Basic tasks using a screen reader with Microsoft Teams Calendar

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.

You can use the Calendar in Microsoft Teams with a screen reader and keyboard to explore the layout, view your events, and complete common tasks such as scheduling, joining, or managing meetings. This article helps you navigate the Calendar layout and perform basic tasks using a screen reader.

Note: To learn more about screen readers, go to How screen readers work with Microsoft 365.

Navigate to the Calendar layout

Open Microsoft Teams and press Ctrl+3 to open the Calendar.

Note: The number ‘3’ signifies the sequential position of the Calendar app within the app bar. This position may vary depending on the individual setup.
Press F6 or Shift+F6 to cycle focus between app bar, menu bar, and calendar grid.
Within a landmark, press Tab or Shift+Tab to navigate between the interactive elements.
Navigate to the desired item, press Enter to activate it or open a dropdown menu.
Use the Up and Down arrow keys to move through list items such as meetings or menu options.

Overview of main landmarks

The calendar in Microsoft Teams includes several main landmarks that help you navigate and perform tasks efficiently with a screen reader.

App bar: The app bar allows you to switch between Teams apps such as Activity, Chat, Calendar, OneDrive, Copilot and others.
Menu bar: The menu bar includes the Search box, Settings and more button, and your Profile status.
Toolbar: The toolbar contains buttons such as Meet now, New event, Today, and the view selector that lets you switch between Day, Week, and Month views.
Calendar grid: The calendar grid, an interactive area, displays meetings and events based on their date and time.
Navigation pane: The navigation pane is a mini calendar that you can use to select dates to view in the calendar grid and shows any additional calendars you have added for quick switching.

Switch calendar views and time scale

You can change how your calendar is displayed by selecting Day, Work week, Week, or Month views, and you can also adjust the time scale to show detail.

Press Tab until you hear “Change the view of your calendar button current view selected,” and then press Enter.
Use the Up or Down arrow key to choose from Day, Work week, Week, or Month, and press Enter.
To select a custom range of days, press the Right arrow key on the Day option until you hear “More day options,” and then press Enter.
Use the Up or Down arrow key to select a time interval such as 60 minutes, 30 minutes, 15 minutes, 10 minutes, 6 minutes, or 5 minutes, then press Enter to confirm.

Note: A larger interval, such as 60 minutes, shows fewer details, while a smaller interval, such as 5 minutes, provides more granularity in your calendar.

Start or schedule a meeting

Use Calendar in Microsoft Teams to start an instant meeting or schedule one for later.

Start an instant meeting

In the Calendar toolbar, press Tab until you hear “Meet now button,” and then press Enter.
A New event dialog opens. You can invite others by sharing the meeting link or adding participants directly.

For more information, go to Meet without an invitation.

Schedule a meeting

Press Tab until you hear “New event button,” and then press Enter.
Enter the meeting details such as Title, Date, Time, and Location.
Add attendees to the Invite attendees edit field.
Press Tab to go to the Send button and press Enter to create the event and send the invitation.

For more information, go to Schedule a meeting.

Book a desk

If your organization allows desk booking, you can reserve a desk directly through the calendar.

In the Calendartoolbar, press Tab until you hear “New event button collapsed,” and then press Enter.
Press the Down arrow key until you hear “Desk menu item,” and then press Enter.
In the New desk dialog, press Tab until you hear “Reservation date,” and then press Enter.
Use the Up and Down arrow keys to select a date and press Enter.
Press Tab to move to the list of available desks or the Places finder.
Use the Up or Down arrow key to select a building or desk and press Enter to confirm.

Search and join a meeting

You can find and join scheduled meetings directly from the calendar or the search box.

Search for a meeting

Press Ctrl+E to move focus to the Search box. Type the meeting title or keywords.
Press the Down arrow key once to navigate to the suggestions.
Press the Right arrow key to choose the Meetings filter, then press Enter.
Use the Up or Down arrow key to navigate through results and press Enter to open a meeting.

Note: The Search box in Teams searches the entire app, not just the calendar.

Join a scheduled meeting

In the Calendar grid, use the Tab or arrow keys to find the meeting.
Press Enter to open the meeting details.
Press Tab until you hear “Join button,”and then press Enter.

A new window opens where you can choose audio and video settings before joining. For more information, go to Join a meeting.

Respond to invitations

You can accept or decline meeting invitations directly from the calendar.

Use the Tab or arrow keys to navigate to the meeting.
Press Shift+F10 to open the context menu.
Use the arrow keys to choose Accept, Tentative, or Decline, and then press Enter to confirm.

For detailed instructions, go to Accept or decline a meeting invitation.

Edit or cancel a meeting

You can make changes to or cancel meetings you have scheduled.

In the Calendar grid, use the Tab or arrow keys to navigate to the desired meeting, and then press Enter.
Press Tab to move to the Edit or Cancel button, and press Enter to make changes or cancel the meeting.

For more information, go to Edit or cancel a meeting.

Print and adjust calendar settings

You can print your calendar view or update the time zone settings.

Print your calendar

Press Tab until you hear “Calendar toolbar.” Use the Right arrow key until you hear “More options button,” and then press Enter.
Press the Down arrow key until you hear “Print menu item,” then press Enter.
Use Tab to navigate the Print dialog and select the view and date range.
Press Tab until you hear “Print button,” and then press Enter.

Adjust calendar settings

Press Tab until you hear “Calendar toolbar.” Use the Right arrow key until you hear “More options button,” and then press Enter.
Press the Down arrow key until you hear “Calendar settings menu item,” then press Enter.
Press the Tab and arrow keys to navigate through the Calendar settings.
To close the Calendar Settings window, press Tab until you hear “Close settings button,” and then press Enter.

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.