Use a screen reader to schedule a meeting in Microsoft Teams

Use a screen reader to schedule a meeting in Microsoft Teams

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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 your keyboard and a screen reader to schedule and invite people to a meeting in Microsoft Teams. We have tested it with 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 update as well as cancel your meeting, and hold instant meetings without sending an invitation.

Notes: 

In this topic

Schedule a meeting

  1. In Microsoft Teams, press Ctrl+4 to go to the Calendar view, press Shift+Tab until you reach the New meeting split button, and press Enter.

  2. The New meeting dialog opens with the focus in the Add title field. Type the title.

  3. Press the Tab key once to move to the Add required attendees field. 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.

    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, use the Down arrow key. To select a result, press Enter. The focus stays in the field, 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.

  4. Press the Tab key once to move to the start date field. Today's date is selected. If you want to schedule the meeting for a later date, press Enter, use the arrow keys to find the date you want, and press Enter to select.

  5. Press the Tab key to move the focus to the start time field. Press Enter to open the menu, use the Down or Up arrow key to find the time you want, and press Enter to select.

  6. Press the Tab key once to move to the end date field. The date you selected as the start date is already selected. If you want to schedule the meeting for a later date, press Enter, use the arrow keys to find the date you want, and press Enter to select.

  7. Press the Tab key to move the focus to the end time field. Press Enter to open the menu, use the Down or Up arrow key to find the time you want, and press Enter to select.

  8. Press the Tab key until you hear: "Does not repeat." If you want a repeating meeting, press Enter to open the menu, use the Down or Up arrow key to find the repeating option you want, and press Enter to select.

  9. Press the Tab key once. The focus is in the Add channel field. 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.

  10. Press the Tab key once to move to the Add location field. 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.

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

  12. When you're ready to send the invite, press the Tab key repeatedly until you reach the Send button, and press Enter.

Note: In NVDA this is called the browse mode. In JAWS it is called the virtual cursor mode.

  1. In Microsoft Teams, press Ctrl+4 to go to the Calendar view, press Shift+Tab until you reach the New meeting split button, and press Enter.

  2. The New meeting dialog opens with the focus in the Add title field. Type the title.

  3. Press the Tab key once to move to the Add required attendees field. 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.

    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, use the Down arrow key. To select a result, press Enter. The focus stays in the field, 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.

  4. Press the Tab key once to move to the start date field. Today's date is selected. If you want to schedule the meeting for a later date, press Enter, use the arrow keys to find the date you want, and press Enter to select.

  5. Press the Tab key to move the focus to the start time field. Press Enter to open the menu, use the Down or Up arrow key to find the time you want, and press Enter to select.

  6. Press the Tab key once to move to the end date field. The date you selected as the start date is already selected. If you want to schedule the meeting for a later date, press Enter, use the arrow keys to find the date you want, and press Enter to select.

  7. Press the Tab key to move the focus to the end time field. Press Enter to open the menu, use the Down or Up arrow key to find the time you want, and press Enter to select.

  8. Press the Tab key until you hear: "Does not repeat." If you want a repeating meeting, press Enter to open the menu, use the Down or Up arrow key to find the repeating option you want, and press Enter to select.

  9. Press the Tab key once. The focus is in the Add channel field. 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.

  10. Press the Tab key once to move to the Add location field. 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.

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

  12. 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

  1. In Microsoft Teams, press Ctrl+4 to go to the Meetings view, press Shift+Tab until you reach the Meet now button, and press Enter. The meeting view opens with the focus in the meeting name field.

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

  3. To choose your audio settings, press the Tab key until you reach the Enable microphone toggle button, and press Spacebar to toggle the setting on and off.

  4. Press Shift+Tab until you reach the Join the meeting button, and press Enter. The meeting starts with the focus in the call controls region.

  5. To add people to the meeting, press the Right arrow key until you reach the Show participants button, and press Enter. The focus moves to the Type a name or dial a number field.

  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 field, so you can just repeat this until you have added everyone you want.

    Tips: 

    • 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.

Note: In NVDA this is called the browse mode. In JAWS it is called the virtual cursor mode.

  1. In Microsoft Teams, press Ctrl+4 to go to the Meetings view, press Shift+Tab until you reach the Meet now button, and press Enter. The meeting view opens with the focus in the meeting name field.

  2. To choose your video settings with NVDA, press the SR key+Spacebar, press B until you reach the Enable video toggle button, and press Spacebar to toggle the setting on and off. With JAWS, press the Tab key until you reach the Enable video 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 Enable microphone toggle button, and press Spacebar to toggle the setting on and off. With JAWS, press the Tab key until you reach the Enable microphone 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 the meeting button, and press Enter. With JAWS, Press Shift+Tab until you reach the Join the meeting button, and press Enter.

    The meeting starts with the focus in the call controls region.

  5. To add people to the meeting, press the Right arrow key until you reach the Show participants button, and press Enter. The focus moves to the Type a name or dial a number field.

  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 field, so you can just repeat this until you have added everyone you want.

