Cameron Students posing for a picture on Campus

Web Management

Email Accessibility

The following information will assist you in ensuring the emails you send meet accessibility rules under WCAG 2.1, Level AA and that your emails are inclusive and accessible to all recipients.

Who Has to Follow WCAG Rules?

  • Public universities, community colleges, and public schools
    • This includes all CU departments and offices, all CU faculty and staff, and all CU Campus Organizations using official CU Social Media pages, the CU website, and CU email accounts
    • This also includes third-party content posted by CU, content posted by a contractor or vendor on behalf of CU, and tools and/or platforms that allow third parties to post content on CU official platforms (website, social media pages, and email)
  • State and local government offices, police departments, courts, election offices, transit agencies
  • Public hospitals and healthcare clinics
  • Public parks and recreation programs, public libraries

Requirements and Best Practices:

  • Avoid the use of emojis.  They contain embedded alternative text (alt text) that requires a screen reader to read all of the alt text, which can overwhelm the user.
  • Use a descriptive subject line that clearly states the topic.
  • If you insert links, URLs, or website addresses in your email, you must provide descriptive text instead of "Click here."  An example of descriptive link text is "Read our accessibility guide: [Link}." 
  • Provide alt text for all images (graphics, logos, business cards, signature cards, or any other visual element) included in the email. Alt text should explain key visual details. The alt text should be short and sweet: not too descriptive - just important details to get the context, meaning, and function across. Never use the alt text field for anything other than alt text and accessibility.
  • Include the full content of any flyer or graphic in the body text of the email. (This means you must type all information from the flyer into the body of the email). Avoid text-heavy images.
  • Use accessible fonts and maintain high color contrast (example: dark text on a light background).
  • If you attach a document to your email (such as a PDF or Microsoft Word doc), you must ensure that it passes the ADA accessibility checker with no errors prior to attaching it to your email. Both Adobe and Microsoft Word have accessibility checkers within the software.
  • Use high contrast in graphics.  Ensure that text meets the Color Contrast minimum of 4.5:1.  NOTE: Yellow or gold text on a white background or white text on a yellow or gold background DOES NOT meet this minimum. For text that is considered "large" (defined as 14-point bold or 18-point regular), the minimum contrast ratio is 3:1. This is because larger text is generally easier to read. Keep in mind that certain color combinations (such as red and green) may be problematic for users who are color-blind.
  • Design simple graphics with minimal copy.  Avoid centered, justified, or right-aligned text as it is problematic for screen readers and users with cognitive disabilities.  Script (cursive) text should also be avoided as most screen readers can not properly decipher the text.
  • Create a text-based email signature (avoid image-only signatures).
  • Avoid using only color to convey meaning (example: red text for important information).
  • Organize content with clear headings, bullet points, or lists.
  • Microsoft Outlook contains an accessibility checker within the software.  You should always run an accessibility check before sending an email.

To Run the ADA Accessibility Checker in Microsoft Outlook:

  1. Go to the top menu bar and select Review
  2. Select Check Accessibility
  3. If your email contains any errors, they will be listed in a panel on the right side of the screen

To Add Alt Text to an image or graphic in your email:

  1. Insert the image or graphic in your email
  2. Right click the image or graphic and scroll down to Edit Alt Text
  3. Enter your alt text in the alt text box that will appear on the right side of your screen
  4. Click the X in the top-right corner of the alt text box to close the menu when you are finished entering your alt text

If you run the accessibility checker and see the "missing alternative text" error message, complete the following steps to add alt text:

  1. Click the item listed as missing alt text.  It might be labeled "picture one," "picture two," etc.
  2. Click the drop-down arrow on the right side
  3. Click add a description 
  4. In the alt text box, you will enter 1-2 sentences describing the image. 
  5. After you type the alt text you can use the X to close box the alt text box and the accessibility checker box
  6. Your email is ready to send!

Email Signature Check:

  1. Open your email, select New Email or your email signature
  2. Review for accessibility
    • Is your signature text-based (not just an image)?
    • Does it include clear, plain text contact information?
    • If I use a logo or photo, does it have alt text?
    • Is the font easy to read and high contrast?
    • Are icons Unicode text rather than decorative images?

Accessible Signature Example:

(You don't need the extra space between lines of text - the spacing below is pre-set on our website and can't be changed).

Rhonda Young

Web Manager

Cameron University

ryoung@cameron.edu/580-581-6711