The Hadley School for the Blind
700 Elm Street
Winnetka, IL 60093-2554
800-446-8111 www.hadley.edu
Introduction to
Outlook Express
for Keyboard Users
Prepared by the staff and faculty of The Hadley School for the Blind
Winnetka, Illinois
Copyright © 2010
All rights reserved. No part of this document may be
reproduced in any form or by any electronic or
mechanical means (including photocopying, recording,
or information storage and retrieval) without written
permission from The Hadley School for the Blind.
Outlook 2003 iii
Contents
Using Outlook Express ............................................ 1
Overview .............................................................. 1
Establishing Internet Service and an Email Account . 1
Abbreviations and Common Terms ........................ 1
Setting Defaults ..................................................... 3
Configuring Outlook Express ................................ 3
Inbox as Default ................................................. 3
Reading Pane ..................................................... 5
Basic Email ............................................................ 5
The Email Address .............................................. 5
Receiving a Message ........................................... 6
Composing a Message ........................................ 6
Reading a Message ............................................. 8
Deleting a Message ............................................. 9
Replying to Email Messages ................................. 9
Reply .......................................................... 9
Reply to All .................................................. 10
Forwarding an Email Message ............................ 11
Attachments ........................................................ 12
Method 1: Using the Applications Key ................. 13
iv The Hadley School for the Blind
Method 2: Attaching a File with Outlook Express
Open ...................................................... 14
Saving Attachments .......................................... 16
Supplemental Instructions .............................. 17
Address Book ...................................................... 18
Name Tab ........................................................ 19
Home Tab ....................................................... 21
Business Tab ................................................... 23
Additional Tabs ................................................ 24
Adding a Contact from an Email Message ............ 25
Editing a Contact .............................................. 26
Deleting a Contact ............................................ 28
Creating and Editing Signatures .............................. 29
Creating a Signature ......................................... 29
Editing a Signature ............................................ 31
Spelling ............................................................... 35
Acronyms, Abbreviations, Proper Names, and
Alternative Spellings ................................. 37
Creating and Deleting a Folder ............................... 38
Creating a Folder .............................................. 38
Outlook Express Keyboard Shortcuts ...................... 41
Introduction to Outlook Express for Keyboard Users 1
Using Outlook Express
Overview
It is assumed that your personal computer has
Windows and a screen reader or a magnification
program, and that you are familiar with these programs
and your keyboard. This user guide is an introduction to
Outlook Express and does not include instructions for
all of the functions built into the program.
Establishing Internet Service and an Email Account
To set up an email account, you must contact your
Internet service provider (ISP) for instructions.
Abbreviations and Common Terms
Alt: Alternate key
Applications Key: Third key to the right of the space
bar. Opens a context menu.
Arrows: When this term is used, you should use the
up, down, left, or right arrow keys as instructed.
Ctrl: Control key
Esc: Escape key
2 The Hadley School for the Blind
Keyboard Shortcuts: All keyboard shortcuts and
keystrokes are enclosed in parentheses.
Menus, Buttons, Folders, Edit Boxes, Fields, Windows,
and Tabs: These items are enclosed in brackets.
Modifier Keys: Some commands require modifier keys:
the Control (ctrl), Alternate (alt), and Shift (shift)
keys. Modifiers are "press and hold" keys, while
individual letters and numbers are "strike and
release" keys.
There are three possible combinations:
1. Press and hold down a modifier key plus strike a
second key.
Example: (alt+f)
(shift+2) Note: do not use the number pad.
2. Press and hold down two modifier keys plus strike
a third key.
Example: (ctrl+shift+i)
3. Press and hold down a modifier key plus strike a
key and release the modifier. Then strike a key,
and strike another key.
Introduction to Outlook Express for Keyboard Users 3
Example: (alt+n, a, f). Press (alt+n) and release,
then strike a, then strike f.
Setting Defaults
Configuring Outlook Express
By default, the following folders were created when
Outlook Express was installed on your computer:
Deleted Items
Drafts
Inbox
Outbox
Sent Items
You may, from within any folder, press (ctrl+y) to
open the [Go to Folder] list and use the arrow keys to
scroll through all of the preceding folders. Pressing
(enter) on a selected folder will open it.
Inbox as Default
To set the [Inbox] as the default folder when you open
Outlook Express, follow these steps:
1. Open the [Tools] menu: (alt+t)
4 The Hadley School for the Blind
2. Select [Options]: (o). The cursor will be placed in
the [General] tab, on the check box [When starting
go directly to my Inbox folder].
There are ten tabs in the [Options] window:
General, Read, Receipts, Send, Compose,
Signatures, Spelling, Security, Connection, and
Maintenance. This manual provides instructions for
certain, but not all, settings in the [General],
[Maintenance], and [Signatures] tabs only. All of
the default settings in these tabs were set when
the program was installed. You may review these
tabs at your convenience.
