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Overview
This guide covers the essential steps to ensure your Outlook emails are accessible to all recipients, including those using screen readers, high-contrast themes, or keyboard navigation. Following these steps ensures that all recipients have an "equally effective" experience and helps UAH meet its compliance obligations under Section 504 and the ADA.
Prerequisites
- Outlook Version: Outlook for Microsoft 365, Outlook 2021, or Outlook on the Web.
- Basic Knowledge: Familiarity with the Outlook "Message" ribbon.
Set the Foundation (Structure)
Screen readers rely on a logical hierarchy to navigate content. Use built-in styles rather than manual formatting.
- Open a New Email.
- Go to the Format Text tab in the top ribbon.
- Use the Styles pane to apply Heading 1 for your main title and Heading 2 for sub-sections.
- Use bulleted or numbered Lists from the ribbon instead of typing dashes or asterisks.
Add Alternative Text to Images
Images without Alt Text are invisible or confusing to users with visual disabilities.
Images without Alt Text are invisible or confusing to users with visual disabilities.
1. Select the image:
- Mouse: Right-click on the image.
- Keyboard (Windows): Use the Tab key to move focus to the image until a selection box (the focus indicator) appears around it., then press Shift + F10 (or the Menu key if your keyboard has one).
- Keyboard (Mac): Hold the Control + Click.
2. Select View Alt Text. In older versions of Outlook, select Edit Alt Text.
3. For meaningful images: Write 1–2 sentences describing the image purpose.
Example: A line graph showing the increase in UAH enrollment from 2020 to 2024.
4. For decorative images: Select the box "Mark as decorative".
Select this box if the image is purely decorative. This applies to images used only for visual formatting or those that do not contain information necessary to understand the message.
Write Descriptive Links
Best Practices:
- Create links that describe their purpose and destination so screen reader and keyboard users know where the link leads.
- Avoid uninformative text such as 'Click Here' or 'Read More,' and replace long, raw URLs with descriptive titles.
- Use the title of the page or the specific action. If the link leads to a file, include the file type in [brackets].
1. Insert the link by highlighting the text and open the context menu.
- Mouse: Right-click the selected text.
- Keyboard (Windows): Press the Menu key or Shift + F10.
- Keyboard (Mac): Hold Control and click the text, or press Command + K.
- Pro-Tip: You can bypass the menu entirely by pressing Ctrl + K (Windows) or Command + K (Mac).
2. Paste the URL in the Address field and select OK.
Use the Accessibility Checker
Outlook has a "spellcheck for accessibility" that identifies issues before you send.
1. Navigate to the Review tab.
2. Select Check Accessibility. This will open the Accessibility Pane on the right side of the screen.
3. Review the Results pane. Issues are categorized as Errors (must fix), Warnings (should fix), and Tips (best practices)
4. Select an issue to see the "Recommended Actions." You can usually fix the issue directly from this pane.
Troubleshooting / FAQ
Q: Why should I use ‘Styles’?
A: It creates structural landmarks for screen readers.
Q: Can I use background images?
A: No. They often fail contrast tests in Dark Mode.
Q: Does the "Check Accessibility" tool catch every error?
A: No. While it is excellent at finding technical errors (such as missing alt text), it cannot judge context. For example, it can't tell if your alt text is actually helpful or if your reading order makes logical sense. Always do a quick manual read-through.
Need Additional Help?
If you need help completing these steps or experience an issue along the way, please contact the OIT Help Desk.