Accessible Email Templates

What it is

The IT Accessibility Office has created accessible email templates that are available for use in Outlook. These templates are pre-formatted email messages designed with accessibility features built in from the start.

These templates include:

• Proper heading structure: Correctly nested headings for screen reader navigation
• Skip links and bookmarks: For bilingual communications
• Accessible formatting: Appropriate fonts, sizes, and color contrast
• Semantic HTML: Proper use of lists, headings, and other structural elements

Why it matters

Using accessible email templates ensures your communications are barrier-free for all recipients, including those who use assistive technologies.

Accessible templates help because they:

• Save time: No need to recreate accessible structures for each email
• Ensure consistency: All communications follow the same accessible format
• Reduce errors: Pre-built accessibility features mean fewer chances to forget important elements
• Meet requirements: Help you comply with accessibility standards
• Improve user experience: Benefit all users, not just those using assistive technology

How to use email templates

Downloading the templates

The accessible email templates are available from the IT Accessibility Office. Download and save them to your computer before customizing them for your specific needs.

Opening a template in Outlook

1. In Outlook, go to the Home tab
2. Click New Items > More Items > Choose Form
3. In the "Look In" dropdown, select User Templates in File System
4. Navigate to where you saved the template
5. Select the template you want to use
6. Click Open

Customizing the template

When using a template:

• Replace placeholder text with your actual content
• Maintain the heading structure - don't remove or re-order headings
• Keep skip links and bookmarks intact for bilingual content
• Add your content while preserving the template's accessibility features
• Follow any instructions included in the template

Saving your customized template

If you customize a template for repeated use:

1. Make your changes to the template
2. Go to File > Save As
3. In "Save as type," select Outlook Template (*.oft)
4. Give your template a descriptive name
5. Choose a location to save it
6. Click Save

Available templates

The IT Accessibility Office provides the following accessible email templates:

Email From Employee Template

This template is designed for individual employee communications. It includes:

• Proper heading hierarchy for organizing content
• Pre-formatted sections for common email elements
• Accessible structure for attachments and links

Best used for: Regular email communications, updates to colleagues, and professional correspondence.

Email for Mass Communication Template

This template is optimized for communications sent to large groups. It includes:

• Bilingual structure with skip links and bookmarks
• Clear heading organization for long-form content
• Sections for English and French content
• Accessible formatting for announcements and updates

Best used for: Departmental announcements, team-wide updates, bilingual communications, and newsletters.