Accessibility Learning Webinar Series: Accessibility Features in Outlook for Windows

Accessibility Learning Webinar Series: Accessibility Features in Outlook for Windows

[Erica]>>Hi, everyone. Good afternoon.
Welcome to our October 2019
accessibility learning webinar. My name is Erica Zelmanowicz.
I’m the accessibility training
program manager at Microsoft. Before we start, I want to
let everybody know that we
do have captions available. If you go to
AKA.MS/webinarcaptions, you can
get captions right there. [Chitra]>>Hi. My name is Chitra,
and I work on the CELA
accessibility team. We will be your moderators
for today’s session. Our mission here at Microsoft
is to empower everyone in
every organization to achieve more, so we want to make
sure that we share the knowledge about our products and
services to everyone. We have had customers
reaching out to us and asking
us about what are the new products and services you have?
What are the accessibility
features that you have? So, we started this webinar series
to help you gain the knowledge, which will hopefully
be helpful for you. We’re going to get started off,
but before that, Erica, can you
tell us what we’ll cover today?>>Sure, today’s webinar will
be an hour long. At the end,
we’ll have 15 minutes for Q&A. If you miss any portion of
today’s webinar, you’ll be
able to go back and watch this recorded version of the
webinar and it’ll be
available in about a week. We’ll email you a link, so
for anybody that’s signed
up, you’ll have a link available. So, today we have
Chris and Fernanda from the
Outlook team to show us the popular features in
Outlook for Windows.>>So as Erica mentioned, as
soon as the speaker finished,
we will have some time for Q&A, towards the end. We’ll
respond to as much as possible. So, email your questions at
[email protected] It’s ACCwebinars, with an s
at the end You can also feed us your
questions on Twitter
using #accessibilitywebinar. It’s #accessibilitywebinar.
So, with that said, we’ll kick
it over to Chris and Fernanda. [Fernanda]>>Hi, I’m Fernanda Richnak,
a program manager on the
Outlook for Windows team. [Chris]>>And I’m Chris Walker.
I’m a software engineer on Outlook for Windows,
and I’m on accessibility. That means it’s my responsibility
to make sure that Outlook is an
accessible product for you. Today, we’re
going to talk about a
couple different things. We’re going to talk
about how Outlook is an
accessible tool for you and how we can also
make accessible content. So when you use Outlook, you
want everybody to consume
the content you send out and we’ve made it so you can.
Some of the first things
we’ll talk about in how we have an accessible Outlook,
we’ll talk about the basic
structure of Outlook. We’re going to talk about
how to navigate around it. We’ll talk about the new
simplified ribbon and we’ll
have some tips and tricks we’ll share, as well as talking
about dictation and read aloud. The first thing — let’s
first talk about the
main Outlook window. As we talk about how Outlook
is put together. What’s the
structure of the mean? Window for Outlook is
called the explorer. And if you’re able to see
my screen right now, then
you’ll see this is the experience that we’re
used to when we come to
Outlook in the first place. And if you can’t see my
screen, that’s okay. I’m going to describe everything
[BOING] and hit my hand on the
table a couple times. So the main window, the
explorer window has got four
regions in the default setting. We have the ribbon up at the
top, and that spreads all
the way across the window. And then underneath that,
on the left hand side, we
have the folder pane, which you can use for
navigating around and getting to different accounts and
folders within those accounts. And next to that is the
message list where you see
whatever’s inside a folder. And next to that,
we have the reading pane. For a lot of folks who use
screen readers, the reading
pane gets turned off because it makes your performance a little
faster with your screen reader. So, if there’s a time that I
mentioned going to the reading
pane a little later and you don’t have that, we’ll talk
about how to get there or how
to get into your message body. So a couple other things that
come up inside the explorer
window are a to-do bar. And the to-do bar is an
optional view that you
can turn on that contains your calendar, your
tasks, people and notes. And it’s quick access into that
without having to change modules. So going over to say, the
calendar module or people
module or the task module, that’s a pretty big context
switch, so if you don’t need
to do that, then it can make life a little easier. So
let’s go into the reading pane or
if you press enter on a message, if you’re the message list,
it will open up a window that
is just for that message. We call that window an inspector.
And the inspector’s structure is
similar to the explorer’s. So it’s similar to the main
Outlook window in that we’ve
got the ribbon across the top and we have some
regions below that. And the rest of this,
the reading pane and
inspector, they’re the same. So, we have — immediately
below the ribbon, we have the
messenger header, and the message header contains
information like the subject,
who sent you the message, who the recipients were, and
then it has the message
body underneath it. And it also has attachments
and location, if you’re
doing a meeting or an appointment. Below the message
header is the message body. And some actions and experiences
will cause a task pane region to open off to the side
of the message body. So for example, if I press F1,
to open up the in-app help
experience, I’ll get this task pane that shows up off to
the side, and I can navigate
over to that as well and the accessibility checker
is another thing that
opens up in the task pane. We’re going to talk about
these as we go through. So if you’re hearing this and
you’re going, “Whoa! I’m not
keeping up,” that’s okay. This is a quick overview, so
that when we run into these
things a little later, it’s a little more familiar,
particularly if I use a word
like explorer or inspector. You know the explorer is
our main outlook window, and the inspector is the
message window that’s just
for a single message. As a keyboard user, we can use
F6 to get between different
regions in the window. So when we’re talking about
the main Outlook window in
the explorer window, we use F6 to get from the ribbon
into the folder pane and into
the message list and into the reading pane. And then
we’ll find other things, Oh,
there’s a status bar at the bottom too. I didn’t talk about
that region, but it’s there. We don’t spend as
much time in that one. One of the things with F6, is I
press F6 so get around the screen. I’m going to turn on Narrator,
and we’ll do this right now. So, I’ve pressed
control windows enter [Narrator reading]
>>Okay. We’ll stop Narrator. So, I’m going to press F6 just to
move around through the regions. [Narrator reading] Scan. Exit
table. Enter table. 2×3 column
header. Row 1 of 2 column.>>Okay. So the message that
I have has a table in it. That put us into the message body
for the email I just received. We going to go ahead and
press F6. Great. So that
put us into the status bar. [Narrator reading] Ribbon tabs.
