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    Microsoft Outlook with NVDA
    Microsoft Outlook with NVDA
    Microsoft Outlook with NVDA
    Ebook203 pages3 hours

    Microsoft Outlook with NVDA

    By NV Access

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    About this ebook

    The official training material for Microsoft Outlook with NVDA.  Suitable for those using Office 2010 through to the latest Office 365 with NVDA. Concepts covered range from getting started with Outlook to advanced skills such as configuring settings, using RSS Feeds and using Mailbox Cleanup.

    Microsoft Outlook with NVDA is part of the official set of training materials for learning to use the free NVDA screen reader. Suitable for new and existing users of Microsoft Outlook wishing to improve proficiency. This module assumes that the user has completed the "Basic Training for NVDA" module or has equivalent knowledge.

    Topics covered in this module include: Getting started with Outlook, using email, the calendar, contacts, organising, tasks, notes, journal, searching, archiving, exporting, RSS feeds, other features and options.

    The purchase price of this product supports the work of NV Access and our ability to provide the NVDA screen reading software free of charge

    LanguageEnglish
    PublisherNV Access
    Release dateMay 7, 2020
    ISBN9780994583833
    Microsoft Outlook with NVDA

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      Book preview

      Microsoft Outlook with NVDA - NV Access

      Microsoft Outlook with NVDA

      Release Date: 7th May 2020

      Changes from earlier versions include:

      Minor corrections and Grammatical fixes.

      Table of Contents

      Contents

      Microsoft Outlook with NVDA

      Table of Contents

      Copyright Notice

      1 Introduction

      1.1 What is Microsoft Outlook?

      1.2 Goals

      1.3 Prerequisites and Assumptions

      1.4 Email Addresses

      2 Getting Started with Outlook

      2.1 Starting Outlook

      2.2 Creating a New Email

      2.3 Proofreading an Email

      2.4 Sending Email

      2.5 Exploring Mail Folders

      2.6 Checking for New Mail

      2.7 Reading Messages

      2.8 Replying to Email

      2.9 Getting Started with Outlook Review

      3 Advanced Email

      3.1 Using the CC Field.

      3.2 Forwarding Email

      3.3 Multi-Tasking with Outlook

      3.4 Attaching Files

      3.5 Reply All

      3.6 Using BCC

      3.7 Deleting Email

      3.8 Using the Drafts Folder

      3.9 Advanced Email Review

      4 Outlook Calendar

      4.1 Introducing the Calendar

      4.2 Creating an Appointment

      4.3 Editing Appointments

      4.4 Reminders

      4.5 Navigating and Deleting Appointments

      4.6 Recurring Appointments

      4.7 Calendar Views

      4.8 Using Multiple Calendars

      4.9 Outlook Calendar Review

      5 Contacts

      5.1 Adding a New Contact

      5.2 Editing a Contact

      5.3 Adding a Contact From an Email

      5.4 Using the Address Book

      5.5 Contact Groups

      5.6 Meeting Requests

      5.7 Mail Merge

      5.8 Contacts Review

      6 Organisation

      6.1 Creating a Folder

      6.2 Email Rules

      6.3 Advanced Rules

      6.4 Editing Rules

      6.5 Searching

      6.6 Assigning Categories

      6.7 Creating a Signature

      6.8 Using Tell Me

      6.9 Organisation Review

      7 Tasks

      7.1 Creating a Task

      7.2 Marking Tasks Complete

      7.3 Creating Tasks from Email

      7.4 Updating Tasks

      7.5 Task Views

      7.6 Assigning Tasks

      7.7 Tasks Review

      8 Other Outlook Features

      8.1 Using Notes

      8.2 Advanced Folders

      8.3 Journal

      8.4 Searching

      8.5 Advanced Find

      8.6 Archiving, Deleting and Conversations

      8.7 Mailbox Cleanup

      8.8 Exporting

      8.9 Other Outlook Features Review

      9 Outlook Options

      9.1 General Options

      9.2 Mail Options

      9.3 Calendar Options

      9.4 People, Task and Search Options

      9.5 Language and Ease of Access Options

      9.6 Advanced Options

      9.7 Customising the Ribbon

      9.8 Customising the Quick Access Toolbar

      9.9 Outlook Options Review

      10 Advanced Topics

      10.1 RSS Feeds

      10.2 Text Formatting

      10.3 Inserting

      10.4 Working Offline

      10.5 Email Accounts

      10.6 Feedback

      10.7 Getting Help

      10.8 Resending and Recalling

      10.9 Advanced Topics Review

      This is the end of the Microsoft Outlook for NVDA training module.

      Copyright Notice

      Copyright © 2019 by NV Access Limited.

      All rights reserved. This book or any portion thereof may not be reproduced or used in any manner whatsoever without the express written permission of NV Access Limited.

      Although every effort has been made to ensure that the information in this book was correct at press time, the author and publisher do not assume and hereby disclaim any liability to any party for any loss, damage, or disruption caused by errors or omissions, whether such errors or omissions result from negligence, accident, or any other cause.

      First publication: 3rd May 2019

      ISBN: TBA

      NV Access

      Microsoft, Outlook, Excel, Word, WordPad and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.

      Microsoft Outlook with NVDA is an independent publication and is not affiliated with, nor has it been authorised, sponsored or otherwise approved by, Microsoft Corporation.

      1 Introduction

      This Microsoft Outlook for NVDA module covers using E-Mail, calendars and other Outlook features with NVDA. It introduces Microsoft Outlook and features of NVDA which are specific to Outlook. The module also builds on the skills gained in the Basic Training for NVDA module.

      1.1 What is Microsoft Outlook?

      Microsoft Outlook, often shortened to Outlook, manages email, calendars, contacts, tasks and notes. Outlook is part of the Microsoft Office suite of programs.