3. Press the (space bar) once to check this box.
4. Select [Apply]: (alt+a)
5. Move to the [OK] button by pressing (shift+tab)
until located, and press (enter). You will be
returned to the [Inbox].
Introduction to Outlook Express for Keyboard Users 5
Reading Pane
To turn off this feature:
1. Open [View] menu: (alt+v, l) This will place you in
the [Layout View].
2. By default, the [Reading Pane] is checked. Press
(alt+p) to reach the [Show preview pane] check
box. If this box is checked, (alt+p) will uncheck it.
If it is not checked, (alt+p) will check it.
3. Move to the [Apply] button: (alt+a) and press
(enter).
4. Move to the [OK] button: (shift+tab) until located
and press (enter).
Basic Email
The Email Address
An email address is an address for sending and
receiving email messages. It consists of three
components: a username, @ (the at sign), and a
domain name.
• Username: A username is a unique identifier that
can be the actual name of an individual, a
6 The Hadley School for the Blind
nickname, an organization's name, or a random
series of letters (any combination of upper- and
lowercase) and numbers.
• @ (At Sign): This sign connects the username and
domain name. To input this sign, press (shift+2).
• Domain Name: This specifies the company or
organization providing the email service for the
email address. For example, a domain name might
be yahoo.com or hadley.edu. A dot extension such
as .com, .org, .edu, .us, .ca, .uk, or .info comes
after the domain name.
Example: [email protected]
Receiving a Message
Outlook Express will receive email messages
automatically. To check for new messages from any
folder: (ctrl+m).
Composing a Message
Creating an email message is the most frequent task
you will perform. Outlook Express contains its own
editor, which is similar to, but not part of Microsoft
Word. Follow these steps to compose a message:
Introduction to Outlook Express for Keyboard Users 7
1. Open a [New Message] window: (ctrl+n). You will
be placed in the [To] edit box.
2. Type in the email address of the party you are
sending the email to. Outlook Express will attempt
to complete the email address based on matches it
finds in the Address Book. This is referred to as
Auto Complete. As you type the address letter by
letter, it will keep changing until a complete match
is found.
If you are sending the message to one addressee,
and Auto Complete identifies the address you
want, press (tab). This will select the address and
move the cursor to the [Carbon Copy] edit box. If
the person is not in the Address Book, you must
enter the address manually.
If you are sending the message to more than one
addressee, the Auto Complete process will be
repeated. If Auto Complete cannot find the address
you must enter a semicolon and space after the
previous address and then type in the second
address. Repeat the process for each addressee.
8 The Hadley School for the Blind
3. (Optional) [Carbon Copy—CC]: If you need to send
this message to additional recipients, type in their
email address(es). Outlook Express will attempt to
complete the address as explained in Step 2.
4. (Tab) until you locate the [Subject] edit box. For
the subject type in a very short, single phrase
about the email.
5. To move to the [Message] edit box, (tab) once.
This is where you type the body of your message.
6. Once you have completed your message, send it:
(alt+s)
Reading a Message
1. Open Outlook Express and give the program a few
seconds to update your [Inbox].
2. By default, you are in the [Inbox]. Navigate through
the [Inbox] by using the (up) and (down) arrows.
Select the message you want to read: (enter)
3. By default, you are placed in the body of the
message. Use standard text navigation commands
Introduction to Outlook Express for Keyboard Users 9
to read the message. To move back to the [To],
[CC], and [Subject] boxes: (shift+tab)
4. To close a message: (esc)
Deleting a Message
You may delete a message when it is either open or
closed.
1. Closed Message: Arrow (up) or (down) to the
message you want to delete: (delete) or (ctrl+d).
The message will be moved to your [Deleted Items]
folder, and the cursor will be placed on the next
closed message.
2. Open Message: With the message open: (ctrl+d).
The message will be moved to your [Deleted Items]
folder, and the next message in the list will be
opened.
Replying to Email Messages
Reply
Use the following steps to reply to a message:
1. Locate and open the message you want to reply
to: (enter)
10 The Hadley School for the Blind
2. To reply: (ctrl+r). The focus will be placed above
the original message, where you can type in your
own comments. The [To] and [Subject] edit boxes
will contain the original sender's email address and
subject.
3. Send it: (alt+s)
Note: Once you send your reply, the cursor will be
placed back on the unopened message in the
[Inbox].
Note: If you receive a reply to a message you sent,
"RE:" will precede the subject of that email. When
navigating your Inbox, your screen reader may also
say, "Re", "Replied", or "Replied to," indicating
that the message is a reply to an email you sent.
