Microsoft Outlook

Outlook emails can be composed in three formats: HTML, Rich Text, and Plain Text. Each format affects how your email is displayed and how accessible it is to others.

• HTML: Responsive formatting that supports headings, lists, links, alt-text, and other formatting needed for accessible, well-structured emails
• Rich Text: A Microsoft-specific format that may not display correctly in all email browsers and has limited accessibility support
• Plain Text: Removes all formatting, including structure, links, and images, making it difficult to organize and navigate content

For accessibility, always compose emails in HTML format.

Note: Set your email format to HTML and periodically verify that the setting has not changed. After it is set, you should not need to change it again unless your settings are modified.

Check Email Format

1. Navigate to the File tab.
2. Select Settings/Options. 
3. Choose the Mail tab.
4. Under Compose and Reply, locate Message Format.
5. Locate the Compose Messages In section.
6. Select HTML from the drop-down menu.

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

Headings divide information into meaningful and digestible chunks. These “chunks” help users navigate the email more easily, especially when using assistive technology.

Microsoft Outlook offers a limited number of Heading styles:

• Use Heading 1 for the email’s primary topic. Ideally, there is only one Heading 1 per email.
• Use Heading 2 for each main topic.
• Use Heading 3 for all other sub-headings.

Note: In Microsoft Outlook, there are only 3 heading levels to choose from. Heading structure is meant to remain simple.

Use Styles to Apply Headings

Creating headings in Microsoft Outlook involves more than simply bolding or emphasizing text. Headings are managed using Styles, built-in formatting characteristics that can be applied to text. Styles add structure behind the scenes to the code, helping screen readers identify new sections within your email.

• Customize or Create New Styles

Note: 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 more limited Styles pane. 

Lists help users quickly scan your content and understand relationships between items. They also allow screen reader users to recognize and navigate grouped content more effectively. Avoid manually creating lists using numbers, symbols, or tabs. Instead, apply built-in list styles for both bulleted and numbered lists so assistive technologies can properly interpret them.

• Bulleted Lists: Group unordered items and indicate a relationship that is not dependent on sequence
• Numbered Lists: Group items in a specific order and indicate a process or set of steps

Note: Screen readers rely on built-in list formatting to identify and navigate lists. Manually typed lists may not be recognized as lists.

Note: Preset list styles cannot be modified in Outlook.

Resources

• Define New Bullets, Numbers, and Multilevel Lists
• Video Tutorial: Creating Accessible Lists in Microsoft Office (4:19)

Use sufficient color contrast to make text readable for all users. Color contrast is the difference between text and its background, text and images, and sections depicting meaning in charts and tables.

• Maintain a contrast ratio of at least 4.5:1 for regular text (12 pt.).
• Use at least a 3:1 ratio for large text (18+ pt. or 14+ pt. bold).
• Non-text elements (e.g., chart bars, lines, or shapes) should have a contrast ratio of at least 3:1 against adjacent colors.
• Text in logos do not have a contrast requirement.

Microsoft Outlook defaults to black text on a white background for optimal readability. While you can customize text color and background using the Font Color, Text Highlighter, and Shading options, all color choices must still meet WCAG 2.1 AA color contrast standards.

Check contrast using tools like the WebAIM Contrast Checker  or the Colour Contrast Analyser tool.

• Introduction to Accessible Color (15:55)
• Fixing Color Contrast (13:30)

Do Not Rely on Color to Convey Meaning

Color is not sufficient on its own to convey meaning. Information conveyed by color must include a text alternative so it can be understood by all users. Users who are color blind, have low vision, or rely on screen readers may not perceive color differences and may miss important details. Additionally, screen readers cannot interpret color, so any meaning conveyed through color must also be presented in text. This applies to both font color and highlighted text.

Example

Inaccessible

You may create emphasis by highlighting or changing the color of this sentence: "I will not accept late work, so all work must be completed and turned in on time for full credit."

Accessible

To make this sentence accessible, embed the meaning of the emphasis directly in the language itself. Embedding meaning in the text ensures all users receive the same information, regardless of how they perceive color. 

• "Important note: I will not accept late work, so all work must be completed and turned in on time for full credit."

Note: You may choose to keep or remove visual emphasis (such as color or highlighting), but it should not be the only way information is conveyed.

• Fixing Color as the Sole Means of Information (11:08)

Write link text that clearly describes the link's purpose and destination (e.g., Download the accessibility checklist rather than Click here). This helps all users understand where the link will take them; there should be no ambiguity.

Note: Ensure link text is clear, descriptive, and unique. Screen reader users can navigate by pulling up a list of links, which are read without surrounding text. Each link should stand alone and clearly indicate where it leads.

Create a Link

In Microsoft Outlook, you can create or edit a hyperlink in two ways:

• From the Insert tab
• By right-clicking on the selected text or image

This will populate the Insert Hyperlink dialog box. Enter the URL in the Address field and the descriptive link text in the Display As field.

• Create or Edit a Hyperlink
• Remove or Turn Off Hyperlinks

Accessibility Tip: Do not change the visual appearance of link text. Links use a universal style (blue and underlined) that signals interactivity. Changing this style may make links harder to recognize or cause them to appear as emphasis or spam.

When adding Images, always include alternative text (alt text). Alt text provides a text description of an image so users relying on screen readers can understand its purpose and content, even if they can't see it. 

Add Alternative Text

There are two ways to add alternative text. You can access the alt text panel from the Insert tab or by right-clicking on the selected image. Add a concise, descriptive summary of the image in the populated alt text field. 

