Use a screen reader to insert a table in Outlook for Mac

In this topic

• Convert text to a table

• Insert a table

• Delete a table

• Set table properties

• Add columns or rows to a table

Convert text to a table

If you have a block of text that uses consistent separators, it is easy to convert it to a table.

1. While composing your email, select the text you want to convert.

   Note: For the best results, the text should have columns separated by pressing the Tab key and rows separated by pressing the Return key.

2. Press Control+F2. You hear: "Menu bar, apple." Then press the Right arrow key until you hear: "Format."

3. Press the Down arrow key until you hear "Insert table," and press Return. The table is created and the focus returns to the message body.

Insert a table

You can specify the dimensions of a table, such as the number of columns and rows, and their height and width. Outlook for Mac inserts a basic grid-type table for your use.

1. While composing your email, place the cursor where you want to insert the new table.

2. Press Control+F2. You hear: "Menu bar, apple." Then press the Right arrow key until you hear: "Format."

3. Press the Down arrow key until you hear "Insert table," and press Return. The Insert Table dialog box opens.

4. To specify the number of columns in the table, press Shift+Tab until you hear "Number of columns, edit text," and enter a value using the keyboard.

5. To specify the number of rows, press the Tab key until you hear "Number or rows, edit text," and enter a value using the keyboard.

6. To insert the table into the email, press the Tab key until you hear "OK, default, button," and press Return. The focus moves to the first cell of the table.

7. Navigate to the cell you want by pressing an arrow key in the direction you want to move. Type your information in the cells. Press the Tab key to move to the next cell, or Shift+Tab to move to the previous cell. If you press the Tab key in the last cell, a new table row is created.

Delete a table

1. Make sure the focus is somewhere inside the table you want to delete.

2. Press the Right arrow key to navigate to the last cell of the table, then press the Right arrow key to move the focus outside the table.

3. Press Shift+Up arrow key to select the last row of the table. Repeat this until all rows of the table are selected, and press Backspace to delete the table.

Set table properties

You can change table properties individually. For example, you can define text alignment, row height, column width, or write alternative text (alt text) to make the table more accessible for screen readers.

1. Make sure the focus is somewhere inside the table you want to edit.

2. Press Shift+F10. You hear: "Menu."

3. Press the Down arrow key until you hear "Table properties," and press Return. The Table Properties dialog box opens.

4. The Table Properties dialog box has five tabs:

   • Table

   • Row

   • Column

   • Cell

   • Alt Text

   Use the Right and Left arrow keys to find the tab you want, then press Spacebar to open that tab.

5. Press the Tab key to browse the options on the selected tab. VoiceOver tells you how to access each option. For example, on the Table tab, you can define text alignment to the whole table.

6. To switch to another tab, press the Tab key until you hear the name of the current tab again, then use the Right and Left arrow keys to find the tab you want, and press Spacebar.

7. To close the Table Properties dialog box, press the Tab key until you hear "OK, default, button," and then press Spacebar. The focus returns to the table cell you were in step 1.

Add columns or rows to a table

You can quickly expand your table by adding more rows or columns.

1. Make sure the focus is somewhere inside the table, then use the arrow keys to navigate inside the table to find the place where you want to add a new row or column.

2. Press Shift+F10. You hear: "Menu."

3. Press the Down arrow key until you hear "Insert," and then press the Right arrow key once to expand the Insert submenu.

4. Select the option you want in the Insert submenu:

   • To add row above the current row, press the Down arrow key until you hear: "Rows above."

   • To add a row below the current row, press the Down arrow key until you hear: "Rows below."

   • To add a column to the left of the current column, press the Down arrow key until you hear: "Columns to the left."

   • To add a column to the right of the current column, press the Down arrow key until you hear: "Columns to the right."

   To confirm your selection, press Spacebar. A new blank row or column is inserted into the table in the selected direction from the cell you started from.

See also

Use a screen reader to insert a table in Outlook (Windows & Online) 

Use a screen reader to format text in your email in Outlook

Use a screen reader to insert a picture or image in an email in Outlook

Keyboard shortcuts for Outlook

Basic tasks using a screen reader with email in Outlook

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate Outlook Mail
​​​​​​​

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.