Reply to All
This function is used when the originator of an email
sends it to more than one recipient and you wish to
send your reply to all of the recipients:
1. Locate and open the message you want to reply
to: (enter)
Introduction to Outlook Express for Keyboard Users 11
2. To reply to all: (ctrl+shift+r). The focus will be
placed above the original message, where you can
type in your own text. The [To], [CC], and
[Subject] edit boxes will contain the original
sender's and [CC] address(es) and the subject.
3. Send it: (alt+s)
Forwarding an Email Message
To forward an email, follow these steps:
1. Locate and open the message you want to
forward: (enter)
2. Begin the forwarding process: (ctrl+f). This places
the cursor in the [To] edit box. Type in the email
address of the party you are forwarding the email
to.
3. (Optional) From the [To] edit box, press (tab) once
to move to the [CC] edit box. Type in the email
address(es).
4. Move to the [Subject] edit box: (tab). The original
subject of the message is retained with the
12 The Hadley School for the Blind
addition of "FW:" at the beginning of the subject,
designating it as a forwarded message.
5. The next (tab) will take you to one of two different
edit boxes:
a. If there is an attachment, this (tab) will place
the cursor in the [Attachment] edit box, at the
end of the attachment's name. Pressing (tab)
again will place the cursor in the [Message] edit
box.
b. If there is no attachment, this (tab) will move
the cursor to the [Message] edit box.
6. Space is available in this box for you to type in any
comments you wish. Your comments will be
placed above the original message.
7. Send the message: (alt+s)
Attachments
An email attachment is any file that you "clip" or
"attach" to an email message. The file may be an audio
file, .wav or .mp3; a document file, .doc, .txt, or .pdf;
a compressed zip file, .zip; or a picture, .jpg or .tif. An
Introduction to Outlook Express for Keyboard Users 13
executable file, .exe, normally cannot be attached to an
email because of security reasons.
There are two ways to attach a file to an email.
Method 1: Using the Applications Key
The Applications key is located on the bottom row of
the keyboard, often the third key to the right of the
space bar. (Please note: A laptop keyboard may have a
different configuration.)
To use this method you must locate the file on your
computer by using Windows Explorer, My Computer, or
the file's default program.
Select the file but do not open it.
1. Press the (Applications) key. Press (n) until you
reach [Send to], and then press (enter).
2. A submenu will open. Select [Mail Recipient]: (m)
and then press (enter).
3. Express will open a new email message, and the
cursor will be placed in the [To] edit box.
a. You must complete the [To] email address.
b. If desired, type in a [CC] address(es).
14 The Hadley School for the Blind
c. The [Subject] edit box will already be
completed with the name of the file.
d. The file will already be attached with the name
of the file in the [Attached] edit box.
4. Move to the [Message] edit box: (tab), and type in
any message you want to include.
5. Send the email: (alt+s)
Your screen reader may not indicate that this action
has been accomplished.
Method 2: Attaching a File with Outlook Express Open
When attaching a file, it is important to know where
the file resides on your computer, such as the drive
letter and folder name. To attach a file, follow these
steps:
1. Compose a new email message. You must be in
the [Message] edit box before proceeding to the
next step.
2. Open the [Insert] menu: (alt+i). The cursor is on
the [File Attachment] option.
Introduction to Outlook Express for Keyboard Users 15
3. Press (enter) on the [File Attachment] option. The
[Insert Attachment] window will open.
4. The cursor is now in the [File Name] edit box. Type
in the complete path to the location of the file you
wish to attach, followed by the file name.
Example:
• File name: working hard.doc
• The path you need to add before the file name
in this example is: c:\my files\
• The complete path is now:
c:\my files\working hard.doc
• If the file is in a subfolder in the folder [My
Files], the path would be:
c:\my files\subfolder name\working hard.doc
5. Attach the file: (enter). The file name will appear in
the [Attached] edit box, and the cursor will be
placed back in the body of the message.
Note: You can attach additional files to the email
by repeating steps 2 through 4 for each file before
sending the email.
6. Send the message: (alt+s)
16 The Hadley School for the Blind
Saving Attachments
Occasionally you might receive an email with an
attachment that you would like to save. Saving the
attachment creates and saves a copy of the file but
does not remove it from the original email. Deleting the
email will move the message and the attachment to
your [Deleted Items] folder. Deleting the message will
not affect the attachment you saved.
To save an attachment, follow these steps:
1.Open the email message that contains the
attachment(s).
2. Open the file menu: (alt+f)
3. Open [Save Attachment]: (v)
4. The attached file is selected. If there is more than
one attachment, by default, all of the attachments
are selected. You now have two options:
a. Save all attachments: Press (tab) once; the
cursor will be placed in the [Save To] edit box.
