Outlook Email Accessibility

Why Accessible Emails Matter

Email is essential for work, and inaccessible emails can exclude:

• People using screen readers
• Those with low vision or color blindness
• People reading on mobile devices
• Anyone in a low-bandwidth situation

Subject Lines

Every email needs a clear, descriptive subject line:

• Good:"Spring 2026 Course Registration Opens January 15"
• Bad:"Important information"
• Bad:No subject line

Screen reader users scan inboxes by subject line. Vague subjects are frustrating for everyone.

Text Formatting

Use Styles for Headings

In Outlook Desktop:

1. Select heading text
2. In the Format Text tab, click the Styles gallery
3. Choose Heading 1, 2, or 3

In Outlook on the web:

1. Select heading text
2. Click the Format dropdown (shows "Paragraph")
3. Select Heading 1, 2, or 3

Font Choices

• Use sans-serif fonts (Arial, Calibri, Verdana)
• Minimum 11pt, preferably 12pt
• Avoid decorative fonts
• Don't use all caps for emphasis—it's harder to read

Text Alignment

• Use left-aligned text (easier to read)
• Avoid justified text (creates uneven spacing)
• Center text sparingly

Meaningful Links

Use descriptive link text instead of URLs or "click here":

How to Add Links

1. Select the text you want to make a link
2. PressCtrl+K
3. Enter the URL
4. Click OK

Examples

Good:"Register through theStudent Registration Portal."

Bad:"Register here:https://registrar.arizona.edu/portal/register?session=spring2026"

Bad:"Click hereto register."

Images & Alt Text

Add Alt Text

In Outlook Desktop:

1. Right-click the image
2. SelectEdit Alt Text
3. Write a description or check "Mark as decorative"

In Outlook on the web:

1. Click the image
2. Click the "..." menu
3. SelectAlt text
4. Add description

Alt Text Tips

• Keep it concise (under 125 characters)
• Describe the purpose, not just appearance
• If the image contains text, include that text
• Mark decorative images (borders, dividers) as decorative

Lists

Use the built-in list buttons for lists:

• Bulleted lists for unordered items
• Numbered lists for steps or priorities

Don't manually type bullet characters (•, -, *)—screen readers may not identify these as lists.

Tables

Tables in email have limited accessibility support. When using tables:

• Use them only for data (not layout)
• Keep them simple—avoid merged cells
• Include headers in the first row
• Consider providing the data as an attachment instead

Color & Contrast

Don't Rely on Color Alone

If you use color to convey meaning, add text too:

• Instead of red text for urgent items, write "URGENT:" before them
• Use bold or asterisks in addition to color

Contrast Requirements

• Black text on white backgrounds is best
• Avoid light gray text
• If using colored backgrounds, ensure text is readable
• Test: Can you read it if printed in black and white?

Accessible Attachments

When attaching files:

• Ensure attached documents are accessible
• Use descriptive file names
• Mention what the attachment contains in your email
• Consider providing content in the email body when possible

Email Signatures

Keep signatures simple and accessible:

• Use text, not images of text
• If including a logo, add alt text
• Keep links minimal and descriptive
• Use readable font sizes

Accessibility Checker

Outlook has a built-in Accessibility Checker:

1. In a new email, clickReviewtab
2. ClickCheck Accessibility
3. Review and fix any issues

Tip:Set Outlook to automatically check accessibility: File Options Ease of Access "Check accessibility while I work"

Outlook Email Checklist

• Subject line is clear and descriptive
• Headings use styles (not just bold)
• Links have descriptive text
• Images have alt text
• Font is readable (11pt+ sans-serif)
• Good color contrast
• Color not used as only indicator
• Lists use built-in formatting
• Attachments are accessible
• Ran Accessibility Checker

Related Resources

• Gmail Accessibility Guide
• Newsletter Accessibility
• Writing Meaningful Links
• Color & Contrast Guidelines