Microsoft Outlook and many other email programs have built-in tools to create more accessible emails. Build a few key habits so your messages are more accessible to everyone, even if you’re not aware they have a disability.
Email accessibility resources
- Microsoft: Make Your Outlook Email Accessible to People with Disabilities
- Section 508: Content Creation - Email Messages
Include text alternatives for images
When you include images in an email, add a text description for each image–commonly called alt text. Most email tools have ways to add image descriptions that are invisible to the eye but used by assistive technology, such as screen readers.
Microsoft: Outlook Guide to Adding Image Text Alternatives
Write in plain language
Writing emails in plain language makes your message clearer to everyone.
Use clear link language
When you include links, write link text that clearly states where the link will go.
Avoid general link text like “Click here” or “Read more.” instead write descriptive link names that clearly communicate the purpose. One strategy is to use the name of the link’s destination page or document.
Example of clear link language
When creating a hyperlink in your email, instead of "Click here to view our new accessibility guidelines page," consider instead using the destination page title as in "For the latest information please visit Accessibility Guidelines"
Microsoft: Outlook Guide to Creating Accessible Links
Measure color contrast
Use colors that have high contrast against their background for meaningful elements like text and graphics.
Use a tool to measure color contrast if you are unsure—these tools compare the foreground color against the background color. Many design software programs include built-in contrast checkers, and you can also use browser extensions or downloadable tools designed specifically for measuring color contrast.
Color contrast minimums:
- Text: 4.5:1
- Icons and graphics: 3:1
Use tools, such as the WebAIM contrast checker, to evaluate color contrast ratios.
User story: Color contrast
Taylor receives an email about an upcoming payment deadline. To add visual emphasis, the due date text is colored light orange against the email’s white background.
Taylor has a vision disability that causes low-contrast text to appear blurry. Light text against white is low contrast, so they accidentally write down the wrong date. This error later leads to issues with their account.
Remove the barrier: The date is visually emphasized using bold, high-contrast text. The date is much clearer and easier to read, and Taylor records the correct information to make the payment on time.