Type in the complete path to the folder where
you want to save the attachments. Press
(alt+s) to save the attachments.
Introduction to Outlook Express for Keyboard Users 17
b. Save a single attachment: Scroll through the
attachments using the (up) and (down) arrows.
As you scroll, each attachment will be selected
individually. Once you have identified the
attachment you want to save, press (tab) and
the cursor will be placed in the [Save to] edit
box. Type in the complete path to the folder or
location where you want to save the
attachment, and press (alt+s).
In either case, the Save process will execute, and the
cursor will be placed back in the body of the open
email message.
Supplemental Instructions
If you are using a screen reader, it may not give you an
indication that the attachment has been saved. The
general rule is, if you do not receive an error message,
then it worked properly.
Caution: You should be very careful selecting
attachments you wish to save, because email
attachments are a very common way that viruses and
spam are spread. You should ensure that your virus
18 The Hadley School for the Blind
detection software is kept current and active at all
times.
Address Book
The Address Book is the database that includes the
names and email addresses of contacts you have
created. This book is accessed by Auto Complete, as
explained earlier in the Composing A Message section.
If you do not create contacts in this book you must
type the full email address as you compose a message.
Adding a Contact
Follow these steps to create a new contact:
1. Open Outlook Express, and switch to [Contacts]:
JAWS: (ctrl+shift+b)
WINDOW-EYES: (alt+t, b)
2. Open the [Properties] dialog window: (ctrl+n). This
window contains seven tabs:
Name Other
Home NetMeetings
Business Digital IDs
Personal
Introduction to Outlook Express for Keyboard Users 19
The following is an explanation of these tabs. Enter the
information required by each edit box, using (tab) or
the keystroke following the name of each edit box, to
move from box to box.
Name Tab
This is the default tab when this window is opened. By
default, the cursor is placed in [First], the "first name"
edit box. The * indicates a mandatory item.
* [First] (alt+f)
[Middle] (alt+d)
* [Last] (alt+l)
[Title] (alt+t)
[Display] (alt+p): Automatically entered based on the
names entered in the [First], [Middle], and [Last]
name edit boxes.
[Nickname] (alt+n)
* [Email Address] (alt+m)
1. Type in the email address and press (enter) to
move this address to the [List of emails] list box
and flag it as the default address. The cursor will
remain in the [email addresses] edit box. If you
only have one address for this contact, go to step
20 The Hadley School for the Blind
4 below. If you have more than one address for
this contact, proceed to step 2.
2. Type in the next address and press (enter). The
second address will be moved to the [List of
Emails] list box and the cursor will remain in the
[Email Address] edit box. Repeat this step until you
have recorded all of the email addresses for this
contact.
3. As stated above, the original address was
automatically selected as the default address for
this contact. To change the default address, press
(shift+tab) until you reach the [List of emails] list
box. Scroll through the list of addresses and press
(alt+s) on the address you wish to set as the
default.
4. You now have two options for email format, text
and HTML. Text contains very simple formatting,
while HTML provides you with more complex
formatting options such as bold, italics,
underlining, and font type/size. To switch between
text and HTML formats, press (alt+u) to reach the
[Send email using plain text only] check box. This
Introduction to Outlook Express for Keyboard Users 21
box is _not checked by default. Pressing (alt+u)
will automatically check this box and all messages
for this contact will be sent in a text format.
Pressing (space bar) will check or uncheck this box
as well. If this box is not checked, HTML format
will be used for all emails sent to this contact.
If you have finished with this contact (tab) to the [OK]
button and press (enter). This will record all of the
above actions, close the [Properties] window, and
return you to the [List of Contacts] list box. Press (esc)
or (alt+f4) to return to the [Inbox]. If you wish to
access the remaining tabs in the [Properties] window,
press (ctrl+tab).
Home Tab
By default the cursor is placed in the [Street Address]
edit box. None of these items are mandtory.
[Street Address] (alt+r)
[City] (alt+y)
[State/Province] (alt+s)
[Zip Code] (alt+z)
[Country/Region] (alt+u)
22 The Hadley School for the Blind
[Default] (alt+e): Designates this address as the
default between the home or business mailing
addresses. If the address book is used with an
application that prints the address, that program will
automatically select the address designated as the
default.
Note: [View Map] in both the Home and Business tabs
is an advanced function beyond the scope of this
guide.
[Phone] (alt+n)
[Fax] (alt+x)
[Mobile] (alt+l)
[Web Page] (alt+w)
[Go] (alt+g): Opens the contact's Internet home page
in a Web browser window. This function is inactive
if there is no Web address.
If you have finished with this contact, (tab) to the [OK]
button and press (enter). This will record all of the
above actions, close the [Properties] window, and
return you to the [List of Contacts] list box. Press (esc)
or (alt+f4) to return to the [Inbox]. If you wish to
Introduction to Outlook Express for Keyboard Users 23
access the remaining tabs in the [Properties] window,
press (ctrl+tab).
