Creating Accessible Outlook Emails
Why Accessible Emails Matter
Outlook emails are one of the most common communication tools in the public sector. When emails are inaccessible, colleagues using screen readers, magnifiers, voice recognition software or cognitive support tools lose access to essential information.
Accessible emails improve clarity, reduce misunderstandings, and ensure everyone receives information in a format they can use. Below are 15 practical tips to help you create accessible Outlook emails every time.
Top 15 Tips for Accessible Outlook Emails
- Use a clear subject line — it should describe the purpose of the email, not be vague or generic.
- Use accessible fonts — Arial, Aptos (preferred), Calibri, Verdana and Tahoma improve readability for everyone.
- Use a minimum font size of 12pt and 1.5 line spacing — smaller text makes emails harder to read for everyone.
- Left‑align all text — improves readability.
- Avoid colour‑only meaning — never rely on red/amber/green or coloured text to convey importance.
- Use headings to structure long emails — helps screen reader users navigate quickly. Use Headings 2 to 5 not H1 the subject line is Heading 1
- Use short paragraphs and paragraph spacing — large blocks of text are harder to read and understand.
- Use descriptive link text — avoid “Click here”, “Link”, or raw URLs.
- Ensure images have meaningful alt text
- Avoid pasting images of text as images of text do not work for high contrast mode users.
- Use proper bullet points from the ribbon for lists — they improve clarity and help assistive technology users.
- Avoid attachments when a link will do — links are easier for mobile and assistive tech users.
- Ensure tables are simple — avoid complex layouts, merged cells or nested tables and use heading rows, columns or both.
- Write in plain English — avoid jargon, acronyms or overly complex sentences.
- Avoid chain emails these are very hard to follow, difficult to navigate and important information can be lost.
Who Benefits
Accessible Outlook emails support screen reader, magnifier and voice‑control users, also colour blind, dyslexic readers and colleagues with cognitive disabilities also benefit. Clear, structured emails benefit everybody — not just assistive software users.