Accessibility checker in Outlook

Using the accessibility checker

Outlook includes a built-in accessibility checker that helps identify potential accessibility issues in your emails before you send them.

How to run the accessibility checker:

  1. Compose your email
  2. Go to the Review tab
  3. Click "Check Accessibility"
  4. Review the results in the Accessibility panel
  5. Fix any identified issues
  6. Run the checker again to verify fixes

Tip: You can also access the accessibility checker by pressing Alt + R + A + R on Windows.

Common accessibility issues

The accessibility checker looks for several types of issues that can affect email accessibility:

Images without alt text

  • Issue: Images that don't have alternative text
  • Impact: Screen reader users can't understand image content
  • Fix: Add descriptive alt text or mark as decorative

Poor color contrast

  • Issue: Text that doesn't have sufficient contrast with background
  • Impact: Difficult to read for people with visual impairments
  • Fix: Use darker text or lighter background colors

Non-descriptive link text

  • Issue: Links with vague text like "click here"
  • Impact: Screen reader users can't understand link purpose
  • Fix: Use descriptive link text that explains the destination

Missing document structure

  • Issue: Content without proper headings
  • Impact: Difficult for screen readers to navigate
  • Fix: Use built-in heading styles to structure content

Fixing identified issues

When the accessibility checker finds issues, it provides specific guidance on how to fix them.

Working with the accessibility panel:

  1. Click on an issue: The checker will highlight the problem area
  2. Read the explanation: Understand why it's an accessibility issue
  3. Follow the suggested fix: The checker provides step-by-step instructions
  4. Verify the fix: Check that the issue is resolved
  5. Move to the next issue: Continue until all issues are addressed

   Good practice

Run the accessibility checker before sending important emails, especially those going to large groups or external recipients. This helps ensure your message is accessible to everyone.

Best practices

  • Run the accessibility checker before sending emails
  • Address all issues identified by the checker
  • Learn from the checker's suggestions to improve future emails
  • Don't rely solely on the checker - manual review is also important
  • Test your emails with different screen readers when possible
  • Keep the accessibility checker enabled for real-time feedback
  • Share accessibility best practices with your team
  • Stay updated on new accessibility features in Outlook
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