Business Tab
By default, the cursor is placed in the [Company] edit
box. None of the following items are mandatory.
[Company] (alt+m)
[Street Address] (alt+r)
[City] (alt+y)
[State/Province] (alt+s)
[Zip Code] (alt+z)
[Country/Region] (alt+u)
[Default] (alt+e): Designates this address as the
default, as previously explained under the Home Tab.
[Job Title] (alt+j)
[Department] (alt+d)
[Office] (alt+o)
[Phone] (alt+n)
[Fax] (alt+x)
[Pager] (alt+a)
[Web Page] (alt+w)
[IP Phone] This function is beyond the scope of this
guide.
24 The Hadley School for the Blind
If you have finished with this contact, (tab) to the [OK]
button and press (enter). This will record all of the
above actions, close the [Properties] window, and
return you to the [List of Contacts] list box. Press (esc)
or (alt+f4) to return to the [Inbox].
Additional Tabs
There are four additional tabs, Personal, Other,
NetMeeting, and Digital IDs, where you can enter
additional information that might be useful. These tabs
are considered advanced functions and are beyond the
scope of this guide.
Once you have entered all of the desired data for a
contact, (tab) to the [OK] button and press (enter) to
save the record. The cursor will be placed in the
Address Book [Mail Identity] window. A [Summary] tab
has now been added to this window.
To cancel all of the data you entered, (tab) to the
[Cancel] button and press (enter). The cursor will be
placed in the Address Book [Mail Identity] window.
Introduction to Outlook Express for Keyboard Users 25
Adding a Contact from an Email Message
When you have received a message and want to add
the sender to your Address Book, follow these steps:
1. Open the [Inbox], and select the message from the
individual you wish to add. Note: Do not open the
message.
2. Press the (Applications) key, which is usually the
third key to the right of the space bar.
3. You will be placed in a context menu. Press (b) to
add the contact to the address book. The contact
will be recorded, and you will be placed back in the
[Inbox]. Your screen reader may not indicate that
this action has taken place.
Only the name and email address of the contact
has been recorded in the Address Book. The
[Summary] tab has now been added to the
Address Book [Mail Entry] window. To enter
additional data for this contact, follow the steps
outlined below.
26 The Hadley School for the Blind
Editing a Contact
Regardless of which method you used to add a contact
to your Address Book, follow these steps if you wish to
edit or add additional data to an Address Book entry.
1. Be sure you are in the [Inbox] when you start this
process.
2. Open the Address Book:
JAWS: (ctrl+shift+b)
WINDOW-EYES: (alt+t, b)
The [Address Book—Mail Entry] window is opened,
and the cursor is in the [Type name or select from
list] edit box. You now have two options:
a. Type the Name: You should be careful to edit
the correct entry. Make sure you enter the
contact's full name as it was previously
recorded in the Address Book. If you have a
contact in your Address Book multiple times,
the first listing will be selected by default when
you press (enter). Likewise, if you have
multiple contacts with the same first name, the
first listing will also be selected by default
when you press (enter).
Introduction to Outlook Express for Keyboard Users 27
b. List of Contacts: (Preferred Method) Tab once
to access the list of contacts, and scroll
through the list to locate the contact you wish
to edit. This method will ensure you edit the
right contact.
3. Press (enter) on the desired contact. The contact's
[Property] window opens. The cursor will be placed
in the [Summary] tab on the contact's name.
Summary Tab: When you initially added and saved
a contact, the [Summary] tab was automatically
created in the [Properties] window. This tab
contains some of the information that you entered
when you created the contact. This information
cannot be edited in this tab. It will automatically
update when you save any changes made to the
tabs in the [Properties] window.
You must access each individual tab, as described in
the previous section Adding a Contact, to edit the data.
28 The Hadley School for the Blind
Deleting a Contact
To delete a contact, follow these steps:
1. Open Outlook Express. You should be in your
[Inbox] by default.
2. Open the [Contacts List]:
JAWS: (ctrl+shift+b)
WINDOW-EYES: (alt+t, b)
3. The cursor is in the [Type name or select from list]
edit box by default.
4. Press (tab) once to access the list of contacts.
5. Use your (up) and (down) arrow keys to scroll
through the list until you locate the contact you
wish to delete.
6. Delete the contact: (delete). You will be asked to
confirm this action. Press (y) for Yes or (n) for No.
Either action will place you back in the list of
contacts.
7. Close the [Contact List]: (alt+f4). You will be
returned to the [Inbox].
Introduction to Outlook Express for Keyboard Users 29
Creating and Editing Signatures
You can personalize any email message by adding a
signature. Your signature can contain your name,
contact information, and any text you desire.
