Enable voice dictation in Outlook: Complete guide, tips, and troubleshooting

Beyond dictation, Windows offers Voice Access to drive apps with voice, including Outlook. You'll be able to open the app, click buttons, navigate lists, and type. without touching the mouse or keyboard, with the help of numerical overlays on the controls. For a more accessible experience, see How to set up Windows 11 for people with low vision.

On your desktop, download the Outlook app from the Microsoft Store if you don't already have it. Say "Open New Outlook" to launch the application and wait for the numerical labels to appear over the elements on the screen.

1. Select the option to create a free account saying the number that is superimposed over "Create an account"The registration box will open.
2. Dictate your email address letter by letterFor example, say “s”, “o”, “m”… and when the time comes, say “at” to insert “@”.
3. Say "Next" and dictate your character-by-character passwordIf you need privacy, select "Show Keyboard" and use the number overlays to type keys on the touchpad.
4. Dictates Name and surname, and confirm with “Next”.
5. To Country or region, say "Click country or region" and then say the country name; confirm with "Enter."
6. For the date of birth, select month, day and year with commands like “Click on month” and dictate the values, confirming each one with “Enter”.
7. Complete it captcha following the on-screen instructions.

Sign in with your account

To access Outlook (desktop or web), open the browser or app with your voice. On the login screen, enter your email and password. as in the registration. If you have two-step verification, select your preferred authentication option.

1. When you make a mistake when dictating, use "Eliminate " to delete specific content or repeat the field.
2. After logging in, Outlook will open the Inbox and you can continue to control it with commands.

Add an email account in Outlook

If you want to add Gmail, Yahoo, or another account, go to Settings. Say "Click Settings" and choose the Outlook Settings button according to the numerical label shown.

1. In the Settings box, say «Add account».
2. Dictates the mail address and confirm with “Continue”.
3. Dictates the password; if you prefer to hide it, use "Show Keyboard" and select characters with numbers.
4. Di "Log in" to complete the discharge.

Read, reply to, and forward emails

To check your Inbox, say Click on InboxIf the Favorites section is collapsed, numbers will appear above each folder; say the number corresponding to the one you want to open.

1. To open a specific email, say Click on " or "Click ". You can also say "Show numbers" and dictate the message number.
2. To answer, say Click ReplyA draft will open.
3. If you want the window separately, order «Open in a new window» using the corresponding numerical label.
4. Dictate your message. To correct, say "Delete line" or “Delete”.
5. Send with Click Submit; if numbers appear, say the one that activates the button.
6. To forward, say Click ResendYou can choose to forward directly or explore the drop-down menu (e.g., forward as attachment) by speaking the displayed number.

Compose a new email and attach files

Di Click New Mail to open a draft. You can move it to a separate window with "Open in a new window" using the number overlays.

1. Dictate the contacts in To y CC by saying their names; Outlook will suggest matches.
2. Di «Go to add a subject» and dictates the subject of the email.
3. Di "Go to the body" and dictate the message. Apply punctuation commands as needed.
4. To attach, say Click Attach File and then “Browse this computer” to open the launcher.
5. Move through folders by saying Click on " and confirm with “Enter”.
6. Select the file with Click on " to incorporate it as an attachment.
7. When you're ready, say Click Submit and says the number that activates the button if labels are displayed.

Search emails and organize your calendar

To locate messages, say Click search to focus the search box. If you see two items with numbers, say "One" to select the one in the main Outlook area.

1. Dictate the term and say «Press Enter» to filter by your mailbox.
2. For the calendar, say Click on the calendar and open an event with “Click on “.
3. Create a new event saying Click on new event, choosing “Event” from the drop-down menu if necessary.
4. Dictates the event title, add attendees with “Invite required attendees” and confirm each name with “Enter” when it appears in suggested lists.
5. For optional attendees, say Click optional and dictates names.
6. Set date and time with Click on the start date. and "Click Start Time"; enter the date in numeric format and the desired time. Set the time zone or recurrence with "Time Zone" and "Make Recurring."
7. Add a description by clicking “Add a description” and dictating the text.
8. Send invitation with Click Submit or save as a draft from the drop-down menu next to the button.
9. To join Teams meetings from your calendar, open the event and say Click Join, and then “Join Now.”

Final tips for a flawless dictation experience

Before long voice sessions, do a short test. Record 10–15 seconds, check the microphone level and adjust the gain. to avoid distortion. If the text appears delayed, switch to a higher-quality network or connect via cable.

If you work with sensitive data, take extreme care with your privacy. When dictating passwords or sensitive information, use the touch keypad with numeric labels. so that no one nearby can deduce it by sound. And lock the device if you're away.

The voice is more productive with consistent habits. Speak at a steady pace, punctuate clearly, and hold the microphone at a steady distance.With a little practice, Outlook will understand your dictations the first time.

Mastering dictation in Outlook is a matter of properly configured permissions, a good microphone, and a few memorized commands. With everything ready, you'll be writing emails, formatting, and managing your schedule much faster., supporting you when you need it with Voice Access to navigate buttons and lists without lifting your hands from the desk.

Related article:

How to delete a sent email in Outlook step by step

Isaac

Passionate writer about the world of bytes and technology in general. I love sharing my knowledge through writing, and that's what I'll do on this blog, show you all the most interesting things about gadgets, software, hardware, tech trends, and more. My goal is to help you navigate the digital world in a simple and entertaining way.