Watch our video on creating accessible emails! (or download the transcript). This video goes over how to improve the accessibility and usability of emails in Microsoft Outlook.
Accessible Email Checklist
- Color contrast. The color of text and other meaningful information needs to be distinct from the background color. Yellow text on a white background, for example, is extremely difficult to read. The higher the color contrast, the better. Use WebAIM’s Color Contrast Checker to check the contrast between two colors.
- Alternative Text (or Alt Text) is needed for all non-decorative multimedia, including images, social media posts, graphs, charts, flyers, banners, and infographics. Screen readers (a type of assistive technology) helps individuals with limited or no vision understand what the multimedia is by reading the alt text out loud. Your email platform should provide a simple way to provide alt text for multimedia. Learn how to write effective alt text.
- Links. Links should describe their destination and/or purpose. Do not repeat information in text or link. For example, do not insert links like “read more” or “click here.” Never underline text unless it is a link.
- Plain Language. Write in a way that is clear and easy to understand. Organize content for easy scanning and understanding. Your writing should match Federal Plain Language Guidelines.
- Lists. Use ordered lists (e.g., numbered lists) when items need to be in a specific order (such as step-by-step instructions). Use unordered lists (like bullets) when the sequence matters less (for example, lists of people). Lists organize your content, both visually and practically. It also helps assistive technology navigate your email.
- Images. Add alternative text (alt text) that concisely describes the purpose or meaning of each image, unless the image is purely decorative. If the image contains informational text, it should be included within the alt text. If the image is purely decorative, enter ‘decorative image’ in the description field. A “Mark as Decorative” checkbox may be available in some Outlook versions. Do not use the “Generate alt text for me” button. Position the picture in line whenever possible to ensure the alt text is read at the appropriate time within the document. For complex images and informational graphics, provide a full text description in the body of the email or in an easy-to-access secondary location (such as a linked webpage). For images that also serve as links, a description of the link purpose or destination should be included in the alt text in addition to the description of the image. In addition to applying the appropriate above recommendations, a word document attached with the email will ensure the email is accessible for everyone.
Additional Resources
Microsoft Outlook: Make your Outlook email accessible to people with disabilities.