You can also create several different signatures and
select the one you want for different recipients. For
example, you might want a professional signature for
emails related to your work but prefer a more personal
signature with a quote for family and friends.
Creating a Signature
The following instructions will explain how to create a
signature.
1. Open Outlook Express. You should be in your
[Inbox].
2. Open the [Tools] menu: (alt+t)
3. Select [Options]: (o). The cursor will be in the
[General] tab, on the first check box [When starting
go directly to my Inbox folder].
4. Switch to the [Signatures] tab: (ctrl+tab) until
located.
The first two items are check boxes, and the
cursor is placed on the first box [Add signatures to
30 The Hadley School for the Blind
all outgoing messages]. The second box is [Don't
add signatures to Replies and Forwards].
Press the (space bar) to check or uncheck each
box. If checked, the signatures will be added to
emails by default.
Note: Your screen reader may not voice all of the
steps listed below, or properly announce the text
and edit boxes you will be using. Proceed with
caution.
5. Press (alt+n) and the following actions will occur:
a. The temporary signature name "Signature #1" is
created in the [Signature] list box.
b. This signature is tagged as the default signature
for all emails.
c. The cursor is placed in the [Edit Signature] text
box where you will actual type in the text which
makes up Signature #1. You may now enter
your name and any other information you wish
to include in the signature section of an email.
Each time you press (alt+n), a new signature name
will be created in the [Signature] list box, and
numbered in the proper sequence, 1, 2, 3, 4, etc.
Introduction to Outlook Express for Keyboard Users 31
6. Press (alt+a) to apply the current signature. The
cursor is placed back on the [Add signatures to all
outgoing messages] check box. You may now
repeat the process to create additional signatures.
Renaming a Signature
To edit the signature press (alt+s) to access the
[Signatures] list view box. Scroll through the signatures
and press (alt+m) to select the signature you wish to
edit. You may now rename the selected signature. As
soon as you start typing the new name, the original
name will be eliminated. Once you have completed the
name, press (enter) to confirm the change. The cursor
is still in the [Signatures] list view box, and you can
repeat the process if you wish to rename additional
signatures. After the renaming process is complete you
now have two options.
1. If you are completely finished, (shift+tab) to the
[OK] button and press (enter). You will be placed
back in the [Inbox].
2. If you wish to change the default signature press
(alt+s) to access the [Signatures] list box. Scroll
32 The Hadley School for the Blind
through the signatures, and press (alt+e) to make
the selected signature the default.
Note: Your screen reader may not inform you that the
selected signature has been set as the default. You can
confirm the change by scrolling through the signatures.
Your screen reader will voice the name of the
signature, followed by "Default Signature".
Editing an Existing Signature
1. From the [Inbox] open the [Tools] menu (alt+t).
2. Open the [Options] window (o).
3. Select the [Signatures] tab (ctrl+tab) until located.
4. Access the [Signatures] list view box (alt+s).
5. Scroll through the signatures until you find the one
you wish to edit. The one you leave the cursor on
will be the selected signature.
6. Press (tab) until you locate the [Edit Signature]
box. Your screen reader may voice the name of
this box as (edit). You may now use standard text
editing procedures. Once you have made all of the
changes, press (alt+a) to apply the changes.
7. The cursor will be placed back on the [Add
signatures to all outgoing messages] check box.
Introduction to Outlook Express for Keyboard Users 33
You may edit additional signatures by repeating the
process.
8. Once complete, press (shift+tab) until you locate
the [OK] button, and press (enter). You will be
placed back in the [Inbox].Selecting an Optional
Signature
Selecting an Optional Signature
These instructions assume that you have created more
than one signature for different recipients.
When you open a new message, the default signature
will always be included. It will be preceded by a blank
line where you will enter your text. The signature will
not be added if you unchecked the check box [Add
signatures to all outgoing messages].
1. Type in your email message.
2. If you want to change the signature, you must
remove the default signature. There are three
common methods to remove the signature:
a. Place the cursor at the beginning of the first
line of the signature. Press (ctrl+shift+end).
This will select the entire signature. Press the
(delete) key to delete the signature.
34 The Hadley School for the Blind
b. Move the cursor to the beginning of the first
line of the signature. Press and hold the
(delete) key until the signature is deleted.
c. Press (ctrl+end) to move the cursor to the end
of the last line of the signature. Press the
(backspace) key continuously until the
signature has been deleted.
3. Once the default signature has been deleted, press
(alt+i) to open the [Insert] menu.
4. Press (s) to access your list of signatures. Scroll
down the list until you reach the signature you
wish to put in the email, and press (enter).
