Emails

Since email is a core communication tool, it’s important to avoid accessibility barriers that might prevent someone from accessing or understanding the message. When an email is accessible, it employs design best practices that increase the likelihood your message will be read. The best practices below will benefit everyone and help ensure your message comes through clearly to your audience.

Best Practices

1. Choose accessible email templates.
   • If you’re creating an email using a third-party platform such as MailChimp or Constant Contact, select a design template that is simple and responsive. One-or two-column layouts are preferred, as they’re easier to read on multiple devices. If needed, use images and design elements to enhance your email, but be careful to avoid distracting animations or chaotic designs.
2. Create emails using HTML which allows you to format the message which improves accessibility.
   • Microsoft Outlook allows you to change the message format to html. Use the built-in accessibility checker, when available.
3. Use the built-in accessibility checker, when available.
4. Design emails for readability:
   • Use descriptive link text.
   • Use legible fonts.
   • Break up text into short paragraphs or lists
   • Use a subject line that accurately reflects the purpose of the email.
5. Add alternative text to images.
   • When you embed an image in an email, it’s important to remember that many people turn images off in their email clients for privacy reasons or bandwidth issues, and people with vision impairments might not be able to view the image. If the image conveys meaning, information, or even a feeling or tone, it needs to have alternative (“alt”) text that displays if the image doesn’t load or isn’t visible.
   • If you add an image to your signature, be sure to add alt text.
6. Use color appropriately. Do not use color alone to convey meaning and ensure high color contrast.
7. Review all attached files and media to ensure they are accessible.
8. Limit the use of emojis and avoid relying on them as the only method of conveying meaning. Add emojis to the end of a message instead of in between words, and don’t use an emoji to replace words.
   • Emoticons, unlike emojis, are made up of punctuation and keyboard characters. They lose their meaning when read with assistive technology, so it’s best to avoid using emoticons.

Additional Resources

• Microsoft Make your Outlook email accessible
• Microsoft Video: Improve Email Accessibility

Source

Some content on this page is from Harvard University’s Creating Accessible Emails webpage. Permission was obtained in 2024 to use this content.