Gmail Accessibility
Create accessible emails in Gmail that work for all recipients, including those using assistive technologies.
Text Formatting
Gmail's formatting toolbar provides accessible styling options when used correctly.
Use Built-in Formatting
- Bold and Italic:Use the toolbar buttons (Ctrl+B, Ctrl+I) for emphasis
- Lists:Use numbered or bulleted lists from the toolbar—don't fake them with dashes
- Font Size:Use the size dropdown; avoid very small text (below 10pt)
- Alignment:Left-align body text for best readability
Text Size Best Practices
| Element | Minimum Size | Recommended |
|---|---|---|
| Body text | 10pt | 11-12pt |
| Fine print | 9pt | 10pt |
| Headings | 12pt | 14-18pt |
Avoid:Don't use color alone to convey meaning (e.g., "items in red are urgent"). Add text labels or symbols.
Images and Alt Text
Gmail doesn't provide a built-in alt text field, but you can still make images accessible.
Adding Images with Context
- Click theInsert photoicon in the compose toolbar
- Select your image source (Upload, Photos, or URL)
- Add the image to your email
- Important:Add descriptive text near the image explaining what it shows
Image Best Practices
Do
- Add context text before or after images: "The chart below shows Q3 sales increased 15%"
- Keep images simple and high-contrast
- Use inline images rather than attachments when possible
- Resize images to reasonable dimensions
Don't
- Send image-only emails with no text
- Use images of text—type the text instead
- Rely on images to convey critical information alone
- Use decorative images that add no value
Screenshots and Charts
When sharing screenshots or data visualizations:
- Summarize key findings in text before or after the image
- For charts: "The bar chart shows Marketing (45%), Sales (30%), and IT (25%)"
- For screenshots: Describe what the reader should notice or do
Meaningful Links
Screen reader users often navigate by links, so link text must be descriptive.
Creating Links
- Select the text you want to turn into a link
- PressCtrl+Kor click the link icon
- Paste or type the URL
- ClickOK
Link Text Examples
| Avoid | Use Instead |
|---|---|
| Click here | View the accessibility report |
| Read more | Read the full policy document |
| https://example.com/long-url... | Register for the training session |
| Link | Download the budget spreadsheet |
Tip:Read your link text out of context. Does it make sense? "Click here" tells the reader nothing, but "View the Q3 report" is clear.
Structure and Layout
Well-structured emails are easier to scan and understand.
Email Structure Tips
- Subject line:Be specific and descriptive—"Budget Meeting Moved to Friday 2pm" not "Meeting Update"
- Opening:State the purpose in the first sentence
- Paragraphs:Keep them short (2-4 sentences)
- White space:Add blank lines between sections
- Call to action:Make it clear what you need from the recipient
Using Gmail's Formatting Mode
Gmail offersPlain text mode(More options Plain text mode) which:
- Removes all formatting for maximum compatibility
- Works best with older email clients and screen readers
- Ideal for simple communications
Avoid Complex Tables
Gmail's table support is limited. If you need tabular data:
- Keep tables simple (2-3 columns maximum)
- Consider using a bulleted list instead
- Attach a properly formatted document for complex data
Keyboard Shortcuts
Gmail has extensive keyboard shortcuts. Enable them in Settings See all settings General Keyboard shortcuts On.
Common Compose Shortcuts
| Action | Shortcut |
|---|---|
| Compose new email | C |
| Send email | Ctrl+Enter |
| Add Cc recipients | Ctrl+Shift+C |
| Add Bcc recipients | Ctrl+Shift+B |
| Insert link | Ctrl+K |
| Bold text | Ctrl+B |
| Italic text | Ctrl+I |
| Underline text | Ctrl+U |
| Numbered list | Ctrl+Shift+7 |
| Bulleted list | Ctrl+Shift+8 |
Navigation Shortcuts
| Action | Shortcut |
|---|---|
| Go to Inbox | GthenI |
| Go to Sent | GthenT |
| Go to Drafts | GthenD |
| Search | / |
| Open keyboard shortcut help | ? |
Quick Checklist
Before sending, verify: