Popular Searches

Creating Accessible Emails

Why Accessible Emails Matter

Email is one of the most common ways we communicate at UT Tyler. Creating accessible emails helps ensure that all recipients can access important information regardless of disability, device, or assistive technology.

Microsoft Outlook includes built‑in features that support accessible email creation when used correctly. By following the practices on this page, you can reduce barriers for recipients with disabilities while improving clarity and readability for all readers.

Accessible Emails

  • Support people who use screen readers, keyboard navigation, or text‑to‑speech tools
  • Improve readability on mobile devices and smaller screens
  • Reduce confusion caused by unclear formatting, low contrast, or image‑only content
  • Help meet institutional digital accessibility expectations aligned with WCAG 2.1 AA

The guidance on this page outlines practical steps you can take to reduce barriers, improve clarity, and ensure your email messages are usable by the widest possible audience.

Before You Start

Core Practices for Accessible Emails

Write in Plain Language

  • Use clear, concise wording.
  • Keep paragraphs short.
  • Avoid unexplained acronyms or technical jargon.
  • Minimize the use of all caps, which can be difficult to read and may be announced incorrectly by screen readers.

Use Clear, Descriptive Links

  • Link text should describe the destination or action.
  • Avoid vague phrases such as “click here” or “read more.”
  • Use the title of the page, form, or document whenever possible.

Add Alternative Text to Images

  • Indicate decorative images as decorative.
  • Keep descriptions short and meaningful.

Use Sufficient Color Contrast

  • Ensure strong contrast between text and background colors.

Structure Content with Headings and Lists

  • Use built‑in heading styles to organize longer emails.
  • Use headings to help readers scan and navigate content.
  • Use only one main heading per email.
  • Create bulleted or numbered lists using the list tools, not manual symbols.

Clear structure benefits screen reader users and improves readability for everyone.

Avoid Tables for Layout

  • Do not use tables to control layout or spacing.
  • Use tables only for simple data, such as schedules or comparisons.
  • Keep tables straightforward with clear rows and columns.

Attachments

  • Ensure all attachments are accessible before sending.
  • Use clear, descriptive file names.
  • Mention attachments in the email body and briefly explain their purpose.
  • Confirm that PDFs and Word documents meet accessibility requirements.

When possible, link to accessible web content instead of attaching files.

Flyers and Promotional Materials

Flyers are often image‑heavy and may not be fully accessible. Do not rely on the flyer alone to convey critical details.

This ensures all recipients can read and act on the message, even if they cannot access the flyer.

Use the Accessibility Checker

Use Microsoft's built‑in accessibility checker (Review → Check Accessibility) to identify common issues such as:

  • Missing alternative text
  • Low color contrast
  • Improper list or table structure

Address issues before sending important or campus‑wide messages.

Quick Check Before Sending

Before you send an email, confirm that:

  • The message makes sense without images
  • Links clearly describe their destination
  • Text is easy to read with sufficient contrast
  • Headings and lists are used appropriately
  • Attachments are accessible and clearly explained
     

Additional Resources