• Add Alternative Text to a Shape, Picture, Chart, SmartArt Graphic, or Other Object
• Everything You Need to Know to Write Effective Alternative Text 

Simple vs. Complex Images

Simple images can be described in one to two sentences (generally under 250 characters). These include items such as logos, photographs, and headshots. Simple images require alt text only.

Complex images require a more detailed explanation than can be provided in one or two sentences. These include charts, graphs, and maps. Complex images require both alt text and a long description. A long description provides a detailed explanation of the essential information conveyed in the image.

Long descriptions and alternative text do not exist separately from one another; instead, they should be used together. If an image requires a long description, it should also include alternative text. The alternative text should identify the type of image (e.g., map, cartoon, graphic) and indicate where the long description can be found.

• Alt Text: “Chart 1.2: Long Description is located in Appendix A."
• Long Description: “Chart 1.2 suggests that…” (in Appendix A)

Where to Place Long Descriptions in Microsoft Outlook

Because long descriptions are more detailed, they should not be placed in the alt text field. Instead, you can describe the image in the surrounding text. This is the most accessible option and benefits all users.

Avoid Image Only Emails

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

• Screen readers cannot read text embedded in images and may only announce them as “image.”
• Users with low vision may struggle with poor contrast or small text.
• Image-based text cannot be resized or adjusted using assistive technology.
• Images may be blocked, distorted, or flagged as spam by some email clients.

Instead, include all essential information directly in the body of the email. If you include an image (e.g., a flyer), you can attach it or include it as a visual supplement. Indicate that the image contains the same information provided in the email.

Note: If your image includes important content, always provide that information in text within the email body. This ensures all users can access the content, regardless of how images are displayed or interpreted.

Microsoft Outlook is not designed to support complex tables. If tables are used, ensure they are simple and used for data purposes only.

• Use a simple table structure with a clearly marked header row and/or first column.
• Avoid using blank, merged, and split cells. These can create issues for screen reader users, who may not be able to navigate the table in a logical reading order.
• Ensure tables meet color contrast guidelines.

If you do choose to use a table in Microsoft Outlook, you will need to carefully plan and design them to ensure all users can understand and navigate the data. Refer to the best practices outlined in TTaDA's Knowledge Base Article, Create Accessible Tables:

Create Accessible Tables

Avoid using GIFs and other animations in your emails. These elements can be distracting and make content harder to read and focus on. Additionally, GIFs and other rapidly moving content may trigger adverse reactions such as dizziness, migraines, or seizures. Because animated content in Outlook cannot be paused or controlled, static images are generally the more accessible option.

If you need to include video content in an email, link out to the video rather than attaching a file directly. Microsoft Outlook does not support embedded video content, and attached video files can increase email size and slow down delivery and loading time. 

If you want to mimic the look of an embedded video, insert a screenshot or thumbnail image from the video. Then, add alternative text to the image and link it to the video source.

Video Best Practices

• Do not attach video files directly to an email.
• Ensure all linked videos include accurate captions.
• Provide a text transcript for all video content (when possible).
• Use descriptive link text.

The Immersive Reader is a built-in accessibility tool designed to create a more inclusive and focused reading experience. Key features that support the reading experience include:

• Read Aloud: reads text aloud while highlighting each word
• Text Customization: adjust font size, style, spacing, and background color
• Grammar Tools: break words into syllables, and color-code different parts of speech
• Line Focus: display one, three, or five lines of text at a time to minimize visual distractions
• Picture Dictionary: view visual representations of words when selected 
• Translation: translate selected text into a variety of languages

Note: The Immersive Reader is designed for the email reader, not the sender. While you don’t control how others use it, you can design emails that work well with it. You may also encourage students to use the Immersive Reader to support reading comprehension and focus.

Launch the Immersive Reader

1. Open your chosen email.
2. Navigate to the View tab. 
3. Select Immersive Reader. 
4. Press Play to have the text read aloud. 

Resources

• Video: Your Guide to Immersive Reader (2:16)
• Video: What is the Immersive Reader (17:43)

If you need accessible email content, you can enable Outlook’s accessibility setting to notify senders of your preference. This setting adds a message to your emails indicating your accessibility preference.

To Request Accessible Emails:

1. Navigate to the File tab.
2. Select Settings.
3. Choose the General tab.
4. Under Accessibility, check Ask senders to send content that’s accessible.

The user interface refers to how you interact with your email settings and display—not what your recipients see. These settings allow you to personalize your experience and improve readability while composing and reviewing emails.

Common customization options include adjusting the Reading and Preview Panes, applying themes, and modifying display and body text. While these settings do not directly impact the accessibility of your sent emails, they can support your own reading, editing, and content review process.

Resources

Explore the following resources to learn how to customize your Outlook interface:

• Adjust Reading and Preview Panes
• Apply Themes and Backgrounds
• Modify Display Settings and Text Size
• Customize Message Display and Layout

Outlook’s Dark and Light Mode settings allow you to adjust your display for different viewing environments.

• Dark Mode uses a dark background with light text, which can reduce eye strain in low-light environments.
• Light Mode uses a light background with dark text, which is typically easier to read in well-lit environments.

Switch between these modes to support your own visibility and reading comfort while composing and reviewing emails.

Note:  Choose the mode that provides the best contrast and readability for you. Adjusting your display can improve focus and reduce visual fatigue when working with email content.

Switch Between Dark and Light Mode

1. Navigate to the File tab.
2. Select Settings. 
3. Choose the General tab.
4. Under Appearance, locate Dark Mode.
5. Choose Black (Dark Mode) or White (Light Mode).

Outlook provides limited built-in zoom functionality. Instead, use your computer’s magnification tools to adjust your view and improve readability.

Use the following keyboard shortcuts to quickly access magnification tools and zoom in or out as needed:

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)