Overview

Because institutions use different versions of Outlook - some as old as 2010, this lesson will not necessarily meet everyone's needs in terms of exactly how to compose accessible emails. If you do not have a particular tool referenced, consider using an alternative approach (like attaching an accessible Word document).

Core Concepts

A Word of Caution

Considering our system uses versions of Outlook as far back as 2010, there will be great inconsistency on whether or not folks at the colleges can use these features when composing an email.

If the tools listed below are not available, one workaround is to compose the email in Word, then paste it into the Outlook message. In some cases, the accessible formatting (headings, alt text, etc.) will come through. A fail-safe method would also be to attach the accessible Word document to an email that points recipients to the attached document.

Message Format: HTML vs Plain Text

To access and use accessibility tools, you need to make sure your emails are composed in HTML rather than plain text. Plain text is text without any formatting (no bold, not lists, no images, etc.). If you write emails that occasionally contain images, tables, bulleted or numbered lists, you will want to make sure your email is formatted as HTML.

Message Format in Outlook

Review the MS Outlook guide Change the message format to HTML, Rich Text Format, or plain text to learn how to change the format of your messages and replies depending on the version of Outlook you are using.

To see which format your message is, you can go to the Format Text tab and review which format is selected in the ribbon.
screenshot of Format Text ribbon with format options circled.

Headings

Letter-type correspondence is often intended to be read in full, from start to finish. Rarely do emails like this contain sections or sub-sections - so for email correspondence that is written as a letter, headings probably are not necessary.

If you are sending an announcement that is broken into multiple sections and has section titles (e.g. a list of upcoming events) the use of headings is recommended.

screenshot of email about upcoming events. Upcoming events has Heading 1 pointed at it. The titles of each event have heading 2 pointing at them.

Headings in Outlook

In newer desktop versions of Outlook, you can access heading styles from the Format Text ribbon.

Alt Text

When you include images in an email you will need to add alt text. However, some versions of Outlook do not include the ability to add alt text. If you are using one of those older versions, we recommend not using images at all if your email is being widely distributed.

Remember, you can always attach an accessibility formatted Word version of the email and only include the important text in the body of the email.

Adding Alt Text in Outlook

Review the MS Outlook guide Add alternative text to a shape, picture, chart, SmartArt graphic, or other object to learn how to add alt text based on the version of Outlook you are using.

Formatting Text

Even versions of Outlook that don't have all of the accessibility features usually have the tools to create bulleted or numbered lists, indent text, and add descriptive hyperlinks.

Formatting Text in Outlook

When it comes to creating lists and indenting text, the tools are usually found in the ribbon right above the message authoring pane.

screen shots the formatting tools above the message pane with the list and indent tools circled.

In some versions of Outlook the tools to insert a descriptive hyperlink you can right click on the descriptive text and select "hyperlink" to add the URL, or you can use the hyperlink tool under the Insert tab.

screen shot of Insert ribbon in Outlook with an arrow point to the hyperlink icon.

Check Your Understanding:

Imagine you are tasked with promoting an event via email. The event organizer has given you a digital poster to advertise the event. What is the best way to share the poster with your community?

A. Upload a picture of the poster to the message and include the poster as an attachment.

Incorrect.
The message body is still inaccessible. Without an accessible message, users may ignore the attachment (or assume it's inaccessible as well).

B. Provide text of the event info in the message body and include the poster as an attachment.

Correct.

C. Send a screenshot of the poster.

Incorrect.
This is the most inaccessible approach. A screen shot will not convey any information for people who cannot see the image or for whom the image does not load.

Video Supplements

Creating Accessible Email in MS Outlook 2013 (4 min 30 sec)

A short video from Syracuse University demonstrating the accessibility features in Outlook 2013.

Creating Accessible Email in MS Outlook 2013

Improve Email Accessibility (5 min)

Microsoft demonstration of basic accessibility features in Outlook 2016. Includes captioned video, written instructions, and a transcript.

Improve Email Accessibility

Improve Image Accessibility in Email (2 min)

Microsoft demonstration of image accessibility in Outlook 2016. Includes captioned video, written instructions, and a transcript.

Improve image accessibility in email

Add Accessible Tables and Lists to Email (3 mins)

Microsoft demonstration of how to use lists and tables in Outlook 2016. Includes captioned video, written instructions, and a transcript

Add accessible tables and lists to email

Additional Resources

Make your Outlook email accessible to people with disabilities - Microsoft's guide to making your email accessible. Click on the version you're using to see the instructions. Note: This resource only applies to the current/most up to date versions of MS Outlook.

Click Next to advance to the next lesson or return to the Module Overview.