Home tab. Item.>>Great. That put us in the
ribbon. The next time I pressed
F6. I’ll press F6 again. [Narrator reading] Navigation bar.
Mail. Button. Mail.>>Great. And this brings us
to the module switcher. This
is part of our folder pane. It lets us switch in between.
I’m seeing mail, and then
I’ll press right arrow. [Narrator reading]
Calendar. Button. Calendar.
People. Button. People.>>So this is a way
I can get around. If I need to switch between
modules, say to get over to
the calendar, I prefer pressing control 2 and then
pressing control 3 if I want
to get over to people and press control 1 to get
back to mail. So, I’m
going to press F6 again. [Narrator reading]. Mail folders.
Inbox. 57 unread messages.>>Great. So that brought
me to the folder pane. It tells me a little about
the folder I’m selected on,
and I can navigate up and down through that with my
arrow keys. I’m going to
press F6 one more time. It should bring us back
to the message list. [Narrator reading].
Azure DevOps Notifications.>>It did, and starts telling
you about the message I have
selected right now. Inside of any — so we use
F6 to navigate through the
different regions in the window and it’s a loop. So wherever you start pressing
F6, if you keep pressing F6,
you’ll get back there. If you find that you’ve
gone past the thing you
want — “Wait a minute. I want to go back one,” you can
press shift F6 to back up one. Inside of a region, there are
different controls that you’re
going to want to interact with. So to get between those controls,
you can use the tab key. So, I’m going to do that in
the message list right now. Let’s say I want to
filter to my unread items. [Narrator reading]. NUI document
window. Exit table. Show all
emails. Button, on, all.>>Right. So show all emails.
And let’s go over to unread. And I just press right
arrow to get to that. And I’m going to press enter
now to turn on the unread view. [Narrator reading].
Unread Azure DevOps>>Great.
And now I’m going to go back [Narrator reading].
End — Show unread.
show all email.>>to all email again. I used
shift tab to get back to the
unread, and then I press left arrow to get back to all,
and I pressed enter to switch
us back to the all mail view. So, I mentioned that I
used shift tab, because I
can go forward with tab and go backwards with shift
tab. And it’s a loop as
well, just like F6 loop is. Now, there’s one spot we break
this rule, and it’s anywhere
we have a message body, anywhere we have content that
you can type in free, so
whether this is the message body, whether we’re talking
about a task, whether we’re
talking about a meeting request, when you go to type
in information there, when
you press tab to get through the message header, and you
get down to the message body,
tab, once you get into the message body it’s going to
enter a tab character for you. It’ll scoot things in and
help align things around the
way that you’d like to, as if you were in Word. So because
of that, when you press tab
in the message body, it’s not going to take you to the
next control, so you’ll just
shift tab to get back out of that up into
the message header. One of the other controls
that people like to use to
get between regions, and I neglected to message this
earlier, is control tab. When we use control tab,
it omits the ribbon from the loop. So F6 and control tab are very
similar to each other, just
we’re omitting the ribbon from the loop. In talking
about the ribbon, right
now, I have, if you can see my screen, you can see
that the ribbon on my Outlook is a little different from
what we’ve had in past years. I’m going to go ahead and put us
back on what the old ribbon was. I’m going to get
up to the ribbon. I can use F6 to get
there, but I like to get
there in one keystroke, so I’m just going to press alt. [Narrator reading]. Ribbon tabs.
Exit table. Home tab item. 2 –>>Great. And so it brought
me up to the ribbon, and I’m
going to actually turn on [Narrator reading]
Customize the ribbon.>>I’m going to turn on the
classic ribbon right now. Great. So this is the ribbon we’re
used to seeing or working with. I’m going to just press alt
to get back up to the ribbon. [Narrator reading] Ribbon tabs.
Home tab item. 206.>>Great. Now that we’re
in the home tab, I’m going
to press down arrow to get into the items in that ribbon. [Narrator reading] New. New email.
Button. Create a new item.>>And I’m going to just
navigate across it a little
bit, and we’ll talk about something that we run into here. [Narrator reading] New items.
Menu item. Delete. Clean up. Menu items. Collapsed.
Menu key alt. H C.>>Great. So this delete button,
when I’m listening in a screen
reader, it doesn’t tell me anything about the other buttons
that are above it and below it. Our old ribbon, the classic
ribbon, has got a lot of
buttons in a small space. And if that’s what you love,
then good news is, we’re not
changing that out from under you. If you find that,
when you’re going through
this ribbon, especially if you’re using a screen reader,
and you don’t know hey,
there’s actually three rows of buttons here, it can be kind
of frustrating when you’re
looking for a particular control. So, what we’ve done
is we’ve made a simplified
ribbon, and the simplified ribbon doesn’t get rid of
any of the things you want. Instead, it takes the things
we found that our users want
most, the things you click on most, are the things that show
up in our new ribbon earliest. And if there’s something
that doesn’t get as much
use, it won’t be on — it won’t be right up
front on the ribbon. So, let’s look at what that’s
like with the new simplified
ribbon and how we get there. I’m going to press alt to
get us back to the ribbon.
So, let’s do that now. [Narrator reading] Ribbon tabs.
Exit table.>>Okay. Great So I’m back at the
ribbon, and I’m going to press
shift F10, which how I open a context menu
with the keyboard. [Narrator reading] Customize
the ribbon. Menu item. Menu
key R. Context menu. Menu.>>And I’m going to arrow
down to use simplified ribbon. [Narrator reading] Collapsed use
simplified ribbon. Menu item.>>Great. And now I pressed enter,
and I got the simplified ribbon. Let’s look at what this is like.
I have one row of buttons. I don’t have three rows
anymore, I don’t have to worry
that as I’m arrowing across, I’m not getting — that I’m
missing some button that was
above or below the other buttons that I was looking for.
So let’s take a look. [Narrator reading] Ribbon tabs.
Home –>>OK. So I pressed alt
to get back up there. [Narrator reading]. New.
