Category Archives: Outlook

Accessibility Features in Outlook

This article describes assistive technology features that you can turn on when using Outlook to make reading and writing email easier. For guidelines on how to create e-mails that are accessible to others, see Creating Accessible Emails in Outlook.

Outlook is part of Office 365/Microsoft 365, which all current students and employees can access online through a web browser and install on personal devices. The desktop version is installed on all college-owned computers.


Contents


Use Keyboard Shortcuts

You can use key combinations to navigate in Outlook and perform common menu operations such as opening, creating, replying to, forwarding and sending messages; creating meetings and tasks; switching between the Calendar, Mail and Tasks windows, and moving messages to folders. Keyboard shortcuts can be easier than using a mouse or trackpad for individuals with mobility or vision disabilities. Learning keyboard shortcuts for common tasks can help all user work more efficiently.

See Microsoft’s Keyboard shortcuts in Outlook for the most up-to-date information on shortcuts available in Outlook online (Office365) and the Outlook for Windows, Mac and iOS.


Dark Mode (Office 365 Only)

  1. Open Outlook in your browser and log in.
  2. Click Settings
  3. Toggle Dark Mode on.
  4. While Dark Mode is on you can use the Sun(View with light background) Moon (view with dark background) icons in the tool bar beneath a message to see only text for that message in a light background.

See Dark Mode in Outlook for details.


Read E-Mail in Immersive Reader

With both the web version and Outlook desktop apps you can read email in Microsoft’s Immersive Reader to take advantage of accessibility features such as font and spacing adjustments, line focus, and color overlays.

In the desktop version (recommended):

  • Open the Immersive Reader within the Reading Pane by clicking View > Immersive Reader.
  • Any email you highlight in your mailbox will now open in Immersive Reader.

In the web/Microsoft 365 version of Outlook:

  • You can only open one email at a time in Immersive Reader.
  • With the Mail tab open, click (ellipsis) in the top menu bar, and choose Show in immersive reader.
  • Click the arrow in the top left to return to your mailbox.

See Open Immersive Reader for Outlook for instructions on using its features.

 


Listen to Your E-Mail

The Read Aloud feature of Immersive Reader can also read email messages to you using text-to-speech. See Listen to Your Outlook Email Messages with Read Aloud.


Text Prediction (Office 365 only)

Outlook can speed or ease typing by predicting the next word or phrase as you type — press Tab or the right arrow to accept it’s suggestions, keep typing to ignore them. See Editor text predictions for more information, including how disable or re-enable this feature on and off.


Request Accessible Content (Office 365)

Turn this setting on at your account level to show other Bryn Mawr Outlook users a notice that “A recipient has requested accessible content” when they send email to you or copy you on an email. Depending the email composer’s settings, this may also turn on accessibility checking for that message, alerting them to issues like a lack of alternative text or problematic font settings..

  1. Log in to your Bryn Mawr webmail.
  2. Click (Settings) in the top left corner.
  3. Start typing “accessible content” in the search bar of the settings pane, then choose that option when it pops up.
  4. Check the Ask users to send accessible content box
  5. Close the settings window.

Support for Screen Reader Users

See Microsoft’s Screen Reader Support for Outlook provides detailed, device-specific information on how to navigate, perform tasks, and read content in Outlook when using a screen reader.

Create Accessible E-Mails in Outlook

Following the guidelines below helps ensure that all recipients will be able to read e-mails you send. For information on features that can make it easier for you to read and write e-mail when using Outlook, please see Accessibility Features in Outlook.

  1. Add Alt Text to Images
  2. Add Meaningful Hyperlinks
  3. Use Accessible Font Formatting
  4. Avoid Animated GIFs
  5. Use the Accessibility Checker

For more detailed information, see Microsoft documentation for making email accessible.

Prefer video? See Microsoft video tutorials on creating accessible content in Outlook.


1. Add Alt Text to Images

Alt text (or alternative text) provides a concise description of an image for screen reader users. The alt text will also appear in place of an image when the image cannot be loaded or rendered properly.

On a Windows device and in Outlook online
  1. In an email draft, click an image in the message body.
  2. To display the formatting toolbar, click Show Formatting Options
  3. In the toolbar, click Add alternate text or image
  4. Type a description for the image and click OK
On a macOS computer
  1. In an email draft, click an image in the message body
  2. In the menu bar at the top of the screen click Format
  3. From the Format menu, click Edit Alt Text…
  4. Type a description for the image and close the Alt text menu.
On a mobile device
  1. In an email draft, double tap an image. This opens the context menu.
  2. Tap Alt Text
  3. Type a description for the image and press OK or SAVE.

