DRAFT Quick Reference Guide and Tutorial for Screen Reading with Jaws,
prepared by Maeve May.

Follow the links for specific Topics using Jaws and Windows Shortcuts and Notes for Jaws users.

Shortcuts and Notes for Outlook and Outlook Express using Jaws Screen Reader.

Shortcuts for Outlook and Outlook Express. (Below the shortcuts are detailed instructions on how to use Outlook and Outlook Express)

Shortcuts Control Shift + I. Open Inbox folder.

Control M or F5. Send and Receive Refresh.

Control plus full stop. Read next message.

Control plus comma. Read previous message.

Control N. New Message when in Inbox.

Control R. Reply to (sender only).

Control Shift R. Reply to all people in message.

Control F. Forward a message.

Control D. Deletes the current message from the message list or from within the message.

Alt S. Send message.

Alt K. Check the names on the To, Cc, and Bcc lines against the Address Book - Outlook Express.

Control Shift B. Open Address Book.

Control Shift S. Insert default signature - Outlook Express.

Control Y. Display all folders.

Control Shift V. Move selected message to a folder.

Insert A . To move to the list of attachments. Outlook.

Summary of Shortcuts in Outlook.

Control N. Gives a different result depending where the focus is, for example, if you are in the Inbox, it will bring up a new message, if you are in Contacts, it will bring up a new contact dialog box. If you want to be able to create a new item in Outlook regardless where you are the following shortcuts are more useful

Control Shift M. New Message.

Control Shift C. New contact.

Control Shift L. New Distribution List.

Control Shift A. New appointment.

Control Shift K. or U New Task.

Control Shift N. New Note.

Control Shift J. New Journal entry.

Control Shift E. New Folder.

Control Shift Q. New Meeting request.

Control Shift B. Open Address Book.

Control Shift I. Inbox.

Control Shift O Outbox.

Ctrl+Shift+O. Convert an HTML or RTF message to plain text. Outlook.

Ctrl+Q. Mark as read

Alt Grave `. Reads the BODY of an open e-mail message.

Alt 1. Reads the 1st field or FROM field in a message.

Alt 2. reads the 2nd field or SENT field in a message.

Alt 3. reads the third field or TO field in a message.

Alt 4. reads the fourth field or the CC field in a message.

Alt 5. reads the fifth field or the Subject field in a message. Read Sixth Header Control use ALT+6. reads the sixth field or the BCC field in a messageRead Seventh Header Control use.

Ctrl+Insert+Down Arrow. Reads the text on the screen.

Ctrl+Insert+D. Says the current date.

Instructions on how to use Outlook and Outlook Express

Outlook and Outlook Express share many of the same shortcuts and instructions, however for easier reading each set of instructions is set out separately. Outlook Express is a simple email program designed for personal use whereas Outlook is designed as a professional program and is contained in the MS Office package. It contains not only email but also smaller related programs such as Calendar, Tasks and Journal which can be integrated into the email program as well as other Office programs. Jaws reads both email programs well, however has problems with earlier versions of Outlook Calendar.

Instructions on how to use Microsoft Outlook using Jaws. Press Ctrl Home for Outlook shortcuts.

Reading incoming emails in Outlook

When Outlook is opened Jaws should automatically read from the inbox list.
At any stage to return to the inbox press Ctrl + Shift and I.
To check for new messages if you have outlook open for a long time: Press F5 to refresh
To open and read a message scroll through the inbox list view and read the summaries. Press Enter, if you want to read message.
A new window will be opened. Use normal Jaws reading shortcuts to read the message. See also below extra shortcuts to reread the headers or the body text.
To read next received message while in the message window without having to return to the inbox, press Control plus full stop.
To read previous message while in the message window press Control plus comma.
To return to Inbox by closing window, press Escape key.

Action on incoming Emails in Outlook.

To reply to a message while in message window or in the inbox window, press Control + R. A new email will be created with the text of the received message in the message area so that recipients can easily refer to the original message. The names of the sender will automatically be inserted into the recipient’s box and the subject line will remain the same with the word RE in front of it to indicate that it is a reply. The cursor will be placed in the message area above a copy of the incoming message. Type the reply Message and press Alt + S to send.

Note: to reply to the sender and all people who received the message press Ctrl Shift and R.

To forward a message (that is passing on a received message to another person) – press Control F. A new email will be created with the cursor placed in the recipients email address box. Type the name of the person you want to forward the email to. Tab down. The subject will already be filled in with the same subject as the incoming subject line with FW in front of it to indicate that it is being forwarded. Press Tab to move cursor down to the message area above the received message. It is generally advisable to add a short message explaining what or why you are forwarding the message. Press Alt + S to send. Please note: as the received message will contain details of the original message, it will be possible to read who originally sent the message.

Opening Attachments on incoming Emails in Outlook.

To open an attachment in an incoming email, press Insert A. The attachments will be selected and Jaws will read the name with extension. You can recognise what type of attachment it is by the file extension which Jaws will read as filename dot and then a file extension of 3 letters. Some examples are: dot jpg is a picture file, dot doc is a Word document, dot xls is an Excel file. dot ppt or pps is a powerpoint slideshow file. Press the Application key and select from options of Open, Save as, Print, Copy etc.

