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Accessible Email Guide

Creating accessible emails in Outlook, Gmail, and newsletters.

📧 For all UA email communications

Why email accessibility matters

Email is a primary communication channel at UA. Inaccessible emails exclude recipients who:

  • Use screen readers
  • Have low vision or color blindness
  • Read email on mobile devices
  • Have cognitive disabilities
  • Use email in plain text mode

Following accessibility practices also improves deliverability and readability for everyone.

Core accessibility principles for email

1. Write meaningful subject lines

  • Be specific: "Fall 2026 Registration Opens March 1" not "Important Update"
  • Put key information first
  • Avoid ALL CAPS
  • Keep under 50 characters when possible

2. Use proper text structure

  • Use short paragraphs (2-3 sentences)
  • Use headings for sections in longer emails
  • Use bulleted lists for multiple items
  • Put the most important information first

3. Write descriptive link text

  • Good: "Register for the workshop"
  • Poor: "Click here" or bare URLs
  • Make links understandable out of context

4. Add alt text to images

  • All images need alternative text
  • Don't use images for text content
  • If images are blocked, your message should still make sense

5. Use sufficient color contrast

  • Dark text on light backgrounds
  • Don't convey information by color alone
  • Avoid light gray text

Microsoft Outlook accessibility

Adding headings

  1. Select your heading text
  2. Go to Format Text tab
  3. Click Styles → choose Heading 1, Heading 2, etc.

Adding alt text to images

  1. Right-click the image
  2. Select Edit Alt Text
  3. Enter a description
  4. If decorative, check Mark as decorative

Creating accessible tables

  1. Insert table via Insert → Table
  2. Keep tables simple (no merged cells)
  3. Include header row
  4. Note: Email clients have limited table support

Using the Accessibility Checker

  1. Go to Review tab
  2. Click Check Accessibility
  3. Fix any issues before sending

Outlook keyboard shortcuts

ActionShortcut
BoldCtrl+B
ItalicCtrl+I
Insert hyperlinkCtrl+K
Bulleted listCtrl+Shift+L

Gmail accessibility

Formatting text

Gmail has limited formatting options:

  • Use the formatting toolbar for bold, italic, lists
  • Note: Gmail doesn't support heading styles natively
  • Use visual hierarchy with bold for section titles

Adding images

  1. Click the image icon or drag/drop
  2. Gmail doesn't have built-in alt text
  3. Add text description below important images
  4. Or include image information in email text

Making links accessible

  1. Select descriptive text
  2. Click the link icon (Ctrl+K)
  3. Enter the URL
  4. Don't paste bare URLs into email body

Gmail Labs and add-ons

Consider using Chrome extensions like "Gmail Accessibility" for enhanced features.

Mass emails and newsletters

Email marketing platform accessibility

When using platforms like Mailchimp, Constant Contact, or Emma:

  • Use accessible email templates
  • Test with multiple email clients
  • Always include plain text version
  • Don't rely on images alone for content

Newsletter best practices

  • Use semantic HTML: Proper heading tags, not just styled text
  • Keep width reasonable: 600px max width for readability
  • Use web-safe fonts: Arial, Georgia, Verdana
  • Include preheader text: Descriptive preview text
  • Test mobile view: Many read email on phones

Required elements

  • Plain text version of all content
  • Alt text on all images
  • Unsubscribe link (legally required)
  • Physical mailing address (CAN-SPAM)
  • Accessible color contrast

Image-based emails

Avoid sending emails that are primarily images:

  • Images may be blocked by default
  • Screen readers cannot read image text
  • Poor mobile experience
  • Deliverability issues (spam filters)

If you must use images, ensure all text content is also in HTML or alt text.

Accessible attachments

  • Ensure all attached documents are accessible
  • Include file type and size in link text: "Budget Report (PDF, 2 MB)"
  • Prefer accessible formats (Word over PDF when possible)
  • Summarize key points in email body
  • Offer alternative formats on request

See our guides for creating accessible Word documents and PDFs.

Accessible email signatures

  • Keep signatures simple and text-based
  • If using logo images, add alt text
  • Use sufficient color contrast
  • Don't use images of text for contact info
  • Include pronouns if desired (helps accessibility in gendered languages)

Example accessible signature

Jane Smith (she/her)
Digital Accessibility Coordinator
University of Arizona
Phone: 520-621-3268
accessibility@arizona.edu

Email accessibility checklist

  • check_box_outline_blank Subject line is specific and descriptive
  • check_box_outline_blank Most important info comes first
  • check_box_outline_blank Short paragraphs and clear structure
  • check_box_outline_blank Headings used for sections (when supported)
  • check_box_outline_blank Lists used for multiple items
  • check_box_outline_blank Link text is descriptive
  • check_box_outline_blank Images have alt text
  • check_box_outline_blank No image-only content
  • check_box_outline_blank Sufficient color contrast
  • check_box_outline_blank Attachments are accessible
  • check_box_outline_blank Plain text version available (newsletters)

Resources