Tips for Creating Accessible Emails
In today's interconnected world, emails have become a key communication tool. Making sure that emails are accessible and inclusive is critical. How can we make our email content work for everyone? Here are some tips to make your emails accessible to people with varying disabilities.
While the following list of tips and best practices is not exhaustive, it is good to consider them to ensure that your emails are as accessible as possible.
Clear and Concise Language
Use plain language to simplify communication and ensure that the content can be understood by everyone. Avoid using complex terms, metaphors and acronyms. Keeping your communication simple and to the point enhances comprehension across diverse audiences, including those with varying disabilities. The Canada.ca Content Style Guide emphasizes that writing in plain language doesn't mean oversimplifying or omitting critical information. Instead, it makes essential information accessible and readable for everyone.
Colour Contrast
Have you ever struggled to read light-colored text on a light-colored background? This is a common issue for many readers. Set the text to use automatic black on a white background. Buttons and hyperlinks should be visible with a ratio of 4:1 between them and the surrounding text. If you are using a text color other than black, test the colour contrast to ensure the content is easy to read. You can use the free app Colour Contrast Analyser to test the colour contrast.
However, avoid using color alone to convey meaning or draw attention to specific sections, as this will not be communicated to someone using a screen reader, and may not be visible to people who cannot distinguish certain color combinations.
Fully Justified or Centered Paragraphs
Avoid using fully justified or centered paragraphs in your emails to ensure your content is reflowable for different screen sizes. Though plain text format is screen-reader friendly, it can be challenging for low-vision readers who rely on magnification software. Plain text emails do not always reflow to fit the email reading pane, so reading the email content using magnification software may require panning left and right to access off-screen content.
Make the Content Legible
Use sans-serif fonts, such as Arial, Calibri, and Verdana. Avoid fonts with uneven line weight or closely compressed letters, as they can make letters look merged together for some people. Preferably, the text should be in 14-point font size or larger with good character, line and paragraph spacing to improve readability. Avoid writing entire sections in all capital letters, as it makes reading difficult for some people with visual disabilities, and causes some screen readers to read words letter by letter.
Tables for Layout
Avoid using tables as a layout for your emails. Tables should only be used for tabular data. When tables are used as a method to create layouts, it makes it challenging for assistive technology users to read and navigate the content. Instead, create lists and headings.
Email Signature
If you have an email signature, make sure that it is accessible. Do not format your email signature as an image, as it will make your signature inaccessible to screen reader users. An image signature also prevents information from being easily navigable, clickable or copied.
Descriptive Hyperlinks
Format your hyperlinks with clear and descriptive text. Instead of the URL address, provide an easily readable word or phrase using keywords that describe where the link goes. For example, don’t use generic phrases such as "click here" or "read more." A good hyperlink might read, "watch Microsoft’s video on creating accessible links." Ensure links are active before sending your message.
Add Alt-Text to Visuals
If your email contains visual content, describe it to help people who cannot see it understand its context. When an organization’s logo is included, it is important that the alt-text states what it is, and if it contains any textual information, such as the company name or slogan. Do not describe every detail of the logo. Visuals include images, pictures, graphics, shapes, charts, etc.
By implementing these best practices, you can make your email content more accessible and ensure that your message reaches its intended audience effectively.
References
Microsoft’s video: improving accessibility with alt text
Microsoft’s videos: Creating accessible tables in Word
Email Accessibility: Complete Guide with Best Practices for Marketers
Email Accessibility: Your Ultimate Guide
The Image Guidelines from the Diagram Center
