Outlook - Improving email accessibility Tutorial

In this video, you will learn about improving email accessibility using Microsoft 365. The video covers the importance of making your emails accessible to all users and provides tips on how to achieve this.
It demonstrates how to use the built-in accessibility tools in Outlook to check and optimize your emails for accessibility.
This will help you ensure that your emails are readable for all users, including those with visual impairments.
By following these best practices, you can make your email communication more inclusive and accessible.

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Available in Microsoft365

Objectifs :

The objective of this video is to educate viewers on how to create accessible emails for individuals who use screen readers, ensuring that email content is formatted correctly and is easy to read for everyone.

Chapitres :

Introduction to Email Accessibility
Every day, thousands of people send and receive emails, and many rely on screen readers to access this information. It is crucial to ensure that emails are accessible to all users, including those who utilize screen reading technology.
Using HTML Format for Emails
To enhance accessibility, emails should be formatted using HTML rather than plain text. HTML allows for the inclusion of links, text lists, and alternative text for images, making the content more interactive and informative. When composing a new message, ensure that the HTML option is selected in the format text tab.
Setting Default Email Format
To set HTML as the default format for your emails, navigate to the options menu, then to mail settings. Here, you can select the format for composing messages, ensuring that all outgoing emails are accessible from the start.
Choosing Accessible Fonts
When formatting your text, use simple Arial fonts that are larger than 12 points. Select colors that contrast well with the background to enhance readability. To make important text stand out, combine various features such as color, size, and bolding. This is particularly important for individuals with color blindness, as relying solely on color may not effectively communicate differences.
Setting Default Fonts and Themes
You can set a default font for all your emails by going to options, then mail, and selecting stationary and fonts. Here, you can establish the default font for new messages as well as for replies and forwards. Additionally, choose an accessible theme or background that features high color contrast and avoids background lines or images that could hinder readability.
Conclusion
In summary, creating accessible emails involves using HTML formatting, selecting appropriate fonts and colors, and setting default options that enhance readability. By following these guidelines, you can ensure that your emails are accessible to all users, including those who rely on screen readers.

FAQ :

What is a screen reader and how does it work?

A screen reader is a software tool that converts text displayed on a screen into speech or braille, allowing visually impaired users to access digital content. It works by interpreting the HTML structure of a webpage or document to read out the text and describe elements like links and images.

Why should I use HTML format for emails?

Using HTML format for emails allows you to include links, images, and formatted text, making your messages more engaging and accessible. It ensures that screen readers can interpret the content correctly, enhancing accessibility for visually impaired recipients.

What font size and type should I use for accessible emails?

It is recommended to use simple Arial fonts larger than 12 points for better readability. This helps ensure that the text is clear and accessible to all users, including those with visual impairments.

How can I improve color contrast in my emails?

To improve color contrast, choose a color for your text that stands out against the background. Avoid using colors alone to convey information, as this may not be effective for individuals with color blindness. Instead, combine color with other features like size and bolding.

What is an accessible theme and why is it important?

An accessible theme is a design that prioritizes readability and usability for all users, including those with disabilities. It typically features high color contrast and avoids distracting background images or patterns, ensuring that content is easy to read.

Quelques cas d'usages :

Creating Accessible Email Newsletters

When designing email newsletters for a diverse audience, using HTML format allows for the inclusion of images and links while ensuring that the content is accessible to screen reader users. By selecting appropriate fonts and colors, you can enhance readability and engagement.

Corporate Communication

In a corporate setting, ensuring that all internal communications are sent in HTML format with accessible themes can improve inclusivity. This approach allows employees with visual impairments to receive and understand important information without barriers.

Educational Outreach

Educational institutions can apply these principles when sending emails to students and parents. By using accessible formats and themes, they can ensure that all communications are clear and understandable, fostering an inclusive environment.

Marketing Campaigns

For marketing campaigns, using accessible email design can broaden the reach of your message. By ensuring that emails are readable by screen readers and visually appealing, you can engage a wider audience and improve customer satisfaction.

Glossaire :

Screen Reader

A software application that enables visually impaired users to read the content of a computer screen through text-to-speech or braille display.

HTML

HyperText Markup Language, the standard language used to create and design documents on the web, allowing for the inclusion of links, images, and formatted text.

Plain Text

Text that does not contain any formatting, such as bold or italic styles, and is typically displayed in a single font.

Arial Font

A sans-serif typeface that is widely used for its clean and modern appearance, recommended for accessibility due to its readability.

Color Contrast

The difference in luminance or color that makes an object distinguishable from other objects and the background, crucial for readability.

Color Blindness

A visual impairment that affects the ability to distinguish between certain colors, which can impact how information is perceived.

Accessible Theme

A design choice for digital content that ensures readability and usability for all users, including those with disabilities.

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Thousands of people send and receive

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many emails every day, and some people

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use a screen reader to read them.

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We must therefore ensure that they

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are accessible to all screen reader

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works with HTML rather than plain text.

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Using this format,

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emails can include links,

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text lists and all text for images.

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When opening a new message,

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check in the format text tab that

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the HTML option is selected to set

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this default format in options,

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then mail you can select here the

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format to compose the message is.

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This format allows you to format your text.

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Use simple arial fonts larger

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than 12 point and a color that

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contrasts well with the background.

00:00:46

To make text stand out.

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Choose a combination of several

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features such as color,

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size and bolding,

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because color alone may not be

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enough to communicate the difference

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to people with color blindness.

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You can also set a default font

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for all emails.

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In options mail,

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click on stationary and fonts set the

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default font for new mail message as

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well as replying or forwarding message.

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You can also pick an accessible

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theme or background select theme.

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Choose one that uses high color

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contrast with no background lines or

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images that could prevent readability.

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Do not use a theme, will remain

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in any case the most readable.

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