If you open the attachment it will open the program in which it was created, eg a Word file will open MS Word, and a graphic will be opened in a program that can read graphics such as internet explorer or Windows Picture Viewer. It will be necessary to close this program down when finished using the close program keystroke Alt F4 to return to your message.

Sending Emails in Outlook.

To send a new message while in the Inbox press Control + N
The cursor will be placed in the To textbox or recipients email address box.
There are a few options:
Option 1: If the address is listed in the address book, press Ctrl Shift B. Press tab to move to the list of names. Arrow through the list and press Enter to add name. You can add more addresses by arrowing down and selecting another name and press Enter to add. When finished adding addresses, press Enter again to insert them into the TO box in the email.
You can then press Tab to move to cc box and repeat the above for cc.
Option 2: type the full email address if known or to place an email address from your address book if you know it, type the full name or the display name of the person. Although only the displayed name will be displayed, the complete email addresses will be added to the recipient address box. If you want to send an email to more than one person, press semi-colon in between names, then press Tab to move to the CC box. If required, type email address of people who should receive a copy in the cc box as for the TO box.
Press Tab to move to the subject box. Enter a meaningful short subject line
Tab to the message area. Type the message.
Press Alt S to send the message.

Address Book or Contacts in Outlook.

To open the Address Book or Contacts, press Control Shift B
To add a new email address press Control N which will open a new Contact dialog box. Enter the details by pressing tab between fields.
The first field is the full name. Type the name of the person in full that is first name then space then last name. As you would have to tab 20 times through the address fields to get to the email address, the quickest way for entering email addresses only is to press Alt Y to go straight to the Display name. Jaws reminds you to do this. The display name is an optional quick name that you type to call up a person’s email address. Often a short nickname is used rather than a full name. If you don’t type anything it will automatically insert the full name. Then press Shift Tab twice to move to the email address box. Type complete email address. Press Alt S to save and close.

Saving Address to the Address Book in Outlook.

To manually save an address from an email you have received: While in the message, Shift Tab to read the Sender’s name, Press left arrow or Shift Home to select it. Press Application key and select “Add to Contacts”. Press Alt Y to confirm or edit the Display name. Press Shift Tab twice to confirm the email address, Press Alt S to save and close.

Sending Messages using Address Book in Outlook:

To Send a Message to a person or persons in your address Book or Contacts, create a new mail message, Ctrl N. The cursor will be placed in the TO box. Press Control Shift B to open address book. Arrow down through the list until you locate the name of the person you want to send the email to. Typing the first letter of the name is a quick way to find the person. Press Enter to add the email address to the To box. Arrow down and select another name if required by pressing Enter. Press Enter again when finished adding names. You will be returned to the New Email message and the names selected will be placed in the TO box.

Folders in Outlook.

Press Ctrl Y to open the folder List. Arrow down through the list of folders. Press Enter to open. Arrow up or down through the contents of the selected folder.

To create a new Folder: Press Control Shift E for new folder. Type the name of the new folder, then press tab to move down to the folder list. Select the location where you want the folder to be saved - either in Inbox or up arrow to local folders. Press Enter.

To move emails into the relevant folders, select email or email, press Control Shift V, arrow down to the desired folder and press Enter.

To Delete a file, make sure you are in Inbox window, select the email and press Delete key or Control D. The email will be placed into the deleted folder. You will be able to move it out of this folder if you made a mistake. The deleted folder may be emptied regularly depending on your settings.

Finding Emails in Outlook.

To find emails, press Control Shift F. There are several criteria for your finds. Either from or to a particular person, or emails on specific subjects or text in messages
To search for emails on a certain subject enter the relevant text in the “search for the words” text box (first option) and press tab to select from the drop down list box the option: “Subject Field only”.
To search for emails with certain text in the message, enter the text in the Search for the words text box and press tab to the drop down list box and select Subject Field and Message body.
If you are looking for a received email, tab to the FROM text box. Type the name of the person.
If you are looking for emails you sent, tab to Sent to box and type a name.
Pressing enter will list any emails found. Press F6 to move to the list. Press down arrow to move through the found emails and enter to open. Press Escape to close the opened email. This will take you back to the searched list again and allow you to look at others in the list. When finished, press Escape again to close down the Find dialog box.

Instructions on How to use Outlook Express using Jaws.

Reading incoming emails in Outlook Express

When Outlook or Outlook Express is opened Jaws should automatically read from the inbox list. At any stage to return to the inbox press Ctrl + Shift and I.
To check for new messages if you have Outlook Express open for a long time: Press F5 to refresh
To open and read a message scroll through the inbox list view and read the summaries. Press Enter, if you want to read message.
A new window will be opened. Use normal Jaws reading shortcuts to read the message. See also below extra shortcuts to reread the headers or the body text.
To read next received message while in the message window without having to return to the inbox, press Control plus full stop.
To read previous message while in the message window press Control plus comma.
To return to Inbox by closing window, press Escape key.

