Creating Accessible Emails
The Importance of Accessible Emails
Designing an Email
When tables are used as a layout component, it can be confusing for users who rely on assistive technology to perceive content. Native tools such as text and columns should be used instead to create a layout that is accessible to all users. In addition, content should be responsive and follow a logical order of elements when read.
Choose a text color that maintains a sufficient contrast ratio against the background (4.5:1 for normal text, 3:1 for larger text).
Avoid using color as the sole indicator of information, as your message could be misinterpreted by people who can't see color. It is recommended to use shape or text differences (such as bold font or italics) along with color to convey information.
It is important to consider that some users may turn off images in their email clients, and people with vision impairments may not be able to view the image. If the image conveys information, it must have an alternative text that conveys the content.
How to add alt text in an email
Outlook: Right-click on the desired image and select "Edit Alt Text..."
Gmail: After adding an image, image options will be displayed directly below the image. Select "Edit alt text"
Composing an Email
When composing an email, it is recommended to follow these guidelines for text to ensure accessibility:
- Use a legible font
- Keep text at a reasonable size, around 11 or 12pt font
- Align to the left instead of centered or justified
- Use short paragraphs for text
- use plain language
- Use link text that is descriptive and indicative of the destination
It is best to avoid excessive use of emojis or using them as the sole indicator of information, as it can cause difficulties for users who rely on assistive technology.
Documents are often not accessible and can be difficult to remediate. Before you attach a document in an email, consider whether the information could be added to the body of the email. If it is necessary to attach the document, ensure that it is accessible. Follow practices such as tagging the document with headings, adding alternative text to images, and maintaining sufficient color contrast ratios.
When you embed a video or audio player in an email, ensure that the content has accurate captions and/or transcripts. Ensure that media player controls, such as play and stop, can be accessed via keyboard.
It is recommended to avoid including animations that play automatically when the email is open. This can be disorienting for some users.
Use actual text for your name and contact information within your email signature. If there is a logo in your email signature, ensure that the image has alternative text.