Checklist for MS Outlook Messages
Please note that all links open in a new window, so you can read an explanation, close the window and continue reviewing your checklist. The keyboard command to close the current window is Control + F4.
Checklist compiled from information found in the Microsoft accessibility pages, opens in a new window and the 508 checklist, opens in a new window
provided by the Department of Health and Human Services.
Introduction
Outlook supports 3 formats to send and receive e-mail messages, HTML, Rich Text Format and Plain Text.
- Rich Text: Is only compatible with Outlook and Microsoft Exchange and consequently not a recommended format for consistency across email platforms.
- Plain Text: Does not support any formatting, including font size, but is nevertheless one of the most reliable ways to guarantee your email is readable by any platform and is very accessible.
- HTML is Outlook’s default format. One of the best ways to ensure your email is accessible in this format is to avoid over (or any) personalization. Microsoft Office products already use sans serif fonts, accessible color schemes, and semantically tagged styles by default. Merely increasing the font size to 12 or 14 points is enough to ensure broad accessibility.
Important: Be careful when pasting content into an email from other sources. This can often bring inaccessible formatting into the message. If unsure of the source formatting use the “Keep Text Only” option when pasting and then add any desired formatting using the standard Outlook composition tools contained in this checklist.
Download Accessible MS Outlook Checklist
Message basics
I used a sans serif Typeface/Font of a minimum of 12 point
- Why is font important in Outlook?, opens in a new window
- How to select font in Outlook, opens in a new window
- How to easily check the font in your messages, opens in a new window
I avoided using all capital letters and excessive italics or underlines
I included ample white space between sentences and paragraphs
- Why is spacing important?, opens in a new window
- How to create ample spacing in a message, opens in a new window
- How to easily check spacing in your message, opens in a new window
I use sufficient contrast for text and background colors
- Why is color contrast important in Outlook?, opens in a new window
- How to adjust the contrast in my messages, opens in a new window
- How to easily check the color contrast, opens in a new window
Message Structure
I used built-in tools to create headings
- Why are headings important in Outlook?, opens in a new window
- How to create headings in my messages, opens in a new window
- How to easily check headings in messages, opens in a new window
I use built-in tools to create bulleted list and ordered lists
- Why are lists important in Outlook?, opens in a new window
- How to create lists in my messages, opens in a new window
- How to check the lists in my messages, opens in a new window
I used a simple table structure, and specified column header information
- Why are tables important in Outlook?, opens in a new window
- How to create tables in my Outlook messages, opens in a new window
- How to check tables in Outlook, opens in a new window
Visuals, color and hyperlinks
I added alt text to visuals and tables that are part of my communication (message body)
- Why is alt text important in Outlook?, opens in a new window
- How to add alt text to visuals in my message, opens in a new window
- How to check that visuals are accessible in Outlook, opens in a new window
I made sure I attached and gave descriptive names to all images intended for purposes other than my communication
- Why is it important to attach some images?, opens in a new window
- How to rename and attach an image, opens in a new window
- How to check the attached image, opens in a new window
I made sure color is not the only means of conveying information in my message
- Why is it important to use text in addition to color?, opens in a new window
- How to add text to convey meaning, opens in a new window
- How to check color and other sensory characteristics, opens in a new window
I created descriptive hyperlinks and screen tips
- Why are hyperlinks important in Outlook?, opens in a new window
- How to add descriptive links, opens in a new window
- How to check hyperlinks in Outlook, opens in a new window