Outlook Accessibility Quick Tips

Group emails are considered public institutional communication. Even if you’re sending a message to: 

• a committee, 
• a student cohort, 
• a faculty group, or 
• an entire department, 

…it is still communication distributed at scale. Accessibility requirements apply because it is no longer a private 1:1 exchange. 

Email content must be accessible like webpages or documents. This includes: 

• Proper heading structure 
• Meaningful link text 
• Alt text for images 
• High contrast text 
• Avoiding image only flyers 
• No “Click here” links 
• No allcaps or decorative fonts 
• Avoiding multiple blank lines for spacing 

Inaccessible email content creates barriers. Emails with: 

• image-only flyers, 
• untagged PDFs, 
• poor color contrast, 
• inaccessible tables, 
• vague links, or 
• screen-reader traps 

…block access for people who rely on assistive technology to read institutional communications. 

Compliance expectations apply equally to email. WCAG applies to “web content,” and the DOJ’s updated ADA guidance clearly includes electronic communications such as email newsletters, campus-wide notices, digital announcements, and marketing emails. 

When an email is intended for more than a single individual, its accessibility requirements increase. 

Common Mistakes in Group Emails (and why they’re noncompliant) 

• Sending an image-only flyer with no email text 
• Attaching an unremediated PDF 
• Using “click here” link text 
• Using a screenshot of text instead of real text 
• Using multiple blank lines for spacing 
• Embedding an inaccessible table 
• Including text with poor contrast 
• Sending departmental acronyms or jargon as headings 
• Using all caps, collapsible banners, or inaccessible signatures 

These can make the email unreadable for people using screen readers or mobile devices. 

Best Practices for Accessible Group Email 

• Write content directly in the email body — don’t attach a flyer 
• Use meaningful subject lines 
• Use headings and lists instead of multiple blank lines 
• Include alt text for images 
• Use descriptive link text (“Register for Orientation”) 
• Avoid decorated fonts, color-only cues, or complex formatting 
• Make sure any linked documents are accessible before sending 
• Keep layout simple and linear 

Establish proper email structure

• Apply heading and paragraph styles from the Format Text tab to organize email content.
• Avoid extra spaces, tabs, and empty paragraphs that create confusion for assistive technology users.
• Add alternative (alt) text to describe any images and their purpose in clear, concise terms or mark them as “decorative,” if appropriate.

Create accessible content and links

• Use meaningful link text instead of long alphanumeric URLS or vague directives like “click here” or “learn more.”
• Compose emails using plain language with key information presented first and bulleted lists for supporting details.
• Use active voice for clearer communication.

Optimize typography and visual design

• Maintain Outlook’s default Aptos font at 11pt or select another sans serif font of at least 11pt for optimal readability.
• Stick with default backgrounds; patterned or colored backgrounds can affect readability.

Use the built-in accessibility checker

• Open Review > Check Accessibility to identify potential barriers and receive improvement suggestions.
• In the Accessibility pane, you’ll see a list of errors and warnings, with how-to-fix recommendations for each.
• To apply a fix, select an action from the Recommended Actions list. To view more options, select the right arrow > button next to the action (if available).

Handle media and images properly

• Create meaningful link text that identifies the name of the file or folder for sharing Cloud-based files.
• If sending a file as a conventional attachment, identify the name of the attached file in the body of the email message.
• Design accessible signatures using text-based contact information rather than graphics, with alt text for any logos.

Learn more about Creating Accessible Email Messages through information provided by Section508.gov.