Microsoft Outlook

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.

To improve readability for all users, apply the following formatting best practices to your emails:

• Font Style: Choose easy-to-read fonts such as Arial, Calibri, Helvetica, or Futura. Avoid decorative or hard-to-read fonts (e.g., script fonts or symbol fonts like WingDings).
• Font Size: Use a minimum font size of 12 pt. to ensure text is legible for all users.
• Line Spacing: Use 1.15 – 1.5 line spacing to improve readability. Avoid single spacing (1.0), which can feel crowded, and double spacing (2.0), which can make content harder to follow for some users.

Note: WCAG guidelines do not define specific requirements for font style, size, or spacing. However, following these best practices helps improve readability and overall accessibility.

Edit Text

There are three locations where you can edit your font style 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. 

Headings divide information into meaningful, digestible chunks that make emails easier to read and navigate. They act as signposts throughout your email, helping readers quickly find and understand information. 

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.

1. Highlight your text. 
2. Navigate to the Messages tab. 
3. Select Styles.
4. Choose the appropriate heading level (Heading 1, Heading 2, or Heading 3). 

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: 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. 

Use Outlook's built-in list styles to create numbered and bulleted lists. Avoid manually formatting text with numbers, symbols, or tabs to create "lists."

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

Steps for Applying Pre-Set List Styles

1. Highlight the desired list text. 
2. Navigate to either the Message tab or the Format Text tab. 
3. Choose the Numbered List or Bulleted List option. 

Note: Preset list styles cannot be modified in Outlook.

Use sufficient color contrast to make text readable for all users. 

• Maintain a contrast ratio of at least 4.5:1 for regular text
• Use at least 3:1 for large text (18+ pt. or 14+ pt. bold)
• Check contrast using tools like the WebAIM Contrast Checker or the Colour Contrast Analyser tool.

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.

Note: The Accessibility Checker in Outlook can flag contrast issues and suggest more accessible color combinations, but you should still verify contrast ratios using a color contrast tool.

Steps for Editing Text and Background Color

1. Highlight the desired text. 
2. Select the Font Color tool and/or the Text Highlighter tool.
3. Choose from the pre-set colors OR input a 6-digit HEX color code.
4. For greater accessibility, choose from colors displayed under the High Contrast Only colors.

When using color to convey meaning, it is essential to include a text alternative so that all users can understand the content. Information should never rely on color alone. 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 communicated in 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, you should embed the meaning of the emphasis 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.

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.

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Steps for Creating a Table

You can create a table in Outlook from the Insert tab using one of the following methods:

Visually Set Table Size

1. Navigate to the Insert Tab.
2. Select the drop-down arrow next to Table.
3. Hover over the grid to specify the dimensions of the table (number of rows and columns). 
4. Click to insert the table.

Insert a Table

You may also choose to select the Insert Table option.

1. Navigate to the Insert tab.
2. Select the drop-down arrow next to Table.
3. Choose Insert Table. This will open the Table Editing pane.
4. Input the number of columns and rows. 
5. Save changes by clicking Ok. 

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Set Table Header Row

A table header row is the top row of a table that serves as a title for the categories of information in each column. Designers often manually bold this row to create emphasis, but it's important to mark headers properly in the code to ensure they are structurally identified. 

Set the header row: 

1. Select the Table in question.
2. Highlight the row that you would like to make the Header Row.
3. Navigate to the Table tab. 
4. Select Table Options. 
5. Check the option labeled Header Row. This will add information to the code. 

Note: Screen readers rely on table structure—not visual formatting—to understand and navigate data. Always define a header row instead of just bolding text.

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 may 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.

 

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 an image's purpose and content, even if they can't see it. 

Add Alternative Text to Images

To set alternative text for an image in Outlook:

1. Right-click on the image.
2. Select Add Alternate Text from the drop-down menu.
3. Type your Alternate Text in the Add Alternate Text pane.
4. Select OK to save your text. 

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 seizures or other adverse reactions. Because animations cannot be paused or stopped in Outlook, they may create accessibility barriers.

Note: Avoid animated content in Outlook, as it cannot be paused or controlled. Instead, you should use static images to provide a more accessible and consistent experience for all users.

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.

Insert Descriptive Links

1. Type or select the text you want to display as a link.
2. Navigate to the Insert tab. 
3. Select Link. The Insert Link pane should appear.
4. Enter your URL in the Web Address field.
5. Verify that the Display As text field contains clear, descriptive link text.

Use attachments sparingly. When possible, avoid attachments in favor of embedded content or external links. Attachments can be difficult to access on different devices and may not always be compatible with assistive technology.

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). 

Note: Always describe attachments in the email body (e.g., “Download the course syllabus (PDF)”). This helps users understand what the file contains, its format, and whether they need to open it.

Insert an Attachment

1. Navigate to the Insert tab.
2. Select Attach File. 
3. Choose the file and insert it into your email.

Run the Accessibility Checker in Microsoft Outlook to identify potential accessibility issues in your document. 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. 

Accessibility Tip: 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.

Launch the Accessibility Checker

1. Navigate to the Options tab.
2. Select Check Accessibility. 
3. The Accessibility Assistant pane will open on the right. 

Note: The Accessibility Checker is a helpful starting point, but it does not catch everything. Even if your document shows no issues, accessibility problems may still exist. Use the accessibility guidance on this page to ensure your email is fully accessible.

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 once and verify it is correct. 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. 
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.

The Immersive Reader is a built-in accessibility tool designed to create a more inclusive and focused reading experience. Some key features in improving 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 that you prefer accessible content.

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 does not include built-in zoom controls. Instead, use your computer’s magnification tools to adjust your view and improve readability.

Accessing these settings can be annoying, but with these shortcuts, you can access your Magnifier in seconds, allowing you to zoom in and out efficiently:

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)