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

This article is for people with visual or cognitive impairments who use a screen reader program such as Microsoft’s Narrator, JAWS, or NVDA with Microsoft 365 products. This article is part of the Microsoft 365 screen reader support content set where you can find more accessibility information on our apps. For general help, visit Microsoft Support home.

Use Calendar for Windows 10 with your keyboard and a screen reader to read and respond to meeting requests. 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 accept, reject, or tentatively accept a meeting invitation in the meeting details window and in the calendar grid view.

Notes: 

In this topic

Read and respond to meeting requests in the meeting details window

If you want to check the meeting details before responding to a meeting invitation, you can open the meeting details window from the calendar grid view, read the details, and then select your response.

  1. In the calendar grid, use the arrow keys to browse to the day you want, press the Tab key until you hear the meeting request you want, and then press Enter to open the item.

  2. To browse the meeting details window, press the Tab key (forward) or Shift+Tab (backward). Your screen reader announces the details as you move, including the proposed meeting date and time, location, and names of the attendees.

  3. Press Alt to move the focus to the ribbon, and then press the Down arrow key once to move the focus to the Home tab.

  4. To respond to the meeting request, do one of the following:

    • To accept, press the Right arrow key until you hear "Accept button," and then press Enter.

    • To reject, press the Right arrow key until you hear "Decline button," and then press Enter.

    • If you are unsure if you can attend, press the Right arrow key until you hear "Tentative button," and then press Enter.

  5. Press the Up and Down arrow keys to select what kind of email response you want to send to the meeting organizer, and then press Enter to confirm your selection.

  6. If you selected to edit your email response before sending, type your message, and then press the Tab key until you hear "Send," and press Enter.

The focus returns to the calendar grid view.

Respond to meeting requests in the calendar grid view 

You can quickly respond to a meeting request directly from the calendar grid view without opening the meeting details window.

  1. In the calendar grid view, use the arrow keys to navigate to the calendar event you want to respond to.

  2. When the focus is on the event, press Shift+F10 or the Windows Menu key to open the context menu for the event.

  3. Press the Down arrow key until you hear "Respond," and press Enter.

  4. To respond to the meeting request, do one of the following:

    • To accept, press the Down arrow key until you hear "Accept button," and then press Enter.

    • To reject, press the Down arrow key until you hear "Decline button," and then press Enter.

    • If you are unsure if you can attend, press the Down arrow key until you hear "Tentative button," and then press Enter.

  5. Press the Up and Down arrow keys to select what kind of email response you want to send to the meeting organizer, and then press Enter to confirm your selection.

  6. If you selected to edit your email response before sending, type your message, and then press the Tab key until you hear "Send," and press Enter.

See also

Use a screen reader to schedule events in Calendar

Keyboard shortcuts in Calendar

Basic tasks using a screen reader with Calendar

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate Calendar

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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