This topic gives you step-by-step instructions on how to make your email messages accessible and unlock your content to everyone, including people with disabilities.
You learn, for example, how to work with the Accessibility Checker to tackle accessibility issues while you're writing your email message. You'll also learn how to add alt texts to images so that people using screen readers are able to listen to what the image is all about. You can also read about how to use fonts, colors, and styles to maximize the inclusiveness of your email messages before sending them.
In this topic
Best practices for making Outlook email accessible
The following table includes key best practices for creating Outlook email that is accessible to people with disabilities.
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What to fix |
Why fix it |
How to fix it |
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Avoid common accessibility issues such as missing alternative text (alt text) and low contrast colors. |
Make it easy for everyone to read your Outlook email. |
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If you must use tables, create a simple table structure for data only, and specify column header information. |
Screen readers keep track of their location in a table by counting table cells. Screen readers also use header information to identify rows and columns. |
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Include alternative text with all visuals. |
Alternative text helps people who can’t see the screen to understand what’s important in images and other visuals. |
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Add meaningful hyperlink text and ScreenTips. |
People who use screen readers sometimes scan a list of links. |
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Use sufficient contrast for text and background colors. |
Strong contrast between text and background makes it easier for people with low vision or colorblindness to see and use the content. |
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Ensure that color is not the only means of conveying information. |
People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors. |
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Use font formatting and built-in lists. |
Organize and structure the information in your email into small units which are easy to read, navigate, and skim through. |
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Use a larger font size (11pt or larger), sans serif fonts, and sufficient white space. |
To reduce reading load, use familiar sans serif fonts, such as Arial or Calibri. People with dyslexia perceive text in a way that can make it difficult to distinguish letters and words. |
Check accessibility while you work in Outlook
The Accessibility Checker is a tool that reviews your content and flags accessibility issues it comes across. It explains why each issue might be a potential problem for someone with a disability. The Accessibility Checker also suggests how you can resolve the issues that appear.
In Outlook, the Accessibility Checker runs automatically in the background when you're composing an email.
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In Outlook, while writing or replying to an email message, select Check Accessibility. If you don't see the button on the toolbar, you need to add it there manually. Select (See more items) > Customize toolbar. Then drag and drop the Check Accessibility button to the toolbar.
: In Outlook, you can also access the Accessibility Checker from a MailTip at the top of the message window. The accessibility MailTip appears if one of your message recipients has set up a preference for receiving accessible email.
The Accessibility pane opens. It lists accessibility issues organized into warnings, errors, and tips. For more information on the categorization, go to Rules for the Accessibility Checker.
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To review and resolve the findings, select a category and an issue. Under the selected issue, you'll find all items and objects affected by the issue. Select an item or object to see why you should fix the issue and steps to take to change the content.
Avoid using tables
In general, avoid tables if possible and present the data another way, like paragraphs with headings and banners. Tables with fixed width might prove difficult to read for people who use Magnifier, because such tables force the content to a specific size. This makes the font very small, which forces Magnifier users to scroll horizontally especially on mobile devices.
If you have to use tables, use the following guidelines to make sure your table is as accessible as possible:
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Avoid fixed width tables.
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Make sure the tables render properly on all devices, including phones and tablets.
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If you have hyperlinks in your table, edit the link texts, so they make sense and don't break mid-sentence.
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Make sure the email is easily read with Magnifier. Send the email draft to yourself and view it on a mobile device to make sure people won’t need to horizontally scroll the email on a phone, for example.
Use table headers
Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table. Use a simple table structure for data only and specify column header information. Screen readers also use header information to identify rows and columns.
To ensure that tables don't contain split cells, merged cells, or nested tables, use the Accessibility Checker.
To specify a header row in a table:
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Position the cursor anywhere in a table.
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On the Table Design tab, select the Header Row checkbox.
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Type column headings.
Add alt text to visuals
Alt text helps people who can’t see the screen to understand what’s important in images and other visuals. Screen readers read the text to describe the image to users who can’t see the image. When writing alt text, briefly describe the image and mention its intent.
For the step-by-step instructions on how to add alt text to visuals, go to Add alternative text to a shape, picture, chart, SmartArt graphic, or other object.
For more info on how to write alt text, go to Everything you need to know to write effective alt text. Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.
To find missing alternative text, use the Accessibility Checker.
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For audio and video content, in addition to alt text, include closed captioning for people who are deaf or hard of hearing.
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Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the email message.
Add accessible hyperlink text and ScreenTips
People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, avoid using link texts such as "Click here," "See this page," Go here," or "Learn more." Instead include the full title of the destination page. You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.
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Select the text to which you want to add the hyperlink, right-click the text, and then select Link. The text you selected displays in the Text to Display box. This is the hyperlink text.
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If necessary, change the hyperlink text.
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In the Address box, type the destination URL.
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Select the ScreenTip button and, in the ScreenTip text box, type a ScreenTip.
: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Create more with Microsoft templates.
Use accessible font format
An accessible font doesn't exclude or slow down the reading speed of anyone reading an email message, including people with low vision or reading disability or people who are blind. The right font improves the legibility and readability of the email messages.
Select familiar sans serif fonts such as Arial or Calibri. Avoid using all capital letters and excessive italics or underlines.
People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors. For example, add an underline to color-coded hyperlink text so that people who are colorblind know that the text is linked even if they can’t see the color. For headings, consider adding bold or using a larger font.
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Select your text.
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In the format ribbon, which provides options for font type, size, style, and color, select your formatting choices.
Use accessible font color
The text in your email should be readable in high contrast mode so that everyone, including people with visual disabilities, can see it well.
For example, use bright colors or high-contrast color schemes on opposite ends of the color spectrum. White and black schemes can help people who are colorblind distinguish between colors.
To find insufficient color contrast, use the Accessibility Checker.
To ensure that text displays well in high contrast mode, use the Automatic setting for font colors.
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Select your text.
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Select Message > Font Color.
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Select Automatic.
Create accessible lists
To make it easier for screen readers to read your email, organize the information in your email into small chunks such as bulleted or ordered lists.
Use bulleted lists
Create bulleted lists by using the Bullets button.
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Position the cursor anywhere in your email.
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Select the Message tab.
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In the Paragraph group, select the Bullets button.
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Type each bullet item in the bulleted list.
Use numbered lists
Create a numbered list by using the Numbering button.
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Position the cursor anywhere in your email.
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Select the Message tab.
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In the Paragraph group, select the Numbering button.
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Type each step in the numbered list.
Adjust space between sentences and paragraphs
People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort.
To reduce the reading load, you can increase white space between sentences and paragraphs.
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Select your text, right-click it, and then select Paragraph.
The Paragraph dialog box opens, showing the Indents and Spacing tab.
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Under Spacing, select the spacing options you want, and then press OK.
See also
Make your Windows or Mobile Outlook email accessible to people with disabilities
Improve accessibility with the Accessibility Checker
Rules for the Accessibility Checker
Make your Word documents accessible to people with disabilities
Make your Excel documents accessible to people with disabilities
Make your PowerPoint presentations accessible to people with disabilities
Technical support for customers with disabilities
Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.
If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.
