Descriptive links in emails

Writing descriptive link text

Descriptive link text tells users exactly what will happen when they click a link. This is especially important for screen reader users who may navigate by jumping from link to link.

Good link text should be:

  • Descriptive and specific
  • Meaningful when read out of context
  • Concise but informative
  • Action-oriented when appropriate

Providing context

When possible, provide context about where the link leads or what will happen when users click it.

Include information about:

  • The destination page or site
  • File type (if linking to a document)
  • File size (for large documents)
  • Whether the link opens in a new window

Examples

   Good examples

Document links:

  • Good: "Download the quarterly budget report (PDF, 2.3 MB)"
  • Good: "View the project timeline (Excel spreadsheet)"

Website links:

  • Good: "Register for the accessibility training workshop"
  • Good: "Read the full policy on the company intranet"

Email links:

  • Good: "Email Sarah Johnson with questions"
  • Good: "Send feedback to the HR department"

   Bad examples

Vague link text:

  • Bad: "Click here"
  • Bad: "Read more"
  • Bad: "Download"
  • Bad: "Visit this page"

Non-descriptive URLs:

  • Bad: "https://www.company.com/documents/2024/budget/Q1/final_report_v3.pdf"
  • Better: "Q1 Budget Report (PDF)"

Follow these steps to create accessible links in Outlook:

  1. Type descriptive text that explains where the link goes
  2. Select the text
  3. Press Ctrl+K or click the Link button
  4. Enter the URL in the Address field
  5. Click OK

Avoid: Pasting bare URLs into your email. Instead, always use descriptive link text.

Best practices

  • Use descriptive text that explains the link destination
  • Avoid generic phrases like "click here" or "read more"
  • Include file type and size for document links
  • Keep link text concise but informative
  • Make sure links work when read out of context
  • Use action words when appropriate (download, register, submit)
  • Test links before sending your email
  • Consider mentioning if links open in new windows
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