Follow these steps to ensure your emails are accessible to everyone, including users who rely on assistive technologies.
1. Enable the Accessibility Assistant
- Outlook’s Accessibility Assistant runs automatically while composing emails.
- To manually check, go to Review > Check Accessibility.
- Set real-time notifications preferences via File > Options > Accessibility.
2. Use Clear and Descriptive Language
- Write in plain language; avoid jargon.
- Use concise, accurate subject lines that reflect the content of your message.
3. Structure Content with Headings and Lists
- Use built-in heading styles to organize content logically.
- Format grouped content using bulleted or numbered lists.
4. Add Alternative Text to Visuals
- Add short, descriptive alt text to images, charts, and other visuals.
- Mark decorative images appropriately so screen readers can skip them.
5. Ensure Sufficient Color Contrast
- Maintain adequate contrast between text and background to ensure readability:
- 4.5:1 for normal text
- 3:1 for large text (18 pt or 14 pt bold)
- Graphical elements (e.g., icons, charts) should meet at least 3:1 contrast against the background.
- Avoid using color alone to convey meaning—use labels, patterns, or symbols.
- Use tools listed on the Check Accessibility page to test color contrast.
6. Use Accessible Fonts and Formatting
- Choose sans serif fonts like Arial or Calibri.
- Avoid using all capital letters, excessive italics, or underlining.
- Use a minimum font size of 11pt for readability.
7. Create Meaningful Hyperlinks
- Use descriptive link text that clearly indicates the destination (e.g., “View the report” instead of “Click here”).
- Add ScreenTips to provide additional context for links.
8. Simplify Table Usage
- Avoid using tables for layout.
- If tables are necessary, use simple structures without merged or split cells, and define header rows.
- Define a header row for data tables to assist screen reader navigation.
9. Test with Immersive Reader
- Use Outlook’s Immersive Reader to preview how your email will appear to users relying on assistive technologies.
10. Review Before Sending
- Before sending, run the Accessibility Assistant to identify and fix any remaining issues.