How to Use Read Aloud and Dictate in Outlook
Two of Outlook's most useful features are the ones hardly anyone uses. Read Aloud turns any email into speech — handy when your eyes are tired, when you're making a cup of tea, or if reading on screen is hard work. Dictate does the reverse: you talk, Outlook types. Both are free and already installed.
Quick reference
| What you want | How |
|---|---|
| Hear an email | Open it → ⋯ → Read aloud (or Immersive Reader) |
| Hear it in classic Outlook | Message → Read Aloud |
| Type by talking | Compose → Dictate (microphone icon) |
| Punctuation | Say "full stop", "comma", "new line" |
1. Read Aloud in new Outlook and Outlook on the web
1. Open the email you want to hear.
2. Click ⋯ (More actions) at the top of the message.
3. Choose Read aloud — or Immersive Reader for a cleaner, larger view with the reading controls.
2. Click ⋯ (More actions) at the top of the message.
3. Choose Read aloud — or Immersive Reader for a cleaner, larger view with the reading controls.
A small toolbar appears with play/pause, skip forward and back, and settings. Click the settings cog on the toolbar to change the speed and pick a different voice.
In Immersive Reader, you can also increase the text size, change the spacing and background colour, and highlight one line at a time — a great help for dyslexia or tired eyes.
2. Read Aloud in classic Outlook
1. Click the email.
2. On the Home tab (or the Message tab if the email is open), click Read Aloud.
3. Use the small control bar to pause or skip paragraphs; click the cog to change speed or voice.
2. On the Home tab (or the Message tab if the email is open), click Read Aloud.
3. Use the small control bar to pause or skip paragraphs; click the cog to change speed or voice.
Don't see the button? Click File → Options → Ease of Access and tick Show Read Aloud.
3. Dictate an email
1. Click New mail or Reply and click in the body.
2. Click Dictate (the microphone icon on the ribbon — in new Outlook it's on the Message tab; classic Outlook has it on the Message tab too).
3. The first time, allow Outlook to use your microphone.
4. Start talking. Your words appear as you speak.
5. Click the microphone again to stop.
2. Click Dictate (the microphone icon on the ribbon — in new Outlook it's on the Message tab; classic Outlook has it on the Message tab too).
3. The first time, allow Outlook to use your microphone.
4. Start talking. Your words appear as you speak.
5. Click the microphone again to stop.
It works for the subject line too — click in the subject first.
4. Voice commands worth learning
Say these while dictating:
• "full stop", "comma", "question mark", "exclamation mark"
• "new line" / "new paragraph"
• "delete that" — removes the last thing you said
• "open quote" / "close quote"
• "bold that", "underline that"
• "pause dictation" to think without it typing um
• "new line" / "new paragraph"
• "delete that" — removes the last thing you said
• "open quote" / "close quote"
• "bold that", "underline that"
• "pause dictation" to think without it typing um
Click the cog on the Dictate toolbar to turn on Auto-punctuation, which adds full stops and commas for you, and to filter out swearing (useful after a bad day).
5. Dictate anywhere in Windows
Outlook's Dictate button only works in Outlook. Press Windows + H to dictate into any text box in Windows — a web form, Teams, a search box. Same voice commands.
6. Language
Dictate supports dozens of languages. Click the cog on the Dictate toolbar → Spoken language. Read Aloud picks a voice to match the email's language automatically.
Troubleshooting
Dictate says "we couldn't hear you". Check Windows Settings → Privacy & security → Microphone allows desktop apps, and that the right microphone is selected under Settings → System → Sound. Headset mics give much better results than laptop mics.
Read Aloud reads the signature and legal disclaimer too. Skip forward with the next paragraph button, or stop it when you've heard enough.
The voice sounds robotic. Open the settings cog and pick a different voice — the Natural voices are much better. Windows may need to download them (Settings → Time & language → Speech → Add voices).
Wrapping up
Next long email you get, click Read aloud and make a coffee. Next reply you dread typing, click Dictate and just say it. Both become habits surprisingly quickly.
