Accessible Email Guide

Why email accessibility matters

Email is a primary communication channel at UA. Inaccessible emails exclude recipients who:

• Use screen readers
• Have low vision or color blindness
• Read email on mobile devices
• Have cognitive disabilities
• Use email in plain text mode

Following accessibility practices also improves deliverability and readability for everyone.

Core accessibility principles for email

1. Write meaningful subject lines

• Be specific: "Fall 2026 Registration Opens March 1" not "Important Update"
• Put key information first
• Avoid ALL CAPS
• Keep under 50 characters when possible

2. Use proper text structure

• Use short paragraphs (2-3 sentences)
• Use headings for sections in longer emails
• Use bulleted lists for multiple items
• Put the most important information first

3. Write descriptive link text

• Good: "Register for the workshop"
• Poor: "Click here" or bare URLs
• Make links understandable out of context

4. Add alt text to images

• All images need alternative text
• Don't use images for text content
• If images are blocked, your message should still make sense

5. Use sufficient color contrast

• Dark text on light backgrounds
• Don't convey information by color alone
• Avoid light gray text

Microsoft Outlook accessibility

Adding headings

1. Select your heading text
2. Go to Format Text tab
3. Click Styles → choose Heading 1, Heading 2, etc.

Adding alt text to images

1. Right-click the image
2. Select Edit Alt Text
3. Enter a description
4. If decorative, check Mark as decorative

Creating accessible tables

1. Insert table via Insert → Table
2. Keep tables simple (no merged cells)
3. Include header row
4. Note: Email clients have limited table support

Using the Accessibility Checker

1. Go to Review tab
2. Click Check Accessibility
3. Fix any issues before sending

Outlook keyboard shortcuts

Gmail accessibility

Formatting text

Gmail has limited formatting options:

• Use the formatting toolbar for bold, italic, lists
• Note: Gmail doesn't support heading styles natively
• Use visual hierarchy with bold for section titles

Adding images

1. Click the image icon or drag/drop
2. Gmail doesn't have built-in alt text
3. Add text description below important images
4. Or include image information in email text

Making links accessible

1. Select descriptive text
2. Click the link icon (Ctrl+K)
3. Enter the URL
4. Don't paste bare URLs into email body

Gmail Labs and add-ons

Consider using Chrome extensions like "Gmail Accessibility" for enhanced features.

Mass emails and newsletters

Email marketing platform accessibility

When using platforms like Mailchimp, Constant Contact, or Emma:

• Use accessible email templates
• Test with multiple email clients
• Always include plain text version
• Don't rely on images alone for content

Newsletter best practices

• Use semantic HTML: Proper heading tags, not just styled text
• Keep width reasonable: 600px max width for readability
• Use web-safe fonts: Arial, Georgia, Verdana
• Include preheader text: Descriptive preview text
• Test mobile view: Many read email on phones

Required elements

• Plain text version of all content
• Alt text on all images
• Unsubscribe link (legally required)
• Physical mailing address (CAN-SPAM)
• Accessible color contrast

Image-based emails

Avoid sending emails that are primarily images:

• Images may be blocked by default
• Screen readers cannot read image text
• Poor mobile experience
• Deliverability issues (spam filters)

If you must use images, ensure all text content is also in HTML or alt text.

Accessible attachments

• Ensure all attached documents are accessible
• Include file type and size in link text: "Budget Report (PDF, 2 MB)"
• Prefer accessible formats (Word over PDF when possible)
• Summarize key points in email body
• Offer alternative formats on request

See our guides for creating accessible Word documents and PDFs.

Accessible email signatures

• Keep signatures simple and text-based
• If using logo images, add alt text
• Use sufficient color contrast
• Don't use images of text for contact info
• Include pronouns if desired (helps accessibility in gendered languages)

Example accessible signature

Jane Smith (she/her)
Digital Accessibility Coordinator
University of Arizona
Phone: 520-621-3268
accessibility@arizona.edu

Email accessibility checklist

• ☐ Subject line is specific and descriptive
• ☐ Most important info comes first
• ☐ Short paragraphs and clear structure
• ☐ Headings used for sections (when supported)
• ☐ Lists used for multiple items
• ☐ Link text is descriptive
• ☐ Images have alt text
• ☐ No image-only content
• ☐ Sufficient color contrast
• ☐ Attachments are accessible
• ☐ Plain text version available (newsletters)

Resources

• Microsoft: Make Outlook email accessible
• Google: Gmail accessibility
• Email on Acid: Email Accessibility Guide
• Litmus: Ultimate Guide to Accessible Emails
• Documents & Media Hub