Email structure and organization

Why email structure matters

Well-structured emails are essential for accessibility because they help users with disabilities understand and navigate your message. Screen reader users rely on proper headings to jump between sections, while users with cognitive disabilities benefit from clear organization and short paragraphs.

Poor email structure can make messages confusing, difficult to navigate, and inaccessible to many users. By using proper headings, paragraphs, and organization, you ensure your emails are accessible to everyone.

Using headings in emails

Headings provide structure and navigation points for your email content. Use Outlook's built-in heading styles rather than manually formatting text to look like headings.

Paragraph structure

Keep paragraphs short and focused on one main idea. This makes your emails easier to read and understand for all users, especially those with cognitive disabilities or attention disorders.

Guidelines for paragraphs:

• Limit paragraphs to 3-4 sentences
• Use white space between paragraphs
• Start each paragraph with the main point
• Use simple, clear language

Information organization

Organize your email content in a logical order that helps recipients understand your message quickly:

1. Purpose: State the main purpose of your email early
2. Details: Provide necessary details and context
3. Action items: Clearly identify what actions are needed
4. Timeline: Include relevant dates and deadlines

Best practices

• Use Outlook's built-in heading styles (Heading 1, Heading 2, etc.)
• Create a logical hierarchy with your headings
• Keep paragraphs short and focused
• Use white space to separate content sections
• Start with the most important information
• Include a clear call to action when needed
• Review your email structure before sending

Related WCAG resources