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Microsoft Outlook

What is Accessible Email Communication? 

Accessible email communication ensures messages can be effectively received and understood by everyone, including people using assistive technologies like screen readers. An accessible email incorporates proper formatting, clear writing, and thoughtful use of images and attachments.

Who Benefits? 

Creating accessible emails benefits all recipients, extending beyond those with disabilities. When communication is accessible, everyone wins!

  • People with disabilities
  • Non-native English speakers
  • Busy Individuals
  • You!

Microsoft Outlook's Approach to Accessibility

Microsoft Outlook supports accessibility through built-in tools and customizable features. Its integrated accessibility tools, shared across the Microsoft Office Suite, help create accessible digital content. Additionally, users can personalize the Outlook interface to suit their specific needs and preferences.

Built-In Tools

Format Type

Format type refers to an email's structure and style; format type determines how recipients view content. The two main formats are HTML and plain text. HTML is responsive, adapting its content seamlessly across displays. It supports multimedia elements like images and videos and offers formatting options similar to that on a webpage. Additionally, HTML preserves accessibility features, making it a versatile and user-friendly choice for emails. Meanwhile, plain text contains only unformatted text. If you choose this option in Outlook, all styling and multimedia elements will be stripped from the email. Since it contains only text, it is universally readable by all assistive technologies. Despite the universal readability of plain text, HTML is recommended for its flexibility and enhanced user experience. 

Accessibility Checker

Since Outlook is part of the Microsoft Office suite, this checker is the same one that exists in Word, Excel, and PowerPoint. This checker scans your email for potential issues that might prevent people with disabilities from accessing the content properly.  It will highlight the issues, provide suggestions on how to fix them, and then prompt you to fix these issues. For more information, see Microsoft's Support documentation on Improving Accessibility with the Accessibility Checker. 

The Immersive Reader 

The Immersive Reader is designed to create a more accessible reading experience for recipients, allowing them to adjust font size, background color, and text spacing. It even allows the recipient to have an email read aloud. This enhances readability and comprehension, particularly for individuals with learning differences and/or visual impairments.

Customized User Experience

User Interface

The user interface refers to how the sender interacts with their email display and settings, not what the recipient sees. This includes options like positioning the Reading and Preview Panes, applying themes for background customization, and adjusting the display and body text. While Outlook offers many user interface customization features, they’re best demonstrated visually. 

Dark and Light Mode

Outlook's Dark and Light Mode optimizes visibility for a user's different environments. Dark Mode changes the interface to a black background with white text to reduce eye strain in low-light environments. Meanwhile, Light Mode changes the interface to a bright, white background with black text for well-lit settings. 

Zoom

Outlook doesn't have built-in zoom features. Instead, you must use your computer's zoom settings. Accessing these settings can be annoying, but with these shortcuts, you can access the Magnifier in seconds.

PC

  • Windows key + Equal key (zoom in)
  • Windows key + Minus key (zoom out)

Mac

  • Command key + Equal key (zoom in)
  • Command key + Minus key (zoom out)

Action Items

Ensuring email accessibility in Outlook is essential for sending inclusive and effective emails. Refer to the Quick Guide to Document Accessibility to review how you can make any document, or email, accessible. 

Ensure that you have included a clear and concise subject line. Emails compete for our attention every day. Subject Lines alert the reader to the content of an email by providing a preview of the email content, helping recipients determine relevance and urgency. To maximize effectiveness, subject lines should be clear, concise, and compelling.

Headings are signposts that structure text and allow readers to more easily navigate their way around an email. More than bolded or italicized words, headings provide extra information about the structure of the document at the code level. 

Using Styles to Apply Headings

Creating headings in Outlook involves more than simply bolding or emphasizing text. Instead, headings are managed by what Outlook calls styles, built-in formatting characteristics that can easily be applied to text. Styles can be applied by highlighting your text and navigating to the Messages tab. 

Styles menu in Outlook

Note that styles in Outlook cannot be modified. In Microsoft Word and PowerPoint, the user can modify headings by changing the font, color, and size. However, Outlook offers a less advanced Styles pane. 

