FSU College of Medicine
Important Notice: Starting April 24, 2026, all digital web content and mobile apps must meet the new digital accessibility criteria outlined in the ADA Title II Web Accessibility Requirements.

Outlook Email
Accessibility Guide

Why Email Accessibility Matters

Email is a primary communication tool at FSU College of Medicine. Accessible emails ensure that everyone, including those using screen readers or other assistive technologies, can read and respond to your messages effectively.

Using the Accessibility Checker

Outlook includes an accessibility checker to help you create accessible emails.

Use the Accessibility Checker
To check email accessibility:
  1. While composing an email, click the Review tab
  2. Click Check Accessibility
  3. Review issues in the Accessibility pane
  4. Fix each issue before sending
MailTip Feature Outlook may display a MailTip when you're about to send an inaccessible email, giving you a chance to fix issues before sending.

Writing Clear Subject Lines

Subject lines help all recipients, especially those using assistive technology, understand the purpose of your email.

Good Subject Line Practices
  • Be specific and descriptive
  • Keep subject lines concise (under 60 characters)
  • Put the most important information first
  • Avoid vague subjects like "FYI" or "Important"

Using Heading Styles

For longer emails, use heading styles to organize content and help screen reader users navigate.

To add headings:
  1. Select the text you want to make a heading
  2. Go to the Format Text tab
  3. Click Styles
  4. Choose Heading 1, Heading 2, etc.
Don't Use bold or large font to create "fake" headings. Always use the built-in heading styles.

Adding Alternative Text to Images

Any images in your email need alternative text descriptions.

To add alt text:
  1. Right-click the image in your email
  2. Select View Alt Text
  3. Type a concise description
  4. If the image is purely decorative, check "Mark as decorative"
Consider Ask yourself if the image is necessary for email. Often, the information can be conveyed in text alone, making your message more accessible.

Using Lists Properly

Use Outlook's built-in list formatting for better structure.

To create lists:
  1. Go to the Format Text tab
  2. Click Bullets for unordered lists
  3. Click Numbering for ordered lists
  4. Never manually type bullets or numbers

Creating Accessible Tables

If you must include a table in an email, keep it simple.

Table Best Practices:
  • Use Insert → Table to create tables
  • Designate a header row
  • Keep tables simple - avoid merged cells
  • Consider if the information could be presented in a list instead
Better Option For complex data, attach an accessible Word document or Excel spreadsheet rather than embedding a complex table in the email.

Using Color and Contrast

Ensure text is readable with good color contrast.

Color Guidelines
  • Use high contrast between text and background
  • Don't rely on color alone to convey information
  • Avoid red/green combinations
  • Use text formatting (bold, underline) in addition to color
  • Test by viewing in grayscale

Font and Formatting

Choose fonts and formatting that enhance readability.

Formatting Best Practices
  • Use sans-serif fonts (Arial, Calibri, Verdana)
  • Font size: 11-12 points minimum
  • Avoid all caps (harder to read)
  • Use bold for emphasis, not italics or underline
  • Left-align text (avoid justified text)
  • Use adequate line spacing

Attachments

Make sure any files you attach are also accessible.

Attachment Checklist
  • Run accessibility checker on Word, Excel, PowerPoint files before attaching
  • Use descriptive file names
  • Mention attachments in the email body
  • Describe what's in each attachment
  • Ensure PDFs are tagged and accessible

Email Signatures

Keep email signatures simple and accessible.

Signature Best Practices
  • Use plain text when possible
  • If including an image/logo, add alt text
  • Use simple formatting
  • Include contact information in text, not just in an image

Outlook Email Accessibility Quick Checklist

  • Write a clear, descriptive subject line
  • Run the Accessibility Checker before sending
  • Use heading styles for longer emails
  • Add alt text to images
  • Create meaningful hyperlink text
  • Use built-in list formatting
  • Ensure good color contrast
  • Use readable fonts (11-12pt minimum)
  • Keep tables simple or avoid them
  • Check attachments for accessibility