Outlook Email

The accessibility checker can help check for inaccessible color contrast, tables, and alternative text. To run the accessibility checker:

1. Select New Mail to start a new message.
2. Select the Message tab on the ribbon.
3. Select and expand the More Options (horizontal ellipses) menu.
4. In the Options section, select the Check Accessibility menu option.

Links should have descriptive text so that users know where the link is redirecting them to. To create descriptive link text:

1. Select the link within the email body.
2. In the Message tab on the ribbon, in the Insert section, select the Insert Hyperlink button. The Insert Link dialog box will open.
3. In the Display as text box, change the text so that it accurately describes what information a user will learn by following the link.
4. Select the OK button.

Unacceptable link text includes: "here", "click here", "link", "more information", etc.

If your email is in dark mode, you will have to choose darker colors for text because it is checking the color contrast based off of light mode. The darker text will adapt to the dark environment by appearing lighter so the text works for both light and dark mode.

To change the color of the text:

1. Highlight the text within the body of the email.
2. Select the Message tab on the ribbon.
3. In the Basic Text section, use the Font Color drop-down menu to select a high contrast color.

Tables require headings in order for the content to have meaning. To indicate a header for your table:

1. Select the table within the body of your email.
2. Select the Table tab that appears on the ribbon.
3. In the Table section, use the Table Options drop-down menu. You can then select Header Row, First Column, or both.

You can also add a title or description to your table so that users with assistive technology can know the purpose or better understand the layout of your table. To apply these attributes:

1. Select the table within the body of your email.
2. Select the Table tab that appears on the ribbon.
3. In the Accessibility section, select the Alt Text button. The add alt text dialog box will open.
4. In the Title text box, insert a concise title, or name, for your table. In the Description text box, insert a short description of the layout or add general information about what the table is about.
5. Select the OK button.

Images should not be left in the body of the email without alternative text so users with assistive technology know the purpose or context of the image. To add alternative text to an image:

1. Select the image that is in the body of your email.
2. Select the Picture Format tab that appears on the ribbon.
3. In the Alt Text section, select the Alt Text button. The add alt text dialog box will open.
4. Use the text box to describe the purpose of your image.
5. Select the OK button.

Note: if an image contains text, the alt text of the image must contain all visible text or the  text in the image must also be in the body of the email.

In order for users with assistive technology to navigate list content easily, list content must be properly formatted into a list using the list formatting options available in Outlook. To format text into a list:

1. Select the text in the body of your email.
2. Select the Message tab on the ribbon.
3. In the Basic Text section, select the Bullets button for an unordered list or select the Numbering button for an ordered list.

Note: an unordered list should be used for content where order of the content is irrelevant to the context e.g. list of supplies. Differently, an ordered list should only be used for content where it must be viewed in a specific order e.g. list of instructions.

If your email is very lengthy and could be broken up with a heading structure for easier navigation, you can insert heading levels into the body of your email. To format text as a heading:

1. Select the text in the body of your email.
2. Select the Message tab on the ribbon.
3. In the Styles section, select the Styles drop-down menu and select an appropriate heading level.

Notes:

• Headings should be in a hierarchy
• Only 1 heading 1 should be present.
• You can have multiple heading 2s and heading 3s.
• A heading 2 can only come after a heading 2 or heading 1. Similarly, a heading 3 can only come after a heading 3 or heading 2.
• After applying the style, you can change the font size, type, or color however you please that is accessible.

When attaching a video to an email, we must ensure that users have captions and transcripts available. This is so users who may not be able to hear your video, can have equal access to the same information. With that, you can attach a Word Doc (docx), plain text (txt), or SubRip (srt) file along with your video.

Emojis may be used sparingly to convey tone or emphasis. However, excessive use is discouraged because emojis are read aloud by assistive technologies. Overuse can make an email difficult or unpleasant for recipients using such tools. To add an emoji in your email:

1. Place your cursor where you want to place the emoji.
2. Select the Insert tab on the ribbon.
3. In the Include section, select the Emoji button. The Expressions side panel will open.
4. Select an emoji.

Or

1. Place your cursor where you want to place the emoji.
2. Select the Message tab on the ribbon.
3. In the Insert section, select the Emoji button. The Expressions side panel will open.
4. Select an emoji.