date” to set the end date of the event.

   • Dictate the date in the “Month\Day\Year” numerical format.

10. Say “Click start time” to set the start time of the event.

    • Say the number that corresponds to the start time. Then, dictate the time you want to set as the start time. For example, say “5 PM.”

11. Say “Click end time” to set the end time of the meeting or event.

    • Say the number that corresponds to the start time. Then, dictate the time you want to set as the start time. For example, say “6 PM.”

12. Say “Click add a description” to focus on adding a description field. Then, dictate the event description text.

13. Once you have added all the necessary details of the event, the invitation is ready to be sent to the contacts.

    • Say “Click send.” The number labels will appear.

    • Say the number that corresponds to the Send button. For example, say “1” to select the Send button and send the invite across the selected contacts.

    • To save the event invitation as a draft and send it later, say the number that corresponds to the drop-down next to the Send button. Then, say “Click save as draft.”

Join a Microsoft Teams meeting from the Outlook calendar

Follow these steps to join a Teams meeting using Voice access from the new Outlook Calendar:

1. Say “Click calendar” to open the Calendar on the new Outlook app.

2. Say “Click event title” to open an event detail. Then, say “Click join.”

3. In the new window, say “Click join now” to join the online meeting.

See also

Basic tasks using a screen reader with the calendar in Outlook

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.