Email Accessibility

Email Accessibility

Email Accessibility Best Practices 

Introduction 

An accessible email ensures your message reaches everyone, without barriers. These practical strategies are crucial for large-group messages and newsletters. 

Summary 

  • Avoid sending image-only emails 

  • Make signatures and attachments accessible 

  • If using a third-party tool for a newsletter follow additional accessibility guidance 

  • Use available resources and tools: 

Avoiding image-only emails  

One of the most common accessibility issues is sending an email that contains only an image - like a flyer or poster. This creates barriers as: 

  • The text will not be accessible to all readers using assistive technology 

  • Images may not display in an email (a default setting in Outlook and on mobile devices) 

Best Practice: 

Include all essential details as text in the body of your email first. Then, if you’d like, add the flyer image below for visual appeal. Remember to include the alternative text for the image. 

Alternative Option: 

If you want a minimal layout, provide the basic details in the email body and attach the flyer as a file. Add this phrase into your email body: "All key information is included in both the text and attached image." 

Use the built-in formatting tools 

Most email being sent to our colleagues, students, or in group announcements will be accessible if we follow the basic format styles available. 

Include: 

  • A concise and descriptive subject line 

  • Plain language appropriate for your audience 

  • Bulleted or numbered lists for grouped information 

  • Alternative text (alt text) for any images 

  • Descriptive hyperlinks (e.g., “View the training schedule” instead of “Click here”) 

  • Proper heading structure, if headings are needed 

Avoid: 

  • Generic or non-descriptive message subjects that are not searchable 

  • Long passages of text sent as an image without that text being provided in the message body 

  • Excessive use of emojis in the middle of sentences 

  • Backgrounds, images, or patterns that reduce text contrast or readability 

Avoid listing full URLs as screen readers will read each letter and number individually. Instead, hyperlink meaningful phrases that describe where the link will take the reader. It is also helpful to note the file type and size when linking to downloadable content. 

  • Your email address in your email signature is acceptable to be fully written out 

  • When sharing a Zoom meeting URL you should use a descriptive hyperlink or a combination solution.   

    • Ex: "Join the meeting using Zoom (Meeting ID: 123 456 7890)" - with the phrase hyperlinked.   

    • If you feel the full URL is still necessary for transparency or backup access, include it below the descriptive link and labeled 

      • Full URL: https://zoom.us.12345" 

      • or try "If the link above does not work, paste this into your browser: https://zoom.us.12345" 

Ensure sufficient color contrast 

Being able to read the text of your email is an important consideration 

  • Text should be a dark color and sit on a solid white or neutral background whenever possible. 

  • Ensure there is enough color contrast when adding highlights to text or changing the font style. 

  • If you’re putting text over an image or using a background color ensure to test your color contrast ratios in dark mode as well 

Add alternative (alt) text to images and objects 

All graphics – photos, images, logos, charts, screen shots – require alt text or captions. If your image doesn’t load, your recipient can use the alternative text to perceive the context of your message.   

Remember to be concise yet descriptive. Explain the purpose and content of the image as it relates to the message you’re using it with. 

Email signatures 

Don't forget: your email signature should be accessible too. 

Keep in mind: 

  • Avoid using tables to format your signatures. 

  • Ensure all contact information is text, not embedded in an image. 

  • Don't include full URLs in your signature -- format them as Descriptive Hyperlinks. 

  • If your signature includes a logo, headshot, or badge - make sure it has appropriate alternative text. 

How to add alt text to an email signature in Gmail: 
  • Log into your email and open Google Drive. 
  • Open a new document in Google Docs.  
  • Insert the image you want to use in your Gmail signature into the document.  
  • Right click on the image, select Alt Text, and enter the alternative text you want to associate with your image. Pick something that is descriptive of the image.  

  • Copy the image from the document and paste it into the signature box in Gmail Settings. Resize the image as appropriate. 
 

Email newsletters 

Best practices: 

  • Provide all recipients the option of a plain text version of your email 

  • Double check the color contrast of all text and background elements in both light and dark mode 

  • Send yourself a test email first to check the accessibility of your communication 

  • Test your email and its ability to resize on multiple devices and screen sizes*