 

3. Use Accessible Font Formatting

Color should not the only means of conveying information.
People who are colorblind may not be able to distinguish text in different colors. Add other formatting (such as bold or italics) when using color to call out or distinguish text instead of relying only on color.

There is sufficient contrast between text and background colors.
For greatest accessibility, use the default font color setting — Automatic, as this will work best when recipients are using high contrast or dark viewing modes to read email. If you do customize the color, check that the contrast between the text and the background meets Web Content Accessibility Guidelines (WCAG) 2.0.

Use sans serif fonts that are at least 11pt or larger.
Sans serif fonts and larger font sizes are easier for people with dyslexia or low vision to read.


 

4. Avoid Animated GIFs

Blinking or flashing content can trigger seizures for individuals with photosensitive seizure disorders. Animated GIFs can be accessible if the animation is no longer than five seconds and only plays once or if viewers manually start and stop it. They are most problematic when the animation loops continuously. If you cannot guarantee an animation won’t loop, it is safest to leave it out or replace it with a still image.


 

5. Use the Accessibility Checker

Microsoft’s Accessibility Checker can check your email drafts for certain issues that could cause access problems and suggest ways to fix them. See Microsoft’s Accessibility Checker documentation for details about what it does and doesn’t check, troubleshooting information, and advice on interpreting results and fixing issues.

Note: The Accessibility Checker is not available in Office apps for iOS or Android devices.

Check an email before sending it:

In Outlook online (Office 365)
  1. Click (More options) in menu bar above the email.
  2. Choose Check for accessibility issues.

  1. Results will appear in a Accessibility pane to the right of your draft. If issues are found, click Fix This to access the settings you need to fix them.
In Outlook for MacOS
  1. Click the Options ribbon, then Check Accessibility.

Screenshot of UI in Outlook to open Accessibility Checker

  1. Results will appear in a pane to the right of your draft. If issues are found, click Fix This for more information and to access the settings you need to fix them.
In Outlook for Windows
  1. Click Check Accessibility in the Message or Review ribbon.

  1. Results will appear in a pane to the right of your draft. If issues are found, click Fix This for more information and to access the settings you need to fix them.

(Windows only) Run Accessibility Checker while you write and display warnings as MailTips:

  1. Click File
  2. Select Options in the bottom of the right sidebar.
  3. Click Ease of Access

  1. Change the Accessibility checker options to:
    • Show me accessibility warnings while I work — the Accessibility Checker always runs
    • Show me accessibility options when — the Accessibility Checker runs only when the conditions you select are met.
Note: In Outlook for Mac, the Accessibility Checker always runs in the background if you are drafting an email to one or more recipients who prefers accessible content.

 

Microsoft Office: Personal Devices

The following article applies to personal devices. For Public/Lab computers, see Microsoft Office: Public/Lab Computers.


Before you start, you will need access to the following:

  • a Bryn Mawr College account
  • a personal laptop or desktop computer with internet access

Table of Contents:

 

Office365: Overview

You can install Microsoft Office on up to 5 devices simultaneously including laptops, desktops, smartphones and tablets.


*Microsoft Teams & OneDrive must be installed separately.

**For a full list of all applications offered, see All Apps.

 

Installing Microsoft Office

  1. Open Google Chrome¹ and navigate to portal.office.com
  2. If prompted, login using your College username and password
  3. Click Install Office in the top-right, select Office 365 apps
  4. To begin the installation, run the .exe or .dmg file that was downloaded
Tip: How to find a downloaded file

 

Your default download location is probably the Downloads folder, which you can find in the File Explorer app (Windows) or the Finder app (macOS).

 

  1. After the installation finishes, open any Microsoft Office application
  2. Sign-in with your College username and password to active the software suite

¹Any internet browser works, but Google Chrome will provide the experience most consistent with these instructions.

 

 

Questions?

If you have any additional questions or problems, don’t hesitate to reach out to the Help Desk!

Phone: 610-526-7440
Email: help@brynmawr.edu
Location: Canaday Library 1st Floor


 

Install the Zoom Add-In for Webmail/Outlook

Adding the Zoom for Outlook add-in to Webmail or the Outlook desktop app enables you to schedule Zoom meetings from within those applications, just as you can with Teams and Skype for Business. If you use both Webmail and the Outlook desktop app, adding the add-in to one will also install it on the other.

To add Zoom to Webmail:

  1. Log in to webmail.brynmawr.edu.
  2. Switch to your Calendar and click Create new event.
  3. In the dialog window, click on the … (three dots) at the right of the top menu bar.
  4. Choose Get Add-Ins from the drop-down menu.
  5. Click Admin-managed, look for the Zoom for Outlook option, and click Add. You may have to manually close the window once the install is finished.
  6. You should now see a small blue Zoom icon in the top menu bar, as shown below.