    Tips: 

    • 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

  1. In Microsoft Teams, press Ctrl+4 to go to the Calendar view.

  2. Press the Tab key until you reach the meeting you want, and then press Enter to open it.

  3. Do one of the following:.

    • To edit the meeting, use the Tab key to navigate between the fields in the dialog, and edit them as necessary. For more information, refer to Schedule a meeting. When done, press Shift+Tab until you reach the Send update button, and press Enter. The meeting is updated and you return 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," and press Enter. A confirmation dialog opens. To confirm the meeting cancellation, press Enter. The meeting is cancelled and you return to the Calendar view.

Note: In NVDA this is called the browse mode. In JAWS it is called the virtual cursor mode.

  1. In Microsoft Teams, press Ctrl+4 to go to the Meetings view.

  2. Press the Tab key until you reach the meeting you want, and then press Enter to open it.

  3. Do one of the following:

    • To edit the meeting, use the Tab key to navigate between the fields in the dialog, and edit them as necessary. For more information, refer to Schedule a meeting. When done, with NVDA, press the SR key+Spacebar, press Shift+B until you reach the Send update button, and press Enter. With JAWS, press Shift+Tab until you reach the Send update button, and press Enter. The meeting is updated and you return 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," and press Enter. A confirmation dialog opens. To confirm the meeting cancellation, press Enter. The meeting is cancelled and you return 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 Office 365

Use a screen reader to explore and navigate Microsoft Teams

Use your keyboard and VoiceOver, the built-in macOS 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.

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 macOS screen reader, VoiceOver. To learn more about using VoiceOver, go to VoiceOver Getting Started Guide.

In this topic

Schedule a meeting

  1. In Microsoft Teams, press Command+4 to go to the Calendar view, press Shift+Tab until you reach the New meeting button, and press Return.

  2. The New meeting dialog opens with the focus in the Title field. Type the title.

  3. Press the Tab key once to move to the Location field. Type a location or press Return to open a list of available locations. To navigate the list, press the Down arrow key. To select a location, press Return. A list of rooms opens. Press the Down arrow key to navigate the list, and press Return 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.

  4. Press the Tab key once to move to the Start field. Today's date is selected. If you want to schedule the meeting for a later date, press the Right arrow key to navigate. To confirm a selection, press Return.

  5. The focus moves to the start time field. Press the Down or Up arrow key to move on the list. To select a time, press Return.

  6. Press the Tab key twice. The focus moves to the End field. The date you selected as the start date in the previous step is already selected. To change to a later date, press the Right arrow key. To confirm the selection, press Return.

  7. The focus moves to the end time field. Press the Down or Up arrow key to move on the list. To select a time, press Return.

  8. Press the Tab key until you reach the Time Zone menu. VoiceOver reads the currently selected time zone. If you want to change it, press Control+Option+Spacebar to open the menu, use the Up and Down arrow keys to find the right time zone, and press Return to select.

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

  10. 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, use the Down arrow key. To select a result, press Return. The focus stays in the field, 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 Return.

  11. When you're ready to send the invite, press the Tab key repeatedly until you reach the Schedule button and press Return.

Meet without an invitation

  1. In Microsoft Teams, press Command+4 to go to the Calendar view, press Shift+Tab until you reach the Meet now button, and press Return. The meeting view opens with the focus in the meeting name field.

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

  3. To choose your audio settings, press the Tab key until you reach the Enable microphone toggle button, and press Spacebar to toggle the setting on and off.

  4. Press Shift+Tab until you reach the Join the meeting button, and press Enter. The meeting starts with the focus in the call controls region.

  5. Press the Tab key until you reach the Invite someone field. 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, use the Down arrow key. To select a result, press Return. The focus stays in the field, 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 Return.

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

Edit or cancel a meeting

  1. In Microsoft Teams, press Command+4 to go to the Calendar view.

  2. Press the Tab key until you reach the meeting you want, and then press Return to open it. The focus is on the Edit button.

  3. Do one of the following:

    • To edit the meeting, press Return, use the Tab key to navigate between the fields in the dialog, and edit them as necessary. For more information, refer to Schedule a meeting. When done, press Shift+Tab until you reach the Update button, and press Enter. The meeting is updated and you return 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 "Cancel meeting," and press Return. A confirmation dialog opens. To confirm the meeting cancellation, press Return. The meeting is cancelled and you return to the Calendar view.

See also

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 Office 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. 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 update as well as cancel your meeting.

Notes: 

In this topic

Schedule a meeting

You can create a meeting to which you invite specific people when using Microsoft Teams in your browser. If you want to create a meeting for an entire Microsoft Teams channel, please use the full desktop version.

Note: When you navigate a list of search results, for example, when searching for a meeting location or a person to invite, your screen reader may not read the first result automatically. To make sure you hear it when the list opens, press the Down arrow key and then the Up arrow key to move back to the first result.

  1. With Microsoft Teams open in your browser, press Ctrl+Shift+4 to go to the Meetings view. You hear: "Schedule a meeting, button." Press Enter.

    If you hear something else, press the Tab key until you reach the Schedule a meeting button, and press Enter.