The signature will be placed at the end of the email,
and the cursor will be placed at the end of the
signature. Press (alt+s) to send the email. You will be
placed back in the [Inbox].
Removing a Signature
To remove a signature from your list of signatures:
1. From the [Inbox] open the [Tools] menu: (alt+t).
2. Open the [Options] window: (o).
3. Select the [Signatures] tab: (ctrl+tab) until located.
4. Access the [Signatures] list view box: (alt+s).
Introduction to Outlook Express for Keyboard Users 35
5. Scroll through the signatures, and press (alt+r) to
remove the desired signature. The cursor is still in
the [Signatures] list view box. Repeat this step if
you wish to delete additional signatures.
Once finished, (shift+tab) to the [OK] button and press
(enter). You will be placed back in the [Inbox].
Spelling
The spelling function checks the spelling in the body of
a message you compose. It will not check the subject
line or any attachments that accompany the email.
Note: The cursor must be at the beginning of the first
line of the message. Before initiating the spell-checking
process, press (ctrl+home) to ensure the cursor is at
the beginning of the message.
There are three sections in the Spelling window: [Not in
Dictionary] textbox, [Change To] edit box, and the
[Suggestions List].
Once you have composed a message, follow these
steps:
1. Open Spelling: (f7)
36 The Hadley School for the Blind
2. You will be placed in the [Change To] window, and
the first misspelled word will displayed in the [Not
in Dictionary] text box and then spoken and
spelled. This will be followed by the spoken and
spelled recommended replacement word in the
[Suggestions] list box.
Note: Words that are identically misspelled may be
treated differently based on spacing, capitalization,
and punctuation. Because of this, the use of
(alt+l), which is Correct All, is not recommended.
3. There are three methods to correct the spelling:
a. Automatic Correction: After the misspelled
word is voiced, the first recommended
correction will be voiced and is already
selected. If this is the spelling you want, press
(alt+c) to make the correction and continue
the spell-checking process.
b. Correction Selection: If this is not the spelling
you want, press (alt+n) and the cursor will be
placed in the [Suggestions] list box. Use the
(up) and (down) arrows to scroll through the
list of suggestions, and press (alt+c) on the
Introduction to Outlook Express for Keyboard Users 37
spelling you want and continue the spell-
checking process.
c. Manual Correction: If you wish to manually
correct the misspelled word, press the (down
arrow) once. The cursor will be placed to the
right of the last letter of the misspelled word in
the [Change To] edit box. Use standard editing
commands and keystrokes to make the
corrections. Press (alt+c) to record the
corrections and continue the spell-checking
process.
Note: It should be noted that different screen readers
will treat the manual corrections process in different
ways. You will need to experiment with your system to
determine the correct process for you.
Acronyms, Abbreviations, Proper Names, and
Alternative Spellings
Many times the spell-checker will identify these as
misspelled. If you know the selected word is not
misspelled, press (alt+i) to ignore the spelling once or
(alt+g) to ignore the spelling throughout the message.
38 The Hadley School for the Blind
If it is a spelling that you use regularly, (alt+a) will add
it to the spelling dictionary.
Creating and Deleting a Folder
Creating a Folder
1. From the [Inbox], press (shift+tab) once to access
the [Folder List Treeview] list box.
2. Press the (up) arrow once to access the [Level 1
Local Folders] list box.
3. Press (ctrl+shift+e) to open the [Create Folder]
window. The cursor is in [Folder Name] edit box.
Type in the name of the new folder and press
enter. The new folder will be created as a level two
folder and arranged alphabetical following the five
default folders.
4. Press the (down) arrow once and then (tab) once
to move back to the [Inbox].
Deleting a Folder
1. From the [Inbox], press (shift+tab) once to access
the [Folders] list.
2. Scroll through the folders, using the (up) and
(down) arrow keys until you locate the folder you
wish to delete.
Introduction to Outlook Express for Keyboard Users 39
3. Press the (delete) key. A confirmation box will
open, and you will be asked to confirm this action.
Press (y) for Yes and (n) for No. Pressing (n) places
you back in the folder list, on the same folder.
Pressing (y) deletes the folder, and places you on
[Level 1 Local Folders] in the [Folders] list.
4. If you pressed (y), arrow down once to reach the
[Inbox] and press (tab) to access the messages in
the [Inbox].
Note: You cannot delete any of the original default
folders.
Introduction to Outlook Express for Keyboard Users 41
Outlook Express Keyboard Shortcuts
This is not an all-inclusive list of shortcut keystrokes.
As you become more experienced with Outlook
Express, you will find more keystrokes for different
features and functions in the program.