New email. Split button.>>And if on the old
ribbon, you were accustomed
to using control arrow to get between different sets
of controls in the ribbon,
you can still do that here. I’m going to go ahead
do that right now. Just arrow along the row. Now a lot of people like to
archive mail when they’re
done with it or to say, “You know what? I really don’t
want to delete it. I want to hold
it for later,” I’m not that guy. For me, if it’s unread, I’m
done with it, and if there’s
something I have to do later on, that’s a bit more work,
then I’ll flag it and come back
to it. That’s how I like to work. Now, some people really
prefer archiving. As I
said, not that guy. So, I don’t actually want this
taking up space in my ribbon. As I said earlier, the old
ribbon, the classic ribbon
had a lot of controls densely packed in there, and if that’s
what you needed, that’s fantastic. I like the simplified ribbon
because it makes it easier
for me to find what I’m looking for at a glance. And if I need to search
through using a screen reader,
it’s easier to find what I’m looking for. So, I’m going
to actually take out the
archive button because I don’t want it there, I don’t
use it, so it’s not worth
giving it the real estate. [Narrator reading].
Add to quick access tool bar.>>So, I pressed shift F10 to
open my context menu and I’m
just going to scroll down. [Narrator reading] Pin to ribbon.
Menu item. Menu key P.>>So right now,
it’s pinned to my ribbon. [Narrator reading] — ribbon.
Menu item. Unchecked. Menu key R.>>So I can either press pin to
ribbon right now because it’s checked or I can press
right underneath it. I can select remove from
ribbon, and I’m going to select
remove from ribbon, just to make sure it’s gone.
So, I’m going to do that now. Great. I’ve done that,
and now it’s off my ribbon. It’s not taking up space
there anymore. But what if I
need to get something back? Let’s say that I was going to
reply to the meeting that I
have on my screen right now. I’m just going to press
control R for the selected
item in my message list. [Narrator reading]
R Re: automation.>>Funny enough, it opened
inspector, and that’s
fine. Let’s go back. [Narrator reading] Meeting
request has a reminder.>>I’m going to try this one
more time here and see if
it’s plays more friendly. There we go. Okay. It opened up a reply message
in the reading pane for me
and I have keyboard focuses in the message body right now. What I’d like to be able to
do is to pin another feature
that we’re going to come back to later called dictate. [Narrator reading] Compose tools.
Message tab item. 6 –>>So I want to put that in
my ribbon. So I’ve gone up. I’m pressing alt to go to my
message tab in the ribbon
and I’m going to press down. [Narrator reading] Clipboard.
Paste — Say get into the
list of items in that ribbon.>>So I can go along this, but
I’m going to do the short
version, and we’re going to go left, instead, to get to the
end, because I can see that
I don’t have dictate in the items in my ribbon, and
if I want it to be there,
I can still pull it out. [Narrator reading]. Lower
ribbon. Message. Work Events.
Collapse. Menu key Alt. E2.>>So I pressed the left arrow
twice from the beginning of the message ribbon, and it’s
taken me to the more commands
button. I’m going press that now. [Narrator reading] Names.
Address book. Menu item.>>So this contains any items
that either I’ve removed from the ribbon or any items that
there just wasn’t enough
space on the ribbon because I’ve only got so big of a
screen, right? If I had a screen that was
maybe five feet wide, I could
get everything that we have in the ribbon because there’s
a lot of rich controls. That’s not what we’ve got though.
We have a reasonable size screen. So let’s go down through
the more commands and I’m
going to pick dictate. [Narrator reading] Menu item.
Voice. Dictate.>>Great. So on dictate, I’m going
to open up my context menu
by pressing shift F10. [Narrator reading] Add to quick
access toolbar. Menu item.>>And if were using a
mouse, I could right-click.
and I’m going to go — [Narrator reading]
Press pin to ribbon.
Menu item. Up –>>Press pin to ribbon. [Narrator reading] Document 15.
Re: EC –>>Great. Now that I pressed pin
to ribbon, I have dictate up in
the ribbon where I can get to it later.
That’ll make life easier. So the simplified ribbon makes
it easier to see the different
commands you use most, the things you use most show
up on the left and you skip
further to the right, those are things you probably
don’t use as much. If there’s something that you
want out you can remove it
from the ribbon and it just goes into the more
commands overflow. And if you need a command out
of that overflow menu, the
more commands menu, you can go into it and you can pin
it to the ribbon, just
like I did with dictate. So if you ever accidentally
remove something from your
ribbon, it’s not gone forever. Let’s talk about a couple things
that make life a little easier. I mentioned using Alt to
get to the ribbon instead
of using F6, because we can navigate all the way around,
and we’ll go back to the right
spot, once we get to the ribbon and we pick a
command, but I like using
Alt together, it’s faster. Another thing that’s easy
to do is pressing Alt Q. If I use Alt Q, I can use
a feature called Tell Me. You may have seen this
elsewhere in the Office already. With Tell Me, I can find
a command I’m looking for. I’m going to press escape
to close the message that
I’m currently drafting. [Narrator reading.] And it put focus back in
the message list for me. Now let’s say I wanted to archive
this without going and finding
the button in the ribbon. I’m going to press Alt Q. [Narrator reading] Q. Ribbon. Exit table. Microsoft
search. Edit box. Search.>>OK. You hear that I’m in
search, right? This is new. If you’re
elsewhere in Office, you may
hear “Tell Me” instead when you press Alt Q. This is an
Insiders Fast build. I
neglected to mention that. I’m on Insiders Fast, and
you can get on Insiders Fast
too, if you go to — I’m forgetting the
website right now. It’s, and you
can look for insiders program
there, or you can look for it at the end of this
presentation. We’ll
have a link for you. So I’m going to type
in archive right now. [Narrator reading] R-I-V-E>>And at the bottom of my
suggestions is the list of
actions that we got from Tell Me. [Narrator reading] Actions moved
to archive folder. Menu item.>>And there’s my move
to archive folder item. If I wanted to find it without
digging through the ribbon,
this is like in Windows. When I just press the Windows key,
the program that I want to start, this is very much like
that, just in Outlook. So, I press Alt Q. I type in
the button that I want it to
do, and it will find that command for me. And I can
press enter here if I want to
archive, but as I said, I’m not an archiving guy. I’m going to
press Escape and come out of that. So one of the fun things we run
into here as well, is this is
our search experience, right? I can press control E or F3 like
I’ve always done to get to search. For people used to just
tabbing from the message list
until you get to the search control, it’s a little
different now, but I think you
like the changes coming here. If I come into search and I
start typing what I’m looking
for, previously, I used to have to press tab a whole
bunch of times to get to
what I was looking for. And depending where I was, I might
have to press F6 a few times. Now, Outlook just works
the way you want it to. You press control E. Type
what you’re looking for. So —
[Narrator reading] So, I’m going to look for
an email about kittens.
