Classic Outlook users who switch to the new Outlook for Windows often cannot find the Read Aloud feature. In classic Outlook, Read Aloud is available on the Review tab. In the new Outlook, the feature is moved and has different limitations. This article explains where to find Read Aloud in the new Outlook, what its limits are, and what alternatives work in both versions.
Key Takeaways: Read Aloud in New Outlook for Classic Users
- Message tab > Read Aloud button: Located in the right side of the Message tab ribbon in new Outlook, not on the Review tab.
- Voice Selection dropdown: New Outlook offers fewer built-in voices than classic Outlook; you cannot install third-party voices.
- Windows Narrator or Speak selected text: Works in both classic and new Outlook when Read Aloud fails or lacks the voice you need.
Read Aloud in New Outlook: Where It Is and How It Changed
In classic Outlook, the Read Aloud command is on the Review tab in the Speech group. The new Outlook does not have a Review tab. Instead, Microsoft placed the Read Aloud button on the Message tab. The button appears only when you open an email message in a separate window or in the Reading Pane. It is not available in the main folder view or when composing a message.
The new Outlook uses a different text-to-speech engine than classic Outlook. Classic Outlook relies on the Windows Speech API and can use any installed voice from Windows Settings. New Outlook uses a built-in cloud-based engine that streams audio from Microsoft servers. This change affects voice selection, offline availability, and playback controls.
Prerequisites for Read Aloud in New Outlook
You need an active internet connection to use Read Aloud in the new Outlook. The feature downloads speech data on demand. If you are offline, the button is grayed out. You must also have a Microsoft 365 subscription for work or school accounts. Free Outlook.com accounts can use Read Aloud in the web version but not in the new Outlook for Windows desktop app.
Steps to Use Read Aloud in New Outlook
- Open the email message
Double-click a message in your inbox to open it in a separate window, or select it in the Reading Pane. Read Aloud is not available in the message list view. - Locate the Read Aloud button
On the Message tab, look on the far right side of the ribbon. The button label is Read Aloud with a speaker icon. If you do not see it, click the ellipsis (three dots) at the end of the ribbon to expand hidden commands. - Click Read Aloud to start
The feature reads the email body from top to bottom. A small control bar appears at the top of the message with Play/Pause, Previous, Next, and Voice Selection buttons. - Change the voice or speed
Click the gear icon on the control bar. A panel opens where you can select a voice and adjust the reading speed. New Outlook offers two to four voices depending on your region. You cannot add custom voices. - Stop Read Aloud
Click the Stop button on the control bar or press the Escape key. Closing the message window also stops playback.
Limits of Read Aloud in New Outlook
The new Outlook version of Read Aloud has several limits that classic Outlook users should know.
No Offline Playback
Classic Outlook can read messages without an internet connection because it uses locally installed Windows voices. New Outlook requires an active connection every time you start Read Aloud. If you frequently read email on a plane or in areas with poor connectivity, this is a significant limitation.
Limited Voice Selection
Classic Outlook can use any voice you install in Windows Settings under Time & Language > Speech. This includes third-party voices from companies like Nuance or CereProc. New Outlook restricts you to the voices Microsoft provides in its cloud service. You cannot install additional voices or use your preferred premium voice.
No Read Aloud in Message Composition
In classic Outlook, you can use Read Aloud to proofread a message you are writing. New Outlook does not support this. The Read Aloud button is only available when viewing a received message. To proofread a draft, you must copy the text to another application like Word or use a different tool.
No Keyboard Shortcut
Classic Outlook users can assign a custom keyboard shortcut to Read Aloud via the Quick Access Toolbar. New Outlook does not support keyboard shortcuts for this feature. You must use the mouse to click the button each time.
Alternatives to Read Aloud in Both Outlook Versions
If the new Outlook Read Aloud does not meet your needs, or if you use classic Outlook and want more options, the following alternatives work in both versions.
Windows Narrator
Windows Narrator is a built-in screen reader in Windows 10 and 11. It reads any text that has keyboard focus, including email messages in Outlook.
- Turn on Narrator
Press Windows logo key + Ctrl + Enter. Narrator starts reading the active window. - Navigate to the email message
Use the Tab key or arrow keys to move focus to the message body. Narrator reads the text automatically. - Adjust voice and speed
Open Settings > Ease of Access > Narrator. You can change the voice, speed, and pitch. Narrator uses the same Windows voices that classic Outlook uses. - Stop Narrator
Press Windows logo key + Ctrl + Enter again to turn it off.
Narrator works offline and supports custom voices. It is available in both classic and new Outlook.
Speak Selected Text in Word or OneNote
If you need to proofread a message you are composing, copy the text to Microsoft Word or OneNote and use their Read Aloud features.
- Copy the draft text
In Outlook, select all text in the composition window with Ctrl + A, then copy with Ctrl + C. - Paste into Word or OneNote
Open a blank document in Word or a page in OneNote. Paste with Ctrl + V. - Use Read Aloud in Word
In Word, go to the Review tab and click Read Aloud. You can change the voice and speed in the control bar. Word supports offline playback and custom voices. - Use Immersive Reader in OneNote
In OneNote, select the text and click the Immersive Reader button on the View tab. Click the Play button to hear the text read aloud.
Third-Party Text-to-Speech Tools
Applications like NaturalReader, Balabolka, or Speech Central work with Outlook. They read text from the clipboard or directly from the screen. These tools give you more voice options and offline support. They work in both classic and new Outlook because they do not depend on Outlook’s internal feature.
Read Aloud in Classic Outlook vs New Outlook: Key Differences
| Item | Classic Outlook | New Outlook |
|---|---|---|
| Location in ribbon | Review tab > Speech group | Message tab > far right |
| Offline support | Yes, uses local Windows voices | No, requires internet connection |
| Voice selection | Any installed Windows voice, including third-party | Limited to 2-4 built-in cloud voices |
| Available in message composition | Yes | No |
| Keyboard shortcut support | Yes, via Quick Access Toolbar customization | No |
| Playback controls | Floating toolbar with Play/Pause, Previous, Next, Voice Selection, Speed | Small control bar at top of message with same controls |
| Best alternative | Windows Narrator or third-party TTS | Windows Narrator or copy to Word |
Classic Outlook users who rely on offline reading or custom voices will find the new Outlook version limiting. The alternatives listed above fill those gaps without requiring a switch back to classic Outlook.
You now know where to find Read Aloud in the new Outlook and what its limits are. If the feature does not work for your use case, use Windows Narrator by pressing Windows logo key + Ctrl + Enter. For proofreading drafts, copy the text to Word and use Read Aloud there. Consider installing a third-party text-to-speech tool if you need more voice options or offline reliability.