      Email is a way of sending electronic messages to one or more recipients, over the Internet. Email can be text only, or may include images, formatting or links to web pages, etc. Emails can also have files attached. Email is sometimes referred to as E-Mail, mail or messages.

      Outlook has many other features which complement its email functionality. Outlook calendars can keep track of appointments and give reminders. Contacts keep track of details for people or organisations. Contacts make addressing email or calendar event invitations easier. Tasks help ensure important things to do are not forgotten. These, and other features including notes and the journal are all covered in this module.

      1.2 Goals

      This module comprises the following sections:

      Getting Started with Outlook

      Advanced email

      Using the calendar

      Keeping organised

      People and contacts

      Tasks

      Notes

      Other Outlook Features

      Outlook settings

      Setting up an email account

      Each section begins with goals and ends with related review activities.

      1.3 Prerequisites and Assumptions

      NVDA needs to be running on your PC. If using a Braille display, ensure it is set up before starting this module. The Basic Training for NVDA module has instructions for setting up NVDA.

      You must be comfortable typing and be able to locate keys on the PC keyboard. Required knowledge includes the skills covered in the Basic Training for NVDA module. Review the following Basic Training for NVDA sections, before starting this module:

      6 Editing Documents and

      7 Document Formatting.

      This module assumes the following minimum requirements:

      Windows version 7 through to Windows 10

      Microsoft Office 2010 or later

      A connection to the internet

      An email address set up in Outlook

      NVDA works with older versions of Microsoft Office. Many of the steps covered in this material work on earlier versions. This module uses Office 2010 as the base version for clarity of description.

      It is possible to perform some functions of Outlook without an internet connection. Outlook's core functionality, and the tasks in this module, need an internet connection. Writing email offline is possible, for instance. To send an email written offline, a connection to the internet is needed.

      This module assumes Outlook is setup with one email account and the default options. Where multiple email accounts are setup, some features will automatically use the first setup account. To avoid confusion for most users, changing this default selection is not covered for most tasks. For instance, the command to move to the inbox, control+shift+i, actually moves to the inbox of the first account.

      1.4 Email Addresses

      This module requires Outlook to have been setup with an email account. It is important to know your email address. See your technician if required for either of these.

      An email address is like a phone number, uniquely identifies one recipient. It is a specific combination of characters meeting particular rules. An email address includes a username, followed by the @ symbol, called the at symbol, and a domain, like a web page URL.

      Many internet service providers and employers provide email addresses. There are also companies who provide free email addresses such as outlook.com, gmail.com or mail.com.

      This module assumes that Outlook has been setup with an email account. See the section on Setting Up Outlook at the end of this module for instructions on how to setup Outlook. If you need to get an email address, speak to your trainer or technician for help. Be sure you know your email address as it is used in some of the activities in this module.

      2 Getting Started with Outlook

      The aim of this section is to become familiar with Outlook and be able to send and receive basic email. The section recaps key skills covered in the Basic Training for NVDA Module.

      Goals for this section:

      Starting Outlook

      Creating, proofreading and sending email

      Exploring mail folders

      Checking for mail and reading messages

      Replying to email

      2.1 Starting Outlook

      Launch Outlook like any other program, either from the Desktop, Start Menu or taskbar. To find Outlook using the Start menu, press the Windows key and then type Outlook. NVDA reads the first search result. If needed, press numpad 8 (Laptop: NVDA+shift+.) once to re-read this result or twice quickly to spell it. Press the down arrow to move through the list if required.

      Ensure the focus is on Microsoft Outlook, and then press enter. The shortcut may also include the version number, such as Outlook 2010 or Outlook 2013.

      The Basic Training for NVDA module covered the Start menu, desktop and Taskbar. Refer to Chapter 3: Getting Started with Windows and Chapter 9.3: The Windows taskbar.

      One of the main features of Outlook is accessing an email account. Once Outlook opens, the focus is on the first message in the Inbox. The Inbox is where new received mail goes. The title bar advises that the focus is in the Inbox, the e-mail account, and that the program is Outlook.

      If Outlook has not been setup, a dialog will appear to set an email account up. If this appears during the activity, refer to the Email accounts topic in the Advanced topics section at the end of this module.

      If using NVDA in desktop keyboard layout, ensure numlock is off.

      To close Outlook, press alt+f4.

      Let's open Outlook now:

      Activity: Starting Outlook

      Press the Windows key to open the Start menu.

      Type:

      Outlook

      Press numpad 8 (Laptop: NVDA+shift+.) to re-read the item. Make sure Outlook is the current search result.

      If Outlook is not the first search result, press the down arrow to select Outlook.

      Press enter to start Outlook. The focus is on the first message in the Inbox.

      Press NVDA+t to read the title bar.

      Press alt+f4 to close Outlook.

      2.2 Creating a New Email

      To be sure there is at least one message to read, the next activity will be to send an email to yourself.

      To create a new email, press control+n. This is the same command used to create a new document in WordPad or Word.

      The focus starts in the To field. In the To field, type the email address to send the message to. Press tab twice to move to the Subject field. The subject is a single line to explain the purpose of the message. The subject line should be something the recipient will understand and be able to find later. Subject lines such as Hi or Help are not very informative. The subject Quote request for a six person dining table and chairs conveys a sense of what the message is about.

      After writing a subject, press tab to move to the body of the message. The body of the message can contain as much information as needed. When typing in the body, text wraps at the edge of the screen, like in Word. Press enter to move to a new line or leave a blank line.

      Let's create a new email now:

      Activity: Creating a new email

      Open Outlook. If needed, refer to the previous activity.

      Press control+n to create a new, blank email. The focus starts in the To field.

      Type your own email address.

      Press tab twice to move to the Subject field.

      Type

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