[Narrator reading] And we’ve gotten an email about
kittens, and it just came up. It immediately brought me
right down to the results. You heard that it read the
results for me, even when I
didn’t want that particular result coming up for you. So — and we have kittens today
in our building. It’s fantastic.
It’s making everyone smile. So use control E or F3 to
get to search, ad we’ll take
you to your results now immediately the way
you expect it to work. So we mentioned dictate
earlier Dictate is one of the
features that really shines in Outlook. It’s nice to be
able to just speak and have
Outlook type in the content that you would be able to
say, the things that you’d
want to be able to type. So let me go ahead and
I’m going to come out of
search by pressing escape. [Narrator reading] Mail folders.
Inbox.>>And I’m going to start a new
mail, just pressing control N. [Narrator reading] N.
Untitled. Message. H.>>Great. From here, I’m going to
just tab down to the message body. [Narrator reading]. cc.
Edit. Subject. Edit.
Document for untitled message.>>Great. Now I’m in the
message body, and I’d like to
dictate a message, so let’s do that right now. Since
I pinned that earlier to
my ribbon, it’s there. [Narrator reading] Ribbon
tabs. Message tab item. 2
of 8 selected. Alt H.>>So, I press Alt. Now I’m in the message tab,
and I can see that dictate
is at the end, so I’m going to come down into the ribbon
and I’m going to press left
until I get over to dictate. [Narrator reading] Switch ribbons.
Lower ribbon. Voice. Dictate. Split button. Collapsed.
Powered by Microsoft.>>Great. So dictate
is a fantastic feature. Today, we have six languages
and a few different dialects
of those languages that we know how to handle. So,
you can speak in those languages. You can speak in Chinese,
German, Italian, Spanish,
and we’ve got three other languages that you can preview
and some dialects of English
and French as well, so check this out. I’m going
to go ahead and leave it in
English, because that’s the language I speak best,
and we’ll turn it on. [Narrator reading] Document
for untitled message.
Editing. Ribbon tabs.>>I’m going to get back up there.
There we are. [Narrator reading]
There. Misspelled there.
Exiting narrator.>>All right. So I’ve turned
off Narrator because if I
were going to use a screen reader at the same time as
dictate, I’d want my headphones in so that my computer’s
microphone didn’t pick it up. If you look at the beginning
of this message, you’ll see
where that didn’t go quite right and it picked up the
dictation I was saying. Stop dictating. I’m using the wrong words, so
I’ll have to find that one
later, but I can go back up to my ribbon and get
it to stop dictation. So I’m going to press Alt. Oh — I’m going to leave
the screen reader off until
I got this turned off. There we are, and we have
that noise that tells us
dictation is turned off, and let’s go ahead and
turn Narrator back on. [Narrator reading] Untitled.
Message. HTML.>>So, a couple reasons
that dictation is nice. Dictation is nice because I
can speak a lot more quickly
than I can type and… because when I speak, I think
differently from when I’m
sitting and typing slowly, and honestly, what I write
comes out more naturally
when I’m speaking. So if I want to have content
that comes across flowing
more easily, this might be a good option. Now that I’ve
dictated content to my computer
and it has written it in the message body of my
Outlook message, it would be
great if I could have Outlook read back to me what I just said.
Now, if you’re a screen reader
user, this is really easy. You just use your screen
reader, right? Well, if you’re not a screen
reader user, we have a
feature for you called read aloud. In Outlook,
I’ll go up to our ribbon again. [Narrator reading]. Ribbon tabs.
Message tab item. 2 of 8 selected.>>And I’m going to go
over to the review tab by
pressing the arrow keys over. [Narrator reading].
Insert tab item. Draw tab
item. Options tab item. Format tab item.
Review tab item.>>Great. So in the review
tab, I’ll press down and we’ll
go find read aloud in there. [Narrator reading] Proofing.
Now, I want to do — I
recognize that my cursor is in the middle of
my message body, so what I want to do is
actually get my cursor
up to where I want it to read aloud, so I’m going
back into my message body. I pressed escape, and I’m
going to press control, shift,
home. No — just control home. Great. And I’m going to turn
the screen reader back off
again, since we’re using Read Aloud as an Outlook feature
not as a screen reader feature. So let’s go ahead
turn off Narrator. And we’ll run read aloud from
the, from the ribbon.>>I’m gonna get back up
there there we are there
alright so I’ve turned off narrator because if I were
going to use a screen
reader at the same time.>>You should recognize some
of that text from stuff I
said a little bit ago. So this is a great
option for being able to
speak to your computer. One of the things that I
wish I had done was, that if
I had said some punctuation, while I was talking,
dictate really gets that right. It will capitalize things the way
it’s supposed to, as we get going. One of the other parts that
I really like in Outlook
that has come up in the last year is something that, Fernanda
has helped make a reality. So, I’d like to let you
talk about that and –>>Okay. Thank you, Chris.
So, the next thing we’ll be
talking about is dark mode. So we heard a lot of
feedback from our customers
who are sensitive to light. They prefer to use
Outlook in black theme. However, in black theme today,
the reading pane and compose
experience still have a light background. And we heard
feedback that that causes
fatigue and eye strain for these customers. So as we
start rolling out dark mode,
users who are in black theme are going to see their reading
pane and their compose
experience with a dark background, and they’ll still
be able to preview messages
that they receive and send with a light background. So,
now we’re going to switch
over to Chris’s laptop and show you what dark
mode looks like. If you go into the file menu,
to switch your theme, and go
down into Office Account, you can switch your
theme to black theme.>>All right. I turned off
Narrator at the wrong time.>>Let’s do it again.