Screen shot of Zoom add-in in webmail

 

To add Zoom to the Outlook 2016 desktop app:

  1. Open Outlook.
  2. Click the Get Add-Ins button in the top menu bar.
  3. Click Admin-managed, look for the Zoom for Outlook option, and click Add. You may have to manually close the window once the install is finished.
  4. When you create a new event, you will now see blue Add a Zoom meeting and Settings buttons in the top menu bar.

See Scheduling and Hosting Zoom Meetings with the Outlook/Webmail Add-Infor instructions on using the add-in.

Schedule Zoom Meetings with the Outlook/Webmail Add-In

This article explains how to schedule Zoom meetings using the Zoom add-in for Outlook/Office365. Using this add-in is optional, you only need it if you want to create Zoom meetings from within your Outlook/Webmail calendar. Note that the process for adding the Zoom Outlook/Office365 add-in is different from the plug-in. We caution the use of the plug-in, as it is not currently compatible with MacOS systems.

The instructions below assume that you have already:

Schedule a Zoom Meetings in Webmail/Outlook

  1. Create a New Event (or New Meeting or Appointment in Outlook desktop), and add your title, attendees, and time and date as you would normally.
  2. Click on the Zoom icon in the top menu bar (the webmail version is shown below) and choose Add a Zoom Meeting.
  3. If you see a prompt saying Zoom wishes to open a new window:
    • Click Allow.
    • Click Log in with SSO.
    • Enter brynmawr-edu as the domain name.
    • Log in with your Bryn Mawr college username and password.
  4. Zoom will schedule a meeting for the date and time you indicated, and post the log-in information into the Event Description window.
  5. Click Send to send the invite and log-in information to your attendees.

Scheduling Tips

  • Scheduling a meeting for someone else? They need to give you scheduling privileges in Zoom and Outlook. See Zoom’s Guide for Executive Assistants for details.
  • Zoom automatically applies the My Meeting Settings from your Zoom profile to new meetings.
    • Adjust the settings for an individual meeting at any time prior to start using the Settings option in the Zoom menu (shown above) or in  Zoom.
    • To safeguard against “Zoom-bombing attacks,” LITS recommends keeping both the waiting room and passcode protection of every meeting. Please note that Zoom requires you to keep at least one of them on, see Security and Zoom for more information.

Next Steps

Calendar in Moodle

Did you know Moodle has a built-in calendar?

Screen shot of Moodle Calendar block

Using the Calendar

  • The Moodle Calendar block is always visible on your Dashboard. It may also be visible in particular courses if a Teacher in the course has added it.
  • Orange highlights indicate dates with course-related events, such as deadlines for Moodle Assignments and Quizzes or Scheduler appointments in courses you are enrolled in.
  • In the Calendar block, hover your mouse cursor over a date to see events on that date.
  • You can also click on the month name to view the calendar full-screen.
  • Click on an event to go straight to the corresponding Assignment, Quiz, etc.
  • Add your own “user” events to the calendar by expanding it to full-screen and clicking the New Event button (Only you will see the “user” events you add.)

Feeding Moodle Calendar Data to another Calendar Program

If you already use a Google, Outlook/Office365 or iCal calendar, you can link your Moodle calendar to it so that it displays Moodle calendar events as well. Changes made to your Moodle calendar after you set up the link will also appear in the calendar program, although it may take up to 24 hours, since calendar systems have different sync schedules.

Notes:

  • This creates a one-way feed only. Moodle events will show up on your Google/Outlook/etc. calendar, but events from that calendar will not show up in Moodle.
  • There is no way at this time to limit the feed to particular courses; if you want to include course events in the feed, you will see them for all courses you are enrolled in.

Step 1. Get a Calendar URL from Moodle

  1. Expand the Moodle Calendar to full-screen (click on the month name in the Calendar block), and click the Export Calendar

Screen shot of Moodle Export calendar page

  1. Choose your export options; we recommend Events to Export = All Events and Time Period = Recent and next 60 days.
  2. Click the Get calendar URL
  3. Copy the URL generated beneath the button, and use it to add a calendar feed to your preferred calendar program. See below for Office 365 and Google instructions.

Step 2. Add that URL to Your Preferred Calendar Program

Most calendar programs will give you the option to add or subscribe to a calendar using a URL, although exact steps vary. We’ve included examples for Office 365, Outlook 2016 (desktop client), and Google Calendar below. If you use a different program, search its online support pages for details.

For Office 365 and Outlook 2016 (and later):

For best results, add the calendar URL in Office 365 using the steps below, even if the Outlook desktop client is your primary mail program. Calendars added to the web version will show up in the desktop version.

