Email is one of the most common ways the University of Iowa communicates with students, faculty, staff, and the public. This page provides general guidance for creating accessible email communications, focusing on the tools used most on the UI campus–Microsoft Outlook and Dispatch. 

You’ll find practical tips, tools, and best practices to help ensure your messages are readable, understandable, and usable by everyone–including people who use assistive technologies. 

Shared tips for Outlook and Dispatch

No matter which tool you use, these best practices apply to all email communications:

• Write in plain text whenever possible.
• Use built-in formatting tools (bulleted lists, numbered lists, etc.) when possible instead of manually formatting the text.
• Avoid using extra spaces, tabs, or line breaks to create visual spacing, as these can be confusing to screen readers.
• Keep messages concise and well-organized.
  • Subject lines should clearly summarize the purpose of the email.
  • Avoid vague subjects like "Update" or "Important" when more context can be provided.
• Add meaningful links when available.
  • Use descriptive link text that explains the destination (for example, "View the registration form").
  • Avoid using raw URLs or phrases like "click here."
• Include alternative text for images.
  • Avoid attachments when content can be shared via accessible web pages. If an attachment is necessary, ensure they are accessible.
  • Add alt text to images that convey meaning, such as logos, charts, or informational graphics.
  • Decorative images that do not add meaning can be marked as decorative.
  • Do not rely on images alone to communicate important information.
• Be mindful of color and emphasis.
  • Ensure sufficient contrast between text and background colors.
  • Do not rely on color alone to convey meaning (for example, "items in red are required").
  • Use bold sparingly for emphasis; avoid excessive italics or all caps.