  2. The New meeting dialog opens with the focus in the Title field. Type the title.

  3. Press the Tab key once to move to the Location field. 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.

  4. Press the Tab key once to move to the Start field. Today's date is selected. If you want to schedule the meeting for a later date, press the Right arrow key to navigate. To confirm a selection, press Enter.

  5. The focus moves to the start time field. Press the Down or Up arrow key to move on the list. To select a time, press Enter.

  6. Press the Tab key twice. The focus moves to the End field. The date you selected as the start date in the previous step is already selected. To change to a later date, press the Right arrow key. To confirm the selection, press Enter.

  7. The focus moves to the end time field. Press the Down or Up arrow key to move on the list. To select a time, press Enter.

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

  9. Press the Tab key until you reach the Invite people field. Type the name of the person you want to invite. The search is performed as you type. To navigate the list of results, use the Down and Up arrow keys. To select, press Enter. The person is added to the meeting as an attendee.

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

    To invite another person, type their name, use the Down and Up arrow keys to navigate the results list and press Enter to select.

  10. When you're ready to send the invite, press the Tab key repeatedly until you reach the Schedule button and press Enter.

Note: In NVDA this is called the browse mode, in JAWS it is called the virtual cursor mode, and in Narrator it is called the scan mode.

  1. With Microsoft Teams open in your browser, press Ctrl+Shift+4 to go to the Meetings view. You hear: "Schedule a meeting, button." Press Enter.

    If you hear something else, press B until you reach the Schedule a meeting button, and press Enter.

  2. The New meeting dialog opens with the focus in the Title field. Type the title.

    Note: If you are using Narrator and Microsoft Edge, you need to press the SR key+Spacebar to turn scan mode off at this point.

  3. Press the Tab key once to move to the Location field. 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.

  4. Press the Tab key once to move to the Start field. Today's date is selected. If you want to schedule the meeting for a later date, press the Right arrow key to navigate. To confirm a selection, press Enter.

  5. The focus moves to the start time field. Press the Down or Up arrow key to move on the list. To select a time, press Enter.

  6. Press the Tab key twice. The focus moves to the End field. The date you selected as the start date in the previous step is already selected. To change to a later date, press the Right arrow key. To confirm the selection, press Enter.

  7. The focus moves to the end time field. Press the Down or Up arrow key to move on the list. To select a time, press Enter.

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

  9. Press the Tab key until you reach the Invite people field. Type the name of the person you want to invite. The search is performed as you type. To navigate the list of results, use the Down and Up arrow keys. To select, press Enter. The person is added to the meeting as an attendee.

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

    To invite another person, type their name, use the Down and Up arrow keys to navigate the results list and press Enter to select.

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

Edit or cancel a meeting

  1. With Microsoft Teams open in your browser, press Ctrl+Shift+4 to go to the Meetings view.

  2. If the meeting you want to edit or cancel is the current or next one on your schedule, it is already open in the content pane.

    If the meeting you want to edit or cancel is upcoming later on your schedule, press the Tab key until you reach the Agenda view button, and then press Enter. (If you hear the Day view button instead, you don't need to press Enter to change the view.) Press the Tab key once, and then press the Down arrow key to move down on the list of upcoming meetings. When you hear the meeting you want, press Enter. The meeting opens in the content pane.

  3. Press the Tab key repeatedly until you reach the Cancel meeting or Edit button. When on the button you want, press Enter.

    • To edit the meeting, use the Tab key to navigate between the fields in the dialog, press the Down or Up arrow key to move on a list of options, and press Enter to select an option. When done, press the Tab key until you reach the Update button, and press Enter. The meeting is updated and you return to the Meetings view.

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

    • When selecting to cancel, a confirmation dialog opens. To confirm the meeting cancellation, press Enter. The meeting is cancelled and you return to the Meetings view.

Note: In NVDA this is called the browse mode, in JAWS it is called the virtual cursor mode, and in Narrator it is called the scan mode.

  1. With Microsoft Teams open in your browser, press Ctrl+Shift+4 to go to the Meetings view.

  2. If the meeting you want to edit or cancel is the current or next one on your schedule, it is already open in the content pane.

    If the meeting you want to edit or cancel is upcoming later on your schedule, press B until you reach the Agenda view button, and then press Enter. (If you hear the Day view button instead, you don't need to press Enter to change the view.) Press the Tab key once, and then press the Down arrow key to move down on the list of upcoming meetings. When you hear the meeting you want, press Enter. The meeting opens in the content pane.

  3. Press B until you reach the Cancel meeting or Edit button. If you are using NVDA and Chrome, you need to press the SR key+Spacebar before pressing B. When on the button you want, press Enter.

    • To edit the meeting, use the Tab key to navigate between the fields in the dialog, press the Down or Up arrow key to move on a list of options, and press Enter to select an option. When done, with NVDA or Narrator, press the SR key+Spacebar, press B until you reach the Update button, and press Enter. With JAWS, press the Tab key until you reach the Update button, and press Enter. The meeting is updated and you return to the Meetings view.

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

    • When selecting to cancel, a confirmation dialog opens. To confirm the meeting cancellation, press Enter. The meeting is cancelled and you return to the Meetings 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

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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