Creating Accessible Emails in Outlook (MavMail)

This article provides faculty, staff, and students with practical guidance for creating accessible emails in Microsoft Outlook. Accessible email design ensures that all recipients can read and engage with your message.

These practices align with WCAG 2.1 Level AA expectations and with public higher education accessibility obligations.

Note: Accessibility features and steps vary between Outlook on the web and the desktop app, and between Windows and macOS. Refer to Microsoft Support Outlook Email Accessibility resources for instructions specific to your version and platform.

Use the built-in accessibility checker.

1. Open a new or existing email.
2. Select Review → Check Accessibility.
3. Review and address Errors and Warnings listed in the Accessibility pane.

Write clear, structured content.

• Use built-in headings (Heading 1, Heading 2) to explain what an email section is about.
• Use short paragraphs and plain language.
• Place the most important information at the beginning of the message.
• Avoid acronyms, idioms, or cultural references when writing for a general audience.
• Avoid excessive formatting, color use, or emojis.
• Do not use all capital letters for emphasis.

Use descriptive links.

Screen reader users often navigate emails by jumping between links, which removes surrounding context. Do not include full URLs or non-descriptive links.

Avoid:

Click here

https://support.microsoft.com/en-us/office/format-email-messages-with-styles-f36f667d-f7ae-41ff-927e-17b7fc1bab38

Use:

Microsoft Support for Formatting Emails

Links should make sense on their own without additional explanation.

Add alt text to images.

Any image or table that conveys information must include alternative text. This includes logos in email signatures, which are a common source of accessibility errors.

How to add alt text in Outlook:

1. Select or right-click the image.
2. Choose Picture Format → Alt Text.
3. Write a brief, meaningful description.

Alt text tips:

• Be concise (usually 1-2 sentences).
• Describe the purpose, not just the appearance.
• Mark purely decorative images as decorative so screen readers skip them.
• If you use AI‑generated alt text, always review and edit it for accuracy.

Don’t rely on color alone.

Color should never be the only way you convey meaning.

Example:

• Incorrect: “Items in red are required.”
• Correct: “Required items are marked with an asterisk (*).”

Also ensure sufficient color contrast between text and background. WebAIM has a free, easy-to-use color contrast checker. 

Use tables carefully (or avoid them).

• Avoid tables unless truly necessary.
• Never use tables for layout.

Preferred alternative:

Use paragraph banners to group or highlight information. A paragraph banner extends a background color across the width of the email to visually separate content.

To create a paragraph banner in Outlook:

1. Select Format Text.
2. In the Paragraph group, select Shading.
3. Choose a background color.

If a table is required, ensure it has:

• No merged cells
• Clear column headers
• A logical reading order
• Alt text

A note about email attachments

Join the Digital Accessibility Drop-Ins using the Academic Technologies Training Calendar.

Visit the IT Solutions Center page to view current hours, locations, and contact information.