Action on incoming Emails in Outlook Express

To reply to a message while in message window or in the inbox window, press Control + R. A new email will be created with the text of the received message in the message area so that recipients can easily refer to the original message. The names of the sender will automatically be inserted into the recipient’s box and the subject line will remain the same with the word RE in front of it to indicate that it is a reply. The cursor will be placed in the message area above a copy of the incoming message. Type the reply Message and press Alt + S to send.

Note: to reply to the sender and all people who received the message press Ctrl Shift and R.

Opening Attachments on incoming Emails in Outlook Express.

To open an attachment in an incoming email, press Insert A. The attachments will be selected and Jaws will read the name with extension. You can recognise what type of attachment it is by the file extension which Jaws will read as filename dot and then a file extension of 3 letters. Some examples are: dot jpg is a picture file, dot doc is a Word document, dot xls is an Excel file. dot ppt or pps is a powerpoint slideshow file. Press the Application key and select from options of Open, Save as, Print, Copy etc.
If you open the attachment it will open the program in which it was created, eg a Word file will open MS Word, and a graphic will be opened in a program that can read graphics such as internet explorer or Windows Picture Viewer. It will be necessary to close this program down when finished using the close program keystroke Alt F4 to return to your message.

Sending Emails in Outlook Express.

To send a new message while in the Inbox press Control + N
The cursor will be placed in the To textbox or recipients email address box. There are a few options on how to insert email addresses:
Opton 1: To place an email address from your address book, if you know it, type the full name or the display name of the person then press Tab to move to cc box. Although only the displayed name will be displayed, the complete email addresses will be added to the recipient address box. If you want to send an email to more than one person, press semi-colon in between names, then press Tab to move to the CC box.
Option 2: To Send a Message to a person or persons in your address Book. Press Alt T for Tools, R for Recipients. Tab three times to move to list of names. Jaws will read the contact names, hold down Control key, press spacebar for each recipient to be added to the TO list. Press Enter when finished. Then Enter again to place recipients names in the TO box.
Option 3: If the email address is not in address book, type full email address of people with semicolon between addresses.
Press tab to move to the cc box. Enter names as for the TO box.
Press Tab to move to the subject box. Enter a meaningful short subject line
Tab to the message area. Type the message.
Press Alt S to send the message.

Address Book or Contacts in Outlook Express.

To open the Address Book or Contacts, Press Control Shift B.
To add a new email address press Control N which will open a new Contact dialog box. Enter the person’s details by pressing tab between the fields. The display name is an optional quick name that you type to call up a person’s email address. Often a short nickname is used rather than a full name for faster input. If you don’t type anything it will automatically insert the full name. Type complete email address. Press Alt S to save and close.

Saving Address to the Address Book in Outlook Express.

· To manually save an address from an email you have received: While in the message Press Alt T for Tools, arrow down to “Add to address book”. If several email addresses were in the incoming email, you will get a further option: Select either Sender or Everyone on To list. Confirm the email address, click OK.

· In Outlook Express only there is an option “automatically put the people I reply to in my address book”, which is generally turned on. It will be necessary to uncheck this if you want to be more selective about whose addresses you want to add to your address book. Press Alt T for the menu Tools, select Options, control tab to ‘Send’ tab, and uncheck the option.

Folders in Outlook or Outlook Express.

· Press Ctrl Y to open the folder List. Arrow down through the list of folders. Press Enter to open. Arrow up or down through the contents of the selected folder.

· To create a new Folder, ensure the folder list dialog box is open.: Press Control Shift E. Select the location where you want the folder to be saved - either in Inbox or up arrow to local folders by arrowing through the folders. Type the name of the new folder,. Press Enter.

· To move emails into the relevant folders, select email or emails, press Control Shift V, arrow down to the desired folder and press Enter.

· To Delete a file, make sure you are in Inbox window, select the email and press Delete key or Control D. The email will be placed into the deleted folder. You will be able to move it out of this folder if you made a mistake. The deleted folder may be emptied regularly depending on your settings.

Signature in Outlook Express.

· To create a signature, click on Tools, Options, control tab to Signature. Tab down to New or press Alt N. Type the text of the new signature. Tab 3 times to the OK command. Press Enter.

· To insert the default signature: Ctrl Shift S. To insert other signature, press Alt I for Insert, then S for Signature, then select the required signature.

Using the Find in Outlook Express.

· To find emails, press Control Shift F. There are several criteria for your finds. Either from or to a particular person, or emails on specific subjects or text in messages or between specified dates.

· Press tab three times to move to the From text box. Type the name of the person. Or Press Tab to To box and type a name if you are looking for an email you have sent.

· If you are looking for emails on a certain subject tab down to the subject text box and type the relevant text.

· If you are looking for emails which may contain certain text, tab down to the message text box and type the relevant information.

· If emails from a specific date or period are to be found tab down to received before and received after box, press spacebar to activate and then press right arrow and type the required date.

· Pressing enter will list any emails found. Press down arrow to move through the found emails. Press Escape when finished.

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