Why accessible email matters
Email is essential for university communication. When emails aren't accessible, recipients using screen readers or other assistive technologies may miss important information.
Note: UA primarily uses Outlook. See the Outlook accessibility guide for the main email platform. This guide covers Gmail for those who use Google Workspace.
Gmail accessibility checklist
Key accessibility tips for Gmail
Structure your content
Gmail's formatting toolbar includes basic options:
- Use the Bold and Italic buttons for emphasis
- Use numbered or bulleted lists for multiple items
- Use the formatting options dropdown for headings (though limited in Gmail)
Add alt text to images
- Insert an image using the image icon in the toolbar
- Right-click on the inserted image
- Select Alt text
- Enter a description and click OK
Write meaningful links
- Select the text you want to make a link
- Click the link icon (or press Ctrl+K)
- Enter the URL
- Make sure the visible text describes the destination
Good: "View the 2026 training calendar"
Bad: "Click here to view the calendar"
Keep formatting simple
- Avoid complex tables in emails
- Don't rely on color alone to convey meaning
- Use default fonts or standard web-safe fonts
- Ensure text is at least 12pt or larger
Gmail keyboard shortcuts
Gmail supports keyboard navigation. Enable shortcuts in Settings → General → Keyboard shortcuts.
Common shortcuts:
- c — Compose new email
- r — Reply
- a — Reply all
- f — Forward
- e — Archive
- / — Search
- ? — Show all shortcuts
Related resources
- Outlook Accessibility Guide — Primary UA email platform
- Newsletter Accessibility — For bulk email communications
- Writing Meaningful Links
- Google: Gmail accessibility features