Create accessible emails in Outlook

Version 1.3 | March 2024

Pasting text

When pasting content from another source:

1. place cursor in desired location
2. press Shift + F10 (or right-click)
3. press T (or under Paste options, select Keep Text Only).

Writing content

• Write in plain language.
• Use sans serif fonts (like Arial) instead of serif fonts (like Times New Roman).
• Use Sentence case instead of Title Case (beginning each word with a capital) or ALL CAPS, even for headings.
• Define abbreviations, acronyms and initialism on first use, for example: Shared Services Canada (SSC).
• Use simple and common word; instead of jargon or ‘impressive’ vocabulary.

Headings

• Organize longer emails using the Format text tab > Style menu > Heading styles. For example, Heading 1, Heading 2, Heading 3 in ascending order as needed.
• Each heading must be unique and descriptive.

Formatting content

• Align text to the left; instead of Center, Right or Justify.
• Use predefined Styles to format text (Normal for body text, Strong for Bold, and Emphasis for Italic).
• Use the default Outlook Theme. Other themes can introduce accessibility barriers.
• Avoid directly formatting text (commands in the Message tab > Basic Text group, or Format Text tab > Font group).

Links

Provide explicit names for links. For example, “discover offers” instead of “click here” or “learn more.”

Lists

For lists, use bullets or numbered lists from Home tab > Basic Text group > Bullets menu.

Images

Images must have the Layout Option set as In Line with Text (unless decorative). Select image > press Shift + F10 (or right-click) > select Wrap Text > select In Line with Text.

All images require descriptive alternative text (Alt Text). It must convey the meaning of the image. If an image is decorative, type “Decorative”.

To access the Alt Text panel:

1. select image
2. press Shift + F10 (or right-click)
3. select View Alt Text.

Note: Alt text should be fewer than 120 characters.

Complex images (like graphs and charts) require Alt Text and a Long description containing all the image information, such as data and trends.

Things to avoid:

• images of text or signatures.
• SmartArt
• grouped objects

Tables

• Use tables for data only.
• Define all tables. Select Table Design tab > Table Style Options group (if necessary) > Check all relevant options. Header Row is mandatory.

Things to avoid:

• the Draw Table tool
• screenshots or images of tables
• merged or split cells
• nested tables
• empty cells
• non-text objects into cells.

Media

• Attach audio and video media to the email; instead of adding them to the email body.
• Follow your department's guidelines for signature requirements.

Colour and contrast

When composing an email, stick to the Automatic colour and Theme Accent colours. This way recipients can easily reduce barriers by applying custom colours that meet their needs (using Format Text tab > Styles group > Change Styles menu > Colors sub-menu).

Make sure there is sufficient contrast between the text and the background. Information must be conveyed using more than colour alone. For example, add a border or a different shape.

Things to avoid: background images

Languages

• Write separate English and French email messages.
• Set the proofing language:
  1. select entire message (press Ctrl + A);
  2. select Review tab > Language group > Language menu > Set proofing language.
• If you must create a bilingual email:
  • Write separate paragraphs for each language, i.e. do not use multiple languages in the same paragraph.
  • If email begins with English:
    1. Add a bookmark at the beginning of the French content by selecting Insert tab > Links group > Bookmark.
    2. Type “la version en français suit la version en anglais” in a paragraph before the English content.
    3. Add a link to your text, by selecting:
       1. Insert tab > Links group > Links;
       2. Place in this document;
       3. your bookmark;
       4. OK.
    4. From Outlook for desktop set the proofing language according to the paragraph content.
• Before sending an email, always set the proofing language by paragraph.

Email signatures

Avoid using images as part of your signature. Do not use images of text.

Follow your organization's signature guidelines.

Accessibility check

To run the accessibility checker, select:

1. Review tab
2. Accessibility group
3. Check accessibility
4. Check the Keep accessibility checker running while I work option.

The accessibility checker is a great start, but it won’t catch every issue.

Page details

Date modified:

2024-10-03