Eric Niquette

Introduction

Outlook is arguably the most popular email platform in the business world. However, despite its widespread use, it isn't fully inclusive out of the box and may present barriers to some readers.

By making a few simple adjustments, you can significantly improve the accessibility of your emails, enhancing the readability and ease of use for everyone.

What makes an e-mail message accessible?

Generally speaking, an email is accessible when it can be easily read using assistive tools like screen readers. Key elements of an accessible email include clear, contrasting fonts, proper line spacing, well-described images, and the sparing and appropriate use of complex components like tables.

Change your default font size

Outlook's default font size is set to 11pt, which translates to roughly 15px—a bit too small for comfortable reading. Ideally, this should be increased to 12pt or more. You can modify your default font size by updating your Outlook stationery settings for new messages and in replies.

  1. File
  2. Options
  3. Mail
  4. Stationery and Fonts
Although you can modify the font for plain text messages, these changes won't be reflected in the recipient's email. In other words, only you will see the adjustments.

Adjust line and paragraph spacing

Adding multiple line breaks between paragraphs can create unnecessary 'blank' spaces that screen readers interpret as empty content, which may frustrate users. Additionally, Outlook doesn’t add space between paragraphs by default, causing many to insert extra blank lines. Instead, adjust your paragraph and line spacing to improve readability.

  1. In the email editor, navigate to the "Format Text" tab.
  2. In the "Paragraph" section, select the arrow found in the lower right corner to open the Paragraph Settings panel.
  3. Set the value of "After" spacing to around 1.25 times the font's base size. For a 12pt font, use 15 or 16pts.
  4. Adjust the "Line Spacing" to "Multiple" and set it to 1.2. This works well for most common font sizes.
  5. Press "Set as Default" and select "All documents based on the [template name] template?", then select OK to confirm.

I've seen reports that these settings may not persist between sessions, so your results could vary depending on how your Office installation is configured.

Use headings for structure

Like Word, Outlook supports styles and, more importantly, headings. Using proper headings is immensely helpful for non-visual users and also improves the structure of longer emails.

  1. Open or create a new message to enter the text editor.
  2. Navigate to the "Format Text" tab and find the "Styles" section.
  3. Place your cursor in the desired text.
  4. Select a heading style to apply it.

When applying styles, place your cursor in the paragraph where you want the style applied, rather than highlighting the text. Highlighting only applies the style to the selected portion. In other words, if you highlight a single word in a sentence, only that word will be formatted, not the entire paragraph.

Remember to organize your headings in hierarchical order, starting with Heading 1 and moving down without skipping levels. Typically, your title serves as the level 1 heading, sections as level 2, and sub-sections as level 3, and so on.

Add alternative text to images

If your message or email signature contains images, make sure they include alternative text for users who rely on screen readers. To add alt text, right-click the image and select "View Alt Text" from the context menu.

When writing alternative text, omit adding descriptors like "image of" or "photo of" as screen readers already announce the presence of an image. Simply describe the image's contents.

Other considerations

Use of colour

Use high-contrasting colours and never rely on colour alone to convey information or instructions. For example, "select the text in red" would not be helpful to the non-visual or users with certain types of colorblindness.

Use of tables

Only use tables to provide tabular data, not to create layouts. Keep data tables simple and linear, avoiding the splitting or merging of cells as they break the linear structure of the data.

Descriptive link titles

Use link text that is meaningful and clearly describes the content it leads to. Avoid using vague phrases like "Click here" or "Read more." Instead, opt for descriptive text like "Learn more about accessible email practices" or "Download the accessibility guide." This helps all users, particularly those using screen readers, understand the purpose of the link without needing additional context.

Takeaways

By making a few small adjustments, you can make your emails easier to read and more accessible for everyone. Simple changes like adjusting font size, spacing, and using proper headings can significantly enhance the inclusivity of your messages.