(alt+a) In Spelling: Add a spelling to the dictionary
In a dialog box: Apply an action
In Address Book, [Add a Contact], [Business] tab:
Access the [Pager] number edit box
(alt+c) In Spelling: Confirm a spelling change
(alt+d) In Address Book, [Add a Contact], [Name] tab:
Accesses the [Middle Name] edit box
In Address Book, [Add a Contact], [Business] tab:
Accesses the [Department] edit box
(alt+e) In Signatures: Designates the default signature
In Address Book, [Add a Contact], [Home] tab,
[Default]: Designates the selected email address as
the default printing address for the selected
contact
42 The Hadley School for the Blind
(alt+f): Open the [File] menu
In Address Book, [Add a Contact], [Name] tab:
Access the [First Name] edit box
(alt+g) In Spelling: Ignore All
In Signatures: Open the [Signature] window
In Address Book, [Add a Contact], [Home] tab:
Opens the contact's Internet home page in a Web
browser window
(alt+i) In Spelling: Ignore Once
In numerous functions opens the [Insert] menu
(alt+j) In Address Book, [Add a Contact], [Business]
tab: Accesses the [Job Title] edit box
(alt+l) In Spelling: Change All (Not recommended for
use)
In Address Book, [Add a Contact], [Name] tab:
Accesses the [Last Name] edit box
In Address Book, [Add a Contact], [Home] tab:
Accesses the [Mobile] phone number edit box
Introduction to Outlook Express for Keyboard Users 43
(alt+m): Opens the [Message] menu
In Address Book, [Add a Contact], [Name] Tab]:
Accesses the [Email Address] edit box
In Address Book, [Email Address]: Accesses the
[Email Address] edit box
In Tools, [Options], [Signatures tab]: Renames a
signature
(alt+n) In Spelling: Moves the cursor to the
[Suggestions] list box
In Address Book, [Add a Contact], [Name] tab:
Accesses the [Nickname] edit box
In Address Book, [Add a Contact], [Home and
Business] tabs: Accesses the [Phone] edit box
In Tools, [Options], [Signatures] tab: Automatically
creates and numbers a new signature and places
the cursor in the [Create a new signature] edit box
In a Confirmation Box: Is option [No]
(alt+o) In Address Book, [Add a Contact], [Business]
tab: Accesses the [Office] edit box
(alt+p) In Setting Defaults, [Reading Pane]: Toggle to
change the [Show preview panel] check box
44 The Hadley School for the Blind
In Address Book, [Add a Contact], [Name] tab:
Accesses the [Display] edit box, which contains
the first, middle, and last name of the contact
(alt+r) In Address Book, [Add a Contact], [Home and
Business] tabs: Moves the cursor to the [Street
Address] edit box
In Signatures: Delete a signature
(alt+s) Send an e-mail message
In Saving Attachments: Saves the attachment
In Address Book, [Add a Contact], [Name] tab,
[Multiple Email Addresses]: Selects the email
address you want to set as the default
In Address Book, [Add a Contact], [Home and
Business] tabs: Accesses the [State/Province] edit
box
In Creating and Editing Signatures, [Editing
Signatures]: Accesses the [Signatures] list box
(alt+t) Open the [Tool] menu
In Address Book, [Add a Contact]: Accesses the
[Title] edit box
(alt+u) In Spelling: Undo spelling correction
Introduction to Outlook Express for Keyboard Users 45
In Address Book, [Add a Contact], [Name Tab,]
[Multiple Addresses]: Moves the cursor to [Send
email using plain text only] toggle
In Address Book, [Add a Contact], [Home and
Business] tabs: Accesses the [Country/Region] edit
box
(alt+w) Enter the contact's Internet home page
(alt+x) In Address Book, [Add a Contact], [Home and
Business] tabs: Accesses the Enter the [Fax
Number] edit box
(alt+y) In Address Book, [Add a Contact], [Home and
Business] tabs: Accesses the [City] edit box
(alt+z) In Address Book, [Add a Contact], [Home and
Business] tabs: Accesses the [Zip Code] edit box
(alt+t, b) WINDOWS EYES: Open the Address Book
(ctrl+c) Copy selected text
(ctrl+d) Delete a closed or open email message
(ctrl+f) Forward an email message
46 The Hadley School for the Blind
(ctrl+m) Check for new email from any folder
(ctrl+n) Opens a new email message
In Address Book, [Add a Contact]: Opens the
[Properties] dialog box
(ctrl+p) Print
(ctrl+r) Reply to an email message
(ctrl+s) In Address Book, [Contacts]: Save a new
contact
(ctrl+v) Paste
(ctrl+x) Cut
(ctrl+y) Go to folder
(ctrl+shift+e) Creates a new folder
(ctrl+shift+b) JAWS: Open the Address Book
(ctrl+shift+i) Switch to the [Inbox]
(ctrl+shift+o) Opens the [Options] dialog box (same as
alt+t, o)