Making emails accessible involves many of the same things that go into making a document or a webpage compliant. This includes knowing your audience, writing clearly, providing alt text for visuals, and using descriptive hypertext.

General Email Guidance

Email Quick Start Guide

1. Use clear subject lines. Make the purpose of the email immediately clear.
2. Structure content with headings and short paragraphs. Avoid large blocks of text.
3. Use meaningful link text. Avoid “click here.” Describe the destination.
4. Add alt text to images. Provide brief, meaningful descriptions.
5. Ensure sufficient color contrast. Avoid light gray text and low-contrast color combinations.
6. Do not rely on images alone. Important information should not appear only within graphics.
7. Use simple layouts. Avoid complex, multi-column designs when possible.
8. Avoid excessive emojis or special characters.

Email Courses & Tutorials

• Create accessible email messages (GSA)
  U.S. General Services Administration. Section508.gov website. Easy steps to create accessible email messages so all individuals, including those with disabilities, can easily read, understand, and interact with the content.

Microsoft Outlook

Outlook Email Quick Start Guide

1. Use built-in heading styles. (Format Text → Styles).
2. Add alt text to images. (Right-click image → Edit Alt Text).
3. Use built-in list tools for bullets and numbering.
4. Check color contrast when customizing fonts or backgrounds.
5. Run the Accessibility Checker. (Review → Check Accessibility) before sending.
6. Ensure links are descriptive, not pasted URLs.

Outlook Courses & Tutorials

• Accessibility tools for Outlook (Microsoft)
• Create accessible content (Microsoft)
  This module explores benefits and principles of creating accessible content for diverse audiences and situations. Learn best practices to create accessible content in Microsoft 365. And learn how to check for accessibility issues and address them using the Accessibility Checker.

Gmail

Gmail Quick Start Guide

1. Write clear subject lines and concise content.
2. Use formatting tools for lists and structure.
3. Add alt text to images (Insert image → Add alt text).
4. Use descriptive hyperlinks instead of raw URLs.
5. Avoid color-only meaning.
6. Keep layout simple for screen reader compatibility.

Gmail Courses & Tutorials

• Accessibility in Gmail (Google)

Note: Some training materials reference federal Section 508 standards (mandating WCAG 2.0 AA) as a best-practice reference for digital accessibility. However, state and local agencies have a separate legal mandate to satisfy WCAG 2.1 AA requirements.