Outlook Accessibility

Crafting accessible emails helps ensure communication is readable by all recipients. The instructors below are specific to Outlook, but the principles apply to all email clients.

On this page:

• Subject
• Plain Language
• Fonts
• Formatting
• Links
• Alternative Text
• Accessibility Checker

Subject

Include a descriptive subject line to guide assistive technology and help recipients understand purpose.

Use clear, plain language

• Avoid assuming recipients’ knowledge.
• Explain abbreviations, initialisms, and and acronyms.
• Make clear requests.
• Provide summaries of long emails.

Learn more about plain language.

Accessible fonts

• Use automatic colour combinations (black text on white background).
  • Ensure any other colours used have a contrast of at least 4.5:1 against the background.
• Do not rely on colour alone to convey information.
• Use readable fonts that are sans-serif or basic serif and at least 12 point size.
• Avoid excessive use of italics, bold, or all caps.
• Reserve underline for hyperlink text.

Review font accessibility best practices.

Formatting

• Use built-in tools for lists, tables, alignment, and indents.

Hyperlink Text

Use meaningful hyperlink text in place of long URL strings.

1. Type meaningful link text in the body of your email.
2. For Outlook on the web:
   1. Select the text.
   2. Select the Insert Link button on the formatting toolbar or press CTRL + K/CMD + K on macOS.
   3. Paste the URL in the address dialog.
3. For Outlook on desktop:
   1. Select the text.
   2. Right click and select Link or press CTRL + K/CMD + K on macOS.
   3. The text you selected is displayed in the “Text to display” field.
   4. Paste the URL in the address dialog.

Avoid pasting raw URLs in your emails as these are difficult for users of assistive technology to consume and do not provide meaningful information about the link destination.

Consult accessible links chapter for more information.

Alternative Text

Add alt text to images so that recipients who cannot view the image can determine its purpose and context.

For Outlook on the web:

1. Right click on an image and select Add Alternate Text.
2. Type your description and click OK.

For Outlook on desktop:

1. Right click on an image and select Edit Alt Text.
2. Type your description in the dialog.

Review the alt text quick start guide and subsequent chapters for more details about alt text.

Accessibility Checker

Outlook for desktop has a built-in accessibility checker that runs in real time as you draft an email. A message will display when Outlook detects a possible error.

Outlook on the web includes an accessibility checker. Select the three dot icon on the Send/Discard toolbar and choose Check for accessibility issues.

Learn more about Outlook accessibility settings here.