Avoid manually creating lists using numbers, symbols, and tabbing. Apply preset list styles for both bulleted and numbered lists. These can be applied by navigating to the Messages tab and/or the Format Text tab. 

Message tab

Apply preset lists using the Message tab

Format Text tab

Apply preset lists using Format Text tab

Note that preset list styles cannot be modified in Outlook.

When crafting your email, choose appropriate fonts and font sizes. Avoid decorative fonts like script fonts, serif fonts, WingDings, etc.; they are not easy for all users to read. Opt for easy-to-read fonts like Arial, Calibri, Helvetica, and Futura instead. Additionally, ensure that all body text is at least 12 pt. to ensure readability. 

Edit Text

There are three locations in which you can edit font choice and size. 

  1. The Message tab
  2. The Format Text tab 
  3. The Mini Toolbar

The Message and Format Text tabs appear above the Outlook ribbon when composing an email. The Mini Toolbar can be accessed by right-clicking on the highlighted/selected text you wish to edit. 

Edit font choice and size.

Ensure that text, diagrams, charts, and other meaningful content meet a contrast ratio of at least 4.5:1 for regular text. For large text (18+ pt or 14+ pt bold), a minimum contrast ratio of 3:1 is acceptable. Use online contrast checkers like WebAIM to ensure compliance with accessibility standards.

Avoid using images as the primary email content, as this creates significant accessibility barriers.

  • Screen readers read images as "image" since they cannot extract text from image files.
  • People with visual impairments may struggle with poor color contrast or small font sizes.
  • Image-based text cannot be modified using assistive technology. 
  • Images may be blocked, distorted, or flagged as spam by certain email clients. 

Image only email

Alternative text (or alt-text) is the short written description that typically appears in place of an image. The purpose of alt-text is to textually describe a visual image in such a way that someone who can't see the image can understand that image's meaning. This is especially important for screen reader users. When screen readers encounter images in an email, they read them as images. Unless alternative text (alt-text) describing what is in the image, chart, or graph is provided, a screen reader will simply announce “Image” and move on.

To set alternative text for an image in Outlook, right-click on the image. From the drop down menu, select Add Alternate Text. 

Add Alternative Text

An Add Alternate Text pane will appear. Type your Alternate Text in this pane. Save your text by selecting OK. 

Alternate Text pane

Descriptive links provide users with proper context for links. In other words, they tell the user exactly where they will go if they click on a descriptive link. This ensures all users can easily understand and navigate your document.  

  • For more information on descriptive links, download our Guide to Writing Descriptive Links. 

Insert Descriptive Links

To insert a descriptive link, type or select the text you wish to display as a link. Then, navigate to the Insert tab. 

Insert Link

Select Link. An Insert Link pane should appear. Verify that the link text you want displayed is correct. Paste the link URL in the web address box. 

Insert Link pane

Use attachments sparingly. When possible, avoid attachments in favor of embedded content or external links. If attachments are necessary, ensure the following: 

  1. Attachments have descriptive file names.
  2. Attachments are accessible in their original source file (run the Accessibility Checker). 

Insert an Attachment

To insert an attachment, navigate to the Insert tab. Select where you are pulling this file from. 

Insert Link

Run the Accessibility Checker to test for accessibility issues. This checker scans your email for potential issues that might prevent people with disabilities from accessing the content properly.  It will highlight the issues, provide suggestions on how to fix them, and then prompt you to fix these issues.

To access Outlook's Accessibility Checker, navigate to the Options tab. Select Check Accessibility. The Accessibility Checker pane will open on the right side of the screen.

Check Accessibility

For optimal accessibility, launch your Accessibility Checker and Editor pane prior to composing your email. This will alert you to grammar and accessibility issues while you work. 


Resources

Accessibility Resource Index

Consult the Accessibility Resource Index to find help articles on common accessibility issues in Microsoft Outlook.

Microsoft Outlook Resources
TTaDA Academic Technologies
O'Kelly 320, Stop 7104
221 Centennial Drive
Grand Forks, ND 58202-7104
P 701.777.2129
und.academic.technology@und.edu

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