Creating Accessible Email in Outlook

Introduction

Considering basic accessibility concepts while writing ensures your messages can be read by the widest possible audience using a broad range of devices. The recommendations in this guide can help you craft more accessible email correspondence. 

Content 

  • Use descriptive subject lines. 
  • Keep language clear and concise. Use language your audience knows and easily understands.  
  • Break long text up into shorter paragraphs. Use headings if necessary to group related content. 
  • Please see Microsoft’s available guidance for formatting headings and other style elements. 

Formatting and Structure 

  • Set HTML as the default message format. New versions of Outlook automatically default to HTML, but Microsoft provides instructions for changing message formatting if needed. 
  • Note: plain text is sufficient for most simple correspondence, but using HTML will ensure your message accommodates all formatting and structure changes like descriptive links, headings, and lists.  
  • When creating lists use numbered lists or bullet points using the built-in list tools. Lists can also be a useful way to break up content for readability.  

Fonts and Colors 

  • Use a sans-serif font (Arial, Calibri, Aptos, or similar) at a minimum size of 12 pt. 
  • Black text on white background works best for most communications.  
  • If different color text is desired, choose colors that provide high contrast between text and background. Do not use color only to convey meaning; pair colors with symbols, icons, or other text formatting. 
  • Bold and italic text are preferred formats for emphasis. Avoid underlining when possible, as screen readers can interpret underlined text as URLs. 

Links should tell people what action to take, where to go next, or what information to expect when they select the link. 

  • Avoid pasting naked links (for example, https://umw.edu) and instead use descriptive links. 
  • Create link text that’s as specific as possible. For example, use “Visit UMW’s website” instead of using “Click here.”  
  • When sharing contact information one way to share this information could be. “You can contact Mary Washington at mwashington@umw.edu”. The linking URL in this case would be “mailto:mwashington@umw.edu” 

Images and Attachments 

  • Embedded images must include alt text to allow for screen readers to read a description of the visual object. 
  • Any attachments must also be accessible. 
  • Attached images in Outlook won’t carry alt text, so embedding images in the email body rather than attaching is preferable. 
  • Please see available guidance for creating accessible documents, slide decks, and videos. 

Signatures 

  • Use simple text-based signatures. Be cautious about using potentially inaccessible fonts (the “handwriting” font, for example) or low-contrast colors. 
  • If you place an image in your signature block, such as the UMW logo, use alt text to convey the meaning of the image. For example, “University of Mary Washington logo” for the alt text to describe the UMW logo. If the logo is intended to link to a website make sure the alt text indicates the action. For example, “Visit UMW’s website” for the alt text to the UMW logo. 

Use Microsoft Accessibility Checker 

Accessibility Checker is a tool built into many Microsoft Office applications, including Outlook. Run Accessibility Checker on your email message to catch any accessibility issues and receive recommended fixes for those issues. 

“Before You Send” Checklist

  • Is the subject line meaningful? 
  • Are links descriptive? 
  • Are images and attachments accessible? 
  • Is the text understandable without relying on color?