Co-authored by Florence Borbe and Jenny Wallace.
Have you seen a message like this at the top of an email lately? Did you pause for a minute to consider what it might mean? If you are using web-based or new Outlook, Microsoft has added this setting to encourage its users to write emails that are more accessible for people with disabilities.
People who receive your emails will access the content in various ways, some of which you might not anticipate. For example, users might need to listen to text, magnify text size, or access email on their phone or a device other than a laptop.
Here are some measures you can implement quickly and easily that will have a significant impact on the accessibility of your emails.
Use the email accessibility checker
If you receive the ‘prefers accessible content’ message in Outlook, you can quickly check your email accessibility by selecting the ‘Check for accessibility issues’ option that appears alongside the message. This opens the Accessibility Checker and lists its recommendations, with options to ‘Fix this’ where relevant.
You can also open the Accessibility Checker directly; check Microsoft support: Improve accessibility with the Accessibility Checker and find the instructions for the version of Outlook you’re using.
Adjust your writing style
Writing more accessible emails is not unlike designing learning materials – a little extra thought and empathy for the recipient and their communication needs goes a long way. These tips are applicable to any email platform:
- Use the right font style and size. Choose a Sans Serif font at a minimum size of 12. UTS recommends Arial.
- Structure ideas clearly and include spacing between sentences and paragraphs. Include a clear:
- Subject: ensure the subject reflects the content of the email.
- Purpose: state why you’re writing the email in the first sentence.
- Call to action and deadline (if applicable): outline any steps and use numbers or dot point lists.
- Use images only where needed (e.g. diagrams and visual aids) and ensure they are accompanied by alt-text that is accurate and meaningful. Avoid using images of text, as these cannot be read by screen readers.
- Ensure any links are descriptive. Avoid using generic phrases like ‘click here’ or ‘read more’ – instead provide links that describe the content or purpose of the link.
Keep your signature brief
Don’t forget your email signature! In an effective signature, less is more; keep text and images to a minimum and include only key details. UTS staff members can check out the email signature template on Staff Connect.
Feedback from screen reader users in the higher education sector suggests that it is helpful to add [If using assistive technology, message ends here. Email signature below.] before your email signature to indicate where the main email content ends.
Encourage accessible email practices in others
Modelling accessible email practices is a great way to encourage others to consider accessibility in their own email writing. You can give other users more of a direct nudge by turning on the accessible email function.
Ready to give it a try? Turn the accessibility function on via the web version of Outlook by following these steps to request accessible emails: Settings > General > Accessibility. Tick the box next to ‘Ask senders to send content that’s accessible’, and you’re all set. If you’re using Classic Outlook, you’ll need to navigate to web-based Outlook to update your settings.