E-mails

Making emails accessible

This information refers to Microsoft Outlook. The same principles apply to other software packages. This information refers to Microsoft Outlook and instructions may relate to specific versions. The same principles apply to other software packages.

Summary

To send accessible emails use:

Plain format.
*word* for a word in bold.
Engaging subject lines.
Descriptive attachment file names.
Notifications for attachments and voting buttons

Format

Send emails in plain text format. This allows readers to view the email with their preferred display settings.

To change your email format to plain text, go to Tools > Options > Mail format.

Avoid rich text (RTF) and HTML format emails as they embed the sender's visual display settings and override the recipient’s. Attachments in RTF emails cannot be found by certain reader programmes, including Jaws.

Bold text

In plain text mail format, where no formatting options are available, asterisks can be used to format a word or phrase in bold, for example *word* = word.

Subject line
Choose a brief, engaging subject line. Most people receive a lot of emails and may not have time to read all of them. Make yours attractive to the reader.

Attachment file names

Use clear, descriptive attachment file names. For example, name your attachment ‘AnnualReport2009.doc’ rather than ‘ARfinal.doc’.

Capitalising each letter of the filename prevents screen reader programs from saying the file name as a single word.

If you are sending attachments, specify what you are sending in your email. If you are sending more than one format or file, specify this too. For example, ‘Please find attached a Word and a text only version of the ODI 2009 Annual Report' or ‘Please find attached the 2009 Annual Report and the January Annual Meeting minutes’.

Voting buttons

Tell the recipient if you have used voting buttons on your email. Include a line such as ‘Vote for your preference using the “Actions” menu or your toolbar buttons'. Users of certain screen reader programmes, for example Jaws, will miss voting buttons as they are not automatically announced by the Jaws screen reader program.