>>Let’s do that one more time.>>Okay, so if you go to the
file menu, and you go down into Office Account, go to the Office
Theme section, and change it from colorful to black.
[SCREEN READER IN BACKGROUND] OK. Now let’s exit out of this
menu, and let’s find an email . Here we go. So, now, in
the reading pane, you
have a dark background. There’s also an option to
preview this message with a
light background, if you’d like to do that, and we have
a button that looks like a
sun, and it’s right next to the reply, reply all, and forward
buttons in the reading pane.>>All right. So —>>So there it is. Now
you can preview it with
a light background, and you can also toggle to
preview it with a dark background. When you’re composing a new
email, you’ll notice that now
the background of that is also dark. So if you go down
to the compose experience,
Chris, please, and maybe just type some text in
here. Pretend you’re going
to send me an email. Change the highlight of some of
this text. Maybe let’s highlight
it green. Can we do that?>>Okay.
>>So I’m going to pick green.
This is the second option. So the colors you’re seeing
here are the colors that
someone with a light background would see. But on your
screen, you won’t be able to
read it as well with a dark background, so we convert
the colors so you’re still
able to read the text. Now if I want to preview this
message before I send it to
make sure it still looks okay for someone with a
light background, I have the
same send button from the reading pane up in the
message tab, in the ribbon.
So I can press that.>>OK. So I pressed Alt to
get up to the message, up to
the ribbon pane and then I’m pressing left under
the new message ribbon. [SCREEN READER IN BACKGROUND]
Lower ribbon. Message. Dark
mode. Switch background. Button on. See how this message
will look with space. Document 4.>>And I can preview it and
see that it looks OK with
the light background, so I feel confident that I can
send it, and everyone
will be able to see it.>>I really love this feature.
>>I do too. [Narrator reading] Microsoft
outlook dot n. Inbox. C. Walker>>OK. So, now I’m going to turn
it back to Chris to talk about
what other features that make Outlook more accessible for you.>>Let’s talk about
a couple things. When I get sent an image,
it really is important as a
screen reader user to be able to tell what that image is of. And Outlook has introduced
a new feature now called
automatic alt text. So let’s go ahead and
see what that’s like. I’m going to press control
N to start a new message. [Narrator reading] Untitled
message. HTML. Window.>>Great. And then we’re going to
just tab down to the message body. All right. I’m in the message
body now and this is where I
want to insert a picture. So let’s go ahead and press
— I’m pressing — the keypad
shortcuts that we’re used to having before in the
simplified ribbon, your letter
might be a little different now, so that’s one thing to be
aware of. I’m going to press
Alt N to get up to insert. And then I’m going to press
P for pictures. It’s the
fourth item in my ribbon. So if I wanted to press down
arrow and arrow over to it,
I could do that as well. I’m just going to press
P. [Narrator reading]
Illustrations. Pictures. Insert picture. File name.>>So this opened the
insert picture dialogue,
and I’m in my documents folder right now, so I’m
going to back up by putting
in the path for my desktop. [Narrator reading]>>Great. So here I’m
going to go up now. I’m
going to press shift tab. [Narrator reading]
Items view.
Enter table items view. 3×5 name.>>And this brings me up
to the list of items that
I have inside this folder. So I’m going to press down until
I find a picture of a sunflower. Name. Insert picture. Item view.
Status. Date. Date modify.
Insert picture. Item view.>>OK. I’m just going
to type sunflower. [Narrator reading]
sunflower. Dot PG. Untitled
message. HTML. Window. Great. So it inserted the picture
of the sunflower into the
message, and immediately on the left I saw alt text,
a a yellow flower. And I’m going to actually
take a look at one more thing. What if – so I’ve got good
— I’ve got a description of
this yellow flower, which is fantastic. I’m going to
send this to Fernanda. This is a picture of
sunflowers we grew in our
front garden this year. And while we’ve been doing
our demo, I’ve had Outlook
working in offline mode. I’m going to put us back in
online mode, because something
neat is going to happen when I do this. So let’s go ahead
into send/receive. So in Alt. [Narrator reading] Tab
item. Switch ribbon. Lower
ribbon. Mark. Preferences.>>We’re going to turn
off working offline. [Narrator reading] Connected to
your server. Untitled. Message.
HTML. Window. C2. Space. CC edit. Subject.>>I’m
going to pull Amanda out
and put her back in. [Narrator reading] N. Semicolon.
CC. Edit. Subject.>>So the thing I’d like
to show you is that we now
have the ability to prompt people who are sending you
mail, if they’re sending
you something that’s not accessible and you prefer
having accessible content. What it means for accessible
content real quick. I’d like
to pause on that. I may prefer accessible content
because I have a disability. But I may prefer accessible
content for other reasons. I may work with somebody else
who prefers accessible content
or who needs accessible content, such as alt text on
a picture of a sunflower to
know that it’s a picture of a sunflower. So I have the
ability to select an option
in the Outlook Web App or OWA that will tell me and tell
recipients — tell people who are sending me mail that
I prefer accessible content. This is something that’s
existed for a long time in
ONL, for at least a few years, and we’ve added this mail tip
to Outlook for Windows as
well, and you see that on my screen right now, and I’m
going to tab up to it right
now using a screen reader. [Narrator reading] CC.
Edit 2. Edit. CC. 2. Sent.
NUI document window.>>So there it is. The recipient
prefers accessible content. This appeared on my screen
when I added Fernanda,
because Fernanda prefers accessible content. It is
really important to reinforce
that saying that I prefer accessible content is not
the same thing as disclosing
having a disability. But the really cool part is
this part. I’m going to go
ahead over the next one. [Narrator reading] Review
accessibility issues button.>>With this mail tip that
appeared, I got this review
accessibility issues button. I’m going to press
space to go into that. [Narrator reading]
Accessibility checker.>>and it opened the
accessibility checker. I mentioned task panes
earlier, and sometimes we end
up with a task pane that opens off to the side. The
accessibility checker opened in a
task pane off to the side of my message. Now, I’m going
to press down arrow to find
out what things it has to tell me about. It says there’s
an accessibility issue,
potentially, in my message, so let’s look at this. So I’ve
arrowed down to where it says
suggested alternative text. And underneath that I
see picture 1. I’m going
to arrow down to that. [Narrator reading] Picture
1. Suggested alternative
text. Point of 1. Collapsed.>>So we heard collapsed. This is a combo box, so I’m going
to go ahead and open that up. [Narrator reading] Recommended
actions. Verify description.
