Optimizing Outlook for JAWS Users

Outlook, when paired with the latest version of JAWS, offers a robust platform for managing emails, calendars, and appointments. However, to ensure the best user experience, certain prerequisites and configurations are necessary. This essay outlines the essential steps for optimizing Outlook for JAWS users, focusing on updating JAWS, configuring Outlook views, managing shared calendars, and setting up appointments on behalf of others.

Updating JAWS to the Latest Version

For optimal performance, it is crucial to update JAWS to the latest version, specifically JAWS 2024.2409.21. Users can verify their current JAWS version by pressing Insert+j to activate the JAWS user interface. If JAWS announces “Context menu,” pressing H followed by A will bring up the About JAWS dialog, where the version number is spoken. Alternatively, if JAWS simply says “JAWS,” pressing Alt+h followed by A will achieve the same result. Should the version be outdated, contacting the Service Desk to request an update is recommended.

Configuring Outlook Views

Several view options in Outlook should be turned off to enhance compatibility with JAWS. Users should focus on the calendar by pressing Ctrl+2. The daily task list can be disabled by pressing Alt, V, D, o, the to-do pane by pressing Alt, V, B, O, and the People Pane by pressing Alt, V, P, P, O. These adjustments streamline the interface, making it more accessible for JAWS users.

Viewing and Managing Shared Calendars

To view a shared calendar, users can activate the “Open Shared Calendar” item from the ribbon using the shortcut Alt, H, 1, o, c, o. They can either type the name of the person or press Alt+n to select the name from the address book, then tab to the Ok button and press the spacebar to activate it. Navigating between shared and personal calendars can be simplified by using the F6 and Shift+F6 shortcuts. To avoid confusion, it is advisable to turn off the calendar that is not actively being used. This can be done by pressing F6 until “Calendar folders tree view” is heard, then unchecking the desired calendar by pressing the spacebar.

Setting Up Appointments on Behalf of Others

When setting up appointments on behalf of someone else, it is important to ensure that the other person’s calendar is checked in the calendar tree view. Users should uncheck their personal calendar to avoid conflicts. By pressing Ctrl+Alt+1, users can switch to Day View and navigate between days using the left or right arrow keys or by pressing Ctrl+g to enter a specific date. If the individual designates available appointment times, users can locate a free spot by pressing Ctrl+a to select the entire day and Insert+a twice to list appointments. Once an available slot is identified, pressing Ctrl+n will create a new appointment.

Standards for Creating Service Appointments

Creating service appointments involves copying and pasting relevant information from the EVRR Client Summary page into the appointment details. Users should copy the client’s name and ID from the header in EVRR and paste it into the Subject line of the appointment. If there is an Appointment Maker, this information should also be copied and appended to the Subject line. The location of the visit, such as “Home Visit,” should be entered in the Location field, and the client’s home address should be included in the body of the invitation or at the end of the Location line.