Use a screen reader to work with folders in Outlook

Use a screen reader to work with folders in Outlook

Read out loud symbol with the label Screen reader content. This topic is about using a screen reader with Office

This article is for people with visual impairments who use a screen reader program with the Office products and is part of the Office Accessibility content set. For more general help, see Office Support home.

Use Outlook 2016 with Narrator, the built-in Windows screen reader, to create a new folder and move items to it. You can also rename, move, or delete folders.

Notes: 

  • New Microsoft 365 features are released gradually to Microsoft 365 subscribers, so your app might not have these features yet. To learn how you can get new features faster, join the Office Insider program.

  • This topic assumes that you are using the built-in Windows screen reader, Narrator. To learn more about using Narrator, go to Complete guide to Narrator.

In this topic

Create a new folder

You can create a new folder to organize, for example, your emails according to the subject or sender.

  1. In the message list, swipe left until you hear "Navigation button," and then double-tap the screen.

  2. Swipe right until you hear "More button," and then double-tap the screen. You hear: "All folders."

  3. In the All folders view, swipe left until you hear "Create new folder for Outlook," and then double-tap the screen. You hear: "Create new folder, editing."

  4. Use the on-screen keyboard to type the name for the folder.

  5. Once you're done, drag one finger across the screen until you hear "Enter," and then double-tap the screen. The Enter key is located on the bottom right of the screen.

    The folder is created, and the focus moves to the first folder in the All folders view.

Move emails to a folder

  1. Navigate to the email you want to move to a folder, and then double-tap the screen with two fingers.

  2. Swipe left until you hear "Move button," and then double-tap the screen. The Move to dialog opens.

  3. In the Move to view, swipe right until you hear the folder you want, and then double-tap the screen.

Rename a folder

  1. In the message list, swipe left until you hear "Navigation button," and then double-tap the screen.

  2. Swipe right until you hear "More button," and then double-tap the screen. You hear: "All folders."

  3. In the All folders view, swipe right until you hear the folder you want to rename, and then double-tap the screen with two fingers. You hear: "Menu, pop up."

  4. Swipe right until you hear "Rename button," and then double-tap the screen. You hear "Create new folder, editing," followed by the current name of the folder.

  5. Use the on-screen keyboard to type the new name of the folder.

  6. Once you're done, drag one finger across the screen until you hear "Enter," and then double-tap the screen. The Enter key is located on the bottom right of the screen.

    The folder name has been changed, and the focus returns to the All folders view.

Move a folder

  1. In the message list, swipe left until you hear "Navigation button," and then double-tap the screen.

  2. Swipe right until you hear "More button," and then double-tap the screen. You hear: "All folders."

  3. In the All folders view, swipe right until you hear the folder you want to move, and then double-tap the screen with two fingers. You hear: "Menu, pop up."

  4. Swipe right until you hear "Move button," and then double-tap the screen. You hear: "All folder, Outbox."

  5. Swipe left or right until you hear the location where you want move the folder, and then double-tap the screen.

Delete a folder

When you delete a folder, it's first moved to the Deleted Items folder in Outlook. To permanently delete the folder, you can either empty the Deleted Items folder or separately delete just the one folder from the Deleted Items folder.

When you delete a folder you’re also deleting everything inside of it.

Move a folder to the Deleted Items folder

When you've moved a folder to the Deleted Items folder, you can still retrieve it by moving it to another folder. For instructions, go to Move a folder.

  1. In the message list, swipe left until you hear "Navigation button," and then double-tap the screen.

  2. Swipe right until you hear "More button," and then double-tap the screen. You hear: "All folders."

  3. In the All folders view, swipe right until you hear the folder you want to delete, and then double-tap the screen with two fingers. You hear: "Menu, pop up."

  4. Swipe right until you hear "Delete button," and then double-tap the screen. You hear: "Delete, Cancel button."

  5. Swipe left and you hear "Delete, OK button." To move the folder to the Deleted Items folder, double-tap the screen.

Empty the Deleted Items folder

When you empty the Deleted Items folder, all items in it are deleted permanently.

  1. In the message list, swipe left until you hear "Navigation button," and then double-tap the screen.

  2. Swipe right until you hear "More button," and then double-tap the screen. You hear: "All folders."

  3. In the All folders view, swipe right until you hear "Deleted Items folder, and then double-tap the screen with two fingers. You hear: "Menu, pop up."

  4. Swipe right until you hear "Empty folder button," and then double-tap the screen. You hear: "Empty folder, Cancel button."

  5. Swipe left and you hear "OK button." To remove all items from the Deleted Items folder, double-tap the screen.

Delete a single folder from the Deleted Items folder

If you don't want to delete all items in the Deleted Items folder, you can delete a single folder separately.

  1. In the message list, swipe left until you hear "Navigation button," and then double-tap the screen.

  2. Swipe right until you hear "More button," and then double-tap the screen. You hear: "All folders."

  3. In the All folders view, swipe right until you hear the folder you want, and then double-tap the screen with two fingers. You hear: "Menu, pop up."

  4. Swipe right until you hear "Delete button," and then double-tap the screen. You hear: "Delete, Cancel button."

  5. Swipe left and you hear "Delete, OK button." To remove the folder from the Deleted Items folder, double-tap the screen.

See also

Use a screen reader to check spelling and grammar in Outlook

Basic tasks using a screen reader with email in Outlook

Use a screen reader to explore and navigate Outlook Mail

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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