Menu item. Menu key D.>>Let’s verify the description
on this image that I’ve added. [Narrator reading]
Alt text.
Description. Edit box. A yellow flower description
automatically generated.>>So it tells me, there’s
a yellow flower that we saw
earlier with this image and then description
automatically generated. We sent the picture up to
Bing, and Bing came back and
told us this is a picture of a yellow flower, and
that’s great, but I know
a little more than that. So I’m going to go ahead and
remove the text that’s in here. [Narrator reading] Description
automatic. Selection deleted. Description automatic.
Selection — So, I’ve arrowed and shifted —
used shift and arrow to select everything, and now I’m
going to type in my own alt
text for this image, so a sunflower in my front yard.
So a sunflower in my front yard. Now the thing that just
happened in my message reading
pane is that the mail tip went away, and the accessibility
checker tells me there are no
more accessibility issues found. This is a great feature in
supporting accessibility and
creating accessible content. So see if you’ve got this
setting enabled and go ahead
and turn it on if you don’t. Whether you are somebody who
has a disability or whether
you’re somebody who works with disabilities, keeping
in mind that 70% of
disabilities are invisible, so there’s a decent chance that
somebody you know could
benefit from you having this feature turned on or just,
your organization in general
turning on this feature. And everybody starts sending
more accessible mail and it
makes a little bit of a better world. So those are
the things we wanted to get
to talk with you about today on Outlook. And now we’ll go back
to Chitra and Erica to talk about
any questions that you’ve asked.>>Thanks, Chris and Fernanda.
We’re ready for questions, so
if you haven’t already sent them in, please
email your questions
to [email protected] or you can reach out to us
on Twitter at MSFTenable,
and make sure to use the hashtag accessibilitywebinar.>>Someone asked, there’s all
these new features coming out, really confuses the
users who are blind. It would be great if Outlook
team could find a way to let
the users know what’s coming out and what’s being
released so it’s not very
confusing to the users. So, I’m going to take the
first pass at the response
and then, Chris, if you have additional resources,
feel free to share. So, we do have a website which
is AKA.MS/accessibilityfeatures. I’m actually going to
validate and make sure I’m
giving the right URL here. Just give me one second. AKA.MS/accessibilityfeatures. So, we kind of do an update
every quarter with the latest
and greatest accessibility features that Microsoft is
releasing, so if you haven’t
checked out this website, I would strongly
encourage you to go. This is not just specific to
Outlook, but we do provide
updates for all of the Microsoft, at least most of the
popular products that we use. So just definitely take
a look at it. That’s a
great resource for you. And do you have any additional
place where you can share?>>There’s one more thing we
want to make sure you know about. In Outlook, when we’re going
to make a significant change,
like this search at the top change, when we introduce
that to the world, outside of
Insiders Fast, we have a feature called coming soon. And coming soon lets you try
out new experiences that,
these are going to become the normal, the default
mode, in a few months. That way you can get accustomed
to them and not be at a
complete loss or unable to do your job, which we
recognize as very important
when that new features comes out so you don’t have an
interruption of work, and it’s
something you can try out ahead of time and become
accustomed to it. And if there are any
headaches, we hope that we’ve
worked those out before this has gotten to you at this point. But if there are any headaches
during the coming soon time,
we’d love to hear from you so that we can
take care of those. I want to be clear, this
isn’t about giving you a
broken feature and hiding it behind our coming soon gateway. This is, instead, a way
where we have really done a
lot of validation work and provided what we believe is a
good, robust feature to you
at this time, and it gives you a chance to become
accustomed to it.>>Thanks. So we have lots
of questions. I’ll take
the next question here. So the next question is, I
use JAWS and when I press F6,
I don’t have a reading pane.>>JAWS will sometimes disable
your reading pane for you. And I mentioned that earlier
that a lot of screen reader
users like to have the reading pane disabled,
because it’s a little faster
as you’re going through the message list. It makes
performance a little better. So, if your reading pane is
turned off, pressing F6 isn’t
going to get you there. You can press enter to open
the message window if you’d
like to leave your current explorer view the way it is
so that the reading pane is
hidden, or if you’d like the reading pane displayed, you
can go into the view menu,
and go under layout and open up the reading pane.>>Cool All right.
Do you have the next one?>>Sure,
we have a question from Twitter. Would you please tell us
more about the insiders
program?>>Go for it.>>Great so the Microsoft
Insiders program lets you
try out our newest features as early as
you’re comfortable with. So we ship out a new update
to Office every month, and
you can just get those at the regular rate, if you’re an
Office 365 subscriber and
I do want to be clear. When I talk about new features
coming out and using coming
soon, that this is for Office 365 subscribers. If you are an insider,
then you, as an Office 365
subscriber, you can get those builds that we send out earlier. So Insiders Fast get the
newest builds up to a week
after we just put in the code. So I’m a software
engineer. I write code. I
type it in and submit it. You can get the newest
things that my coworkers and
Fernanda and other PMs have designed and created for you
as early as possible with the
Insiders Fast program and we also have Insiders
Slow, which is let me get
things a little bit before production does. Let’s get
those about a month early. And you can see things
as early as you like. And you can do that — We
have a URL at the end, and
I’m blanking on it right now, so take a look at that
URL at the end for the
Microsoft Insiders program.>>OK So we do have — all right.
