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Day 6: Write Accessible Email Communications

Compose an accessible email by taking format, font, and signature into consideration.

HTML is the most accessible format for screen readers because it enables headings and alt text. Using a San-serif font (such as Arial or Verdana, which are pre-installed on all operating system platforms) at least 12-points in size improves readability for recipients who are neurodiverse or visually impaired. And an accessible signature allows users of screen readers to access contact information. Follow the steps detailed below to create an accessible email.

Defaulting to HTML Format:

  1. Open Outlook.
  2. Go to the “File” tab.
  3. Select “options.”
  4. Choose “Mail.”
  5. Move to “Compose Messages.”
  6. Navigate to “Compose Messages in this Format.”
  7. Select “HTML.”

Setting an Accessible Font:

  1. Open Outlook.
  2. Go to the “File” tab.
  3. Select “Options.”
  4. Move to “Mail.”
  5. Navigate to “Stationery and Fonts.”
  6. Choose “Stationery and Fonts.”
  7. Navigate to “New Mail Message.”
  8. Choose “Font.”
  9. Choose a San-Serif font like “Arial or” “Verdana.”
  10. Increase your font size to at least “12.”
  11. Confirm your font choices.

Creating Accessible Signatures:

  1. Open Outlook.
  2. Navigate to the “Insert” tab.
  3. Choose “Signature.”
  4. Choose “Signatures.”
  5. Select “New.”
  6. Name your signature.
  7. Select “OK.”
  8.  Input your signature information.
  9. Select “OK.”
  10. To add your newly created signature, return to the “Insert” tab.
  11. Select “Signature.”
  12. Select your recently created signature

Note: You can improve your emails’ accessibility with other techniques, which we will share throughout the 21 Day Challenge.

If you found today’s challenge useful, let us know by tagging #ABD21DayChallenge and #AccessibleByDesign.