  1. Click on the “waffle” icon (nine squares) in upper left and choose the Calendar
  2. Click Add Calendar and choose From internet.

Screen shot Add calendar from Internet menu option

  1. Paste the URL you copied from Moodle where indicated, give the calendar a name, and click Save.

See Microsoft’s Working with Multiple Calendars for more information.

For Google Calendar:

  1. Click the Other calendars drop-down menu, and choose Add by URL.

Screen shot Add Calendar in Google

  1. Paste the URL you copied from Moodle into the pop-up dialog window.
  2. Click Add Calendar.

See Google Calendar documentation for more information.

Microsoft Office Mobile Apps

Microsoft offers mobile apps for iOS, Android and Windows Mobile to maximize your Office 365 experience while you’re on the go.  You can download these apps from your device’s app store and log in using your Bryn Mawr College email address and password. For instructions on how to set up a mail & calendar sync, please see our post on Accessing Your College Email & Calendar on Mobile Devices.

There are many apps available.  Read the advice below carefully as some of the similar names can be confusing.  Additionally, depending on the app, you may find differences between the Android and iOS versions of each app, as well as between the phone and tablet versions even on a single platform.

OneDrive for Business

Allows you to…

  • open documents with the associated Office Mobile app (Word, Excel, PowerPoint, OneNote).
  • create new folders within your Drive.
  • upload photos and videos from your mobile device.
  • share files from your Drive when away from your computer.

Please note:  “OneDrive” and “OneDrive for Business” are different services despite the similar names.  On mobile, one unified app is available, and you will need to choose a login from a school or work account.  In other cases, you may specifically need to use OneDrive for Business applications.

Office 2016 apps

  • Download mobile versions of the Word, Excel, PowerPoint, and OneNote apps, which allow you to create and edit documents when away from your computer.  When you first login to Office 365, download links are available at the bottom of the screen, or you can find the official Microsoft apps in your app store.
  • Set up Office apps on iOS devices (iPhone, iPad, etc.) using Microsoft’s instructions.
  • Set up Office apps on an Android phone using Microsoft’s instructions.
  • Set up Office apps on an Android tablet using Microsoft’s instructions.
  • Each of these apps will allow you to access some—but not all—of the features present in the corresponding full desktop application, and they have a cohesive look, feel, and navigation with the desktop and online versions.

Task and Contact Sharing

Office 365 allows sharing and options for tasks and contacts.

Most task and contact sharing will require setting up and using the Outlook Client. However, once set up, sharing and delegation can be used from the Outlook Web App. Although the initial setup is a bit more complicated than you may be used to, the result is powerful.

These documents are meant to get you started. If you need assistance, please request an appointment to consult with a technician or a member of our education team. We can take you through the options and advise what may work best for you.

Contacts

Outlook 2016 for Windows

Outlook 2016 for Mac 

Tasks

Outlook 2016 for Windows

Outlook 2016 for Mac 

Calendar Sharing and Delegation

Office 365 allows many email sharing and delegation options for calendars, from allowing public viewing, to allowing another individual to completely manage a calendar (delegation), including scheduling as or on behalf of the calendar owner.

These documents are meant to get you started. If you need assistance, please request an appointment to consult with a technician or a member of our education team. We can take you through the options and advise what may work best for you.


Sharing Video (mobile-friendly version)

Using Shared Calendars

Outlook Web App

Outlook 2016 for Windows

Outlook 2016 for Mac

Best Practices when using the Outlook Calendar

Sharing or Delegating Calendar Access

Outlook Web App

Office 2016 for Windows

Office 2016 for Mac

Email Sharing and Delegation

Office 365 allows many email sharing and delegation options for email, from sharing the Inbox or another folder, to allowing another individual to completely manage a mailbox (delegation), including sending as or on behalf of the mailbox owner.

If you are trying to share your mailbox with someone else, some options may require setting up and using the Outlook Client. However, once set up, sharing and delegation can be used from the Outlook Web App. Although the initial setup is a bit more complicated than you may be used to, the result is powerful.

These documents are meant to get you started. If you need assistance, please request an appointment to consult with a technician or a member of our education team. We can take you through the options and advise what may work best for you.


Sharing Video (mobile-friendly version)

 

Shared Mailboxes Video (mobile-friendly version)

Using Shared Email

Outlook Web App

Outlook 2016 for Windows

Outlook 2016 for Mac

  • The above instructions will work from a Mac, but some options may be in different locations or look a bit different – please contact the Help Desk if you require assistance.
  • See also: Become a Delegate in Office 2016 for Mac

Sharing or Delegating Email Access

Outlook Web App

Office 2016 for Windows

Office 2016 for Mac