We have another question. How do
I turn on the simplify ribbon? That’s an easy one. Go for it.>>For a simplified ribbon,
we want to go up to the ribbon. And so we can use Alt or the
mouse, and you right click
anywhere in the ribbon or press shift F10 anywhere in
the ribbon and arrow down to
the third item in the menu. It says use simplified ribbon.>>OK. Do you want to
go for the next one?>>Sure. In Windows 7, I
used to be able to set the
text and colors for Outlook elements. How do I change
the font, face, size, and
background colors in Outlook?>>Today in Outlook, we can
change the font face and colors
for the message list itself. Let me go and do that
real quick. Let’s take a
look at what that’s like. So let me turn it back on.
[Narrator reading]
Volume level 100.>>Great. So let’s go into
the ribbon. We’ll press Alt. [Narrator reading] Ribbon tabs.
[INDISCERNIBLE]>>So I’ve arrowed over
to the view tab, and
I’m going to go down, and I’m going to look
for the current view. [Narrator reading] Current view.
Current view. Menu item.
>>Great. The current view item. I’m going to open that up,
I’ll press down arrow, alt arrow. [Narrator reading] Show
missed conversations.>>and I’m going to
go into view settings. [Narrator reading] Message.
Advanced view settings. Great. This opens the advanced
view settings dialogue and I’m going to go to
down to other settings. [Narrator reading] Group. Sort.
Filter. Other settings. Button.
Other setting. Style. Okay.>>And I pressed that
and I opened it . It opens the other settings
dialogue, and in here, I can
change the column font, the row font,
to be whatever I need it to be. And I have quite a bit of
power to change what it looks
like within that setting. We are also working to make
it so that this will be an
even better experience in the long run where we’ll get you
the settings you want, so
the text is the way you need it to be, for how you
interact with your computer.>>The next question,
again on simplified ribbon. Is the simplified ribbon only
available in Outlook, or do we have it in Word and other
Office applications?>>Today, online, you can
have the simplified ribbon in
any of the online apps, but in Outlook — sorry, on
Windows on our desktop apps,
Outlook is the only one that has the simplified ribbon today.>>Great. Where can I find
keyboard shortcuts for Outlook?>>Keyboard shortcuts, we can
get for Outlook, from the
accessibility center, or I press F1 inside of Outlook
to go to it that way. So you can go online and find the
office accessibility center or F1. Let’s do it using F1. And I
would just type — if I press
F1, it’ll open up the help task pane for me. And in there
I can type keyboard shortcuts
and it will bring me to Outlook’s keyboard shortcuts in
the help task pane on the right. So I’m going to type in keyboard
shortcuts and I’ll turn on
Narrator now that I’ve done that. [Narrator reading] Inbox.
dot com. Outlook. Window. Link. Keyboard
shortcuts for Outlook.
>>I can just press enter in here [Narrator reading] Help.
Support page.>>and this takes me to
our keyboard shortcuts
for Outlook article, inside that help pane. I didn’t
even need to leave Outlook.>>Okay. Great. Ready for
the next one? OK. All right. So the next question is
will dictation not work
with the screen reader?>>Dictation works great
with a screen reader. It works best if you’ve
got headphones, though. That way, your microphone
doesn’t pick up what the screen
reader is saying out loud.>>We have another
question from Twitter. I realize this was not
covered, but as a screen
reader user that needs to simultaneously use multiple
calendars, is it possible
to non-visually tell the difference between
multiple calendars?>>I’m trying to remember
the answer to this one. I
don’t know off the bat. Oh! Yes. OK. So when we’re
in the calendar module, and
you’ve got multiple calendars displaying, we can use F6 to
move between those different
calendars on the screen, and Outlook and Narrator
or your screen reader of
choice, will announce what calendar you’re on.>>OK. All right. I’m going to
get this question from the email . Do you have any advice for
determining when a problem is what
the Outlook design versus JAWS? For example, several JAWS users
have reported issues with a list
of members in a group contact.>>To make sure — well, I
can’t ask you more questions
because you sent us digitally. Thank you very much
for your question. Today, I should be able to
go into a group contact and
arrow down through that list. If going through that and
pressing alt down, once you
get to a group, isn’t working, to expand that group to its
members so you can go through
that, please do reach out to our accessibility answer
desk, our disability answer
desk and they’ll be able to help you get through
that particular one. I don’t have an answer to that
one off the top of my head,
and if there’s something we need to change,
we’d love to do that.>>Ok. Cool. And the link for
getting in touch with the
disability answer desk is AKA.MS/DAD. So feel free
to reach out. I do have
another question for you. Is there a keyboard
shortcut for Office Dictate?>>I don’t know of a keyboard
shortcut for Office Dictate. So what I would end up doing if
I needed to do it quickly is I
would use the Tell Me control. So, Alt Q and then
type dictate up there.>>Gotcha. Okay.
>>Do you have the next one?>>Sure. Can I set the
background of my email
messages to a light green?>>Yes. You can do that, so maybe
we can show you.
>>Let’s do it. [Narrator reading]
>>So if you go into a new email. And then,
if you search for page color>>Get the key focus down
there first and then we’ll
search for page color in Tell Me.>>Yes.
[Narrator reading] Q.
Ribbon tabs. Page. LLR.>>OK. So, I used alt Q to get to
page color again. And there it is.>>If you select that, we can
see what options there are. And
here, you can pick a light green.>>All right and we moved
over, just arrowed through
the grid of colors, and I’ve moved over to light green,
and I’ll select one and press
enter, but we’re in dark mode, so I don’t see the
light green. Let’s view it
with a light background. And there’s that light green.
>>Yep.>>Okay. I’ll take the next
question here. There’s lots
of questions on email. We’ll get as much as
possible. We have Office
365, but only in the cloud. Our institutional computers
are Office 2016 Professional. So what version do I need
to have for these features
that you’re showing today?>>For the newest features
that we’re showing today,
you’ll need to have Office 365 and honestly, that’s the
version I would recommend to
anybody, also as a user, just because we’re continually
giving you new accessibility
features in Office 365. Office 2016 is a shipped
product, and only takes updates,
at this point, that are — where there was a bug
that was significant
and needed to be fixed. Otherwise, all your new
features and the good stuff,
that’s in Office 365.>>Okay. All right.
Do you have more?>>Yes. I currently use
high contrast from Windows,
but it has its downfalls. Dark mode is an interesting
alternative. Is it being applied
to other Office products?>>So, black theme, if you
switch your Outlook into
black theme, it will switch other Office apps into black
theme as well, but dark mode,
right now, is only in Outlook.>>OK. All right.
I have the next question. OK. So this user is asking
that he or she is using JAWS currently and is
struggling with Outlook 365. At times, JAWS is very
laggy, especially when
replying to a message. Will I have a better
performance if I install
Outlook on my desktop? I need this for my small
business. So, do you want me
to repeat it, or are you fine?>>No.
I understand the question. We are aware there’s a bit
of a lag, sometimes, when
you’re using a screen reader with Outlook, and that’s
actually one of the things
we’re actively looking into. If you have a computer that
has higher performance, so
I don’t know the difference between what the specs
are on your laptop versus
your desktop computer. If your desktop is a
significantly more powerful
machine, then it is likely that you’ll have better
performance on your desktop. I pause a little bit though
because even on fairly
modestly powered machines, Outlook is pretty quick. The pauses that we’re getting,
I’m not positive that moving
to a desktop is going to be the panacea there.>>Okay do you have another one?
>>Sure. I cannot find
the dark mode in my Outlook. How do I find it?
>>So we’re slowly rolling it out,
so you should see it in the next few months or so, so if you
don’t have it yet, it’s coming.>>Is this something they
could get on Insiders
Fast to get more quickly?>>Yeah, so if you’re on
Insiders Slow or Fast, you
should have it by default when you switch into black theme.>>Cool. Good. So this is
a question from Debbie. Debbie, it looks like you enjoyed
this webinar, so thank you. She probably is asking, could
we have additional sessions
on calendar options and accessibility? That’s
probably the question for me. Search for appointments,
book rooms, et cetera. Love
the new search features. I think we started these
webinars since Jan and we have
webinars lined up until Jan this year, so we’ve been doing
a complete series of webinars. We want to wrap it up with
two more webinars for this
fiscal year, and we will revisit and see what’s really
needed and we will conduct
webinars as on-need basis, but for now, for this
year, we just have two
more coming up, so… definitely check out
AKA.MS/accessibilitywebinars for more information. So
regarding this particular ask,
we’ll keep it in mind for consideration, and we will
revisit in the next year, so
keep checking it out, and we’ll always post
information online. Check out our Sway.
As features are getting out,
that’s the best way for you to stay in touch
with what’s coming up. Okay?
How much more time do we have?>>I think we have time
for a few more questions.>>Do you have any questions?
>>I do. Yes. How do you enable the option
you prefer accessible content?>>That’s a great question.
So, this is a setting that
exists today in OWA. If you’re not used to going
into your web browser to get
to your exchange — or to your OWA email to your
O365 office account, then
you’ll want to do it through Outlook. So, I’m going to take
us inside Outlook right now,
if we can switch to my screen. I’m going to press Alt F
in my explorer window. I’m
going to restart Narrator. For some reason,
it’s not talking. Let’s try that again. All right.
I go into the back stage. I press alt F and I’m going to
go over to account settings. I’m going to tab down to it,
and I have a link to where I
can access my account on the web. I’m going to go
ahead and press enter. And then we’ll take a
look at the settings. I’m going to go ahead and click
on the settings gear as soon as
it pops up. There we are. So, let’s go over to our
settings. I have a search
box inside settings, and I’m just going to
type accessible content. That is the wrong search box.
Try this one please. You know, this has worked
for me so many times today. The fact that it’s not playing
friendly is a little frustrating. Oh. I know why. It’s because
I have scan mode on in
Narrator. Let’s try that again. Nope. I’m not doing it right.
If I type accessible content in
the settings in OWA, it will bring up a window for me
that will allow me to check
the box that says I prefer accessible content, and it
explains that this is a setting
that tells other people to send me accessible content. This is a feature that only
works for our enterprise
users on Office 365. I neglected to mention
that earlier, and that’s
an important detail. So if you are an individual
user, we want to make sure
that you understand, this isn’t available for say,
your account. This is something that
would only be available
through a business account because of some of the
tech that’s underlying it. I’m trying to remember
the previous question
we were just asked. There was something I wanted to
say about the prior question
that was asked as well about searching for
calendar events. With this new search experience
that’s coming, you’ll find it
so much easier to find your calendar events. We
know with the old search
experience, it was very challenging to find an
event that you were looking
for on your calendar. The new search experience
makes that really easy.>>Cool. OK. All right. So,
Chris, thank you so much for
answering all the questions. I think that’s all the
time we have today. I see more questions coming
up, and Fernanda, I got her. Okay. So, if we didn’t get
to your questions, please
contact the Disability Answer Desk. I’m going give out the
URL again. It’s AKA.MS/DAD. Or you can reach out on Twitter
at MSFTenable. Please use the
hashtag accessibility webinars. And also tell us how we did,
because we really wanted to
hear what went well. To learn more about —
so I’m going to give you
some resources and links. You can check out
these websites. It’s going to be helpful
to learn more about the
Outlook accessibility. It’s AKA.MS/officeaccessibility.
It’s one word.
It’s AKA.MS/officeaccessibility. If you want to share any
feedback on accessibility
features, or on future webinar topics, please go to
this website, which is
AKA.MS/accessibility feedback. We take the feedback
very seriously and we’ll
make sure we surface validate all the feedback
that you share with us. So this is a great place to
share any feedback that you have. If you want to get
information about the Office
Insider, please go to
It’s Okay?>>Great. So after this
webinar, you’ll be able
to use all your amazing Outlook skills that you
learned in the webinar. We’ll be sending out a link
via email, and it will be to
a brief survey, so please take a minute to fill that
out so we can share topics
with you that you really want to learn about. You can look
at our webinar schedule and
view some archived sessions at AKA.MS/accessibilitywebinars. And our next webinar is going
to be on November 20th, so
please tune in for that to cover SharePoint and OneDrive.
Thanks for joining.>>Thank you, all, for joining. We’ll be sure to send all the
recorded sessions through email
for all the registered users, so please check out for an
email, and we’ll also send a
short survey to know how we did. Thank you, everyone. It was
nice catching up. We’ll see
you again in the next session.

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