Goucher is committed to making all digital communications accessible to our entire community. The following best practices will help you create emails that everyone can read and engage with, including those using assistive technologies.

• Include all important details in the body of the email
  Provide all key information as text. If you include a flyer or image, be sure the same information is also written in the body of your message (e.g., event names, dates, times, locations). Images or flyers should never be the only source of information.

• Add alternative text (alt text) to images
  Alt text provides a short description of the image for people using screen readers. In Outlook, right-click the image → View Alt Text → enter a meaningful description.

• Use clear structure
  Break content into headings, short paragraphs, and bullet points. This makes emails easier to scan and navigate for all readers.

• Ensure good color contrast
  Choose text and background colors with strong contrast. Avoid combinations like light gray on white or red on green.

• Avoid relying on color alone
  For example, don’t say “Click the green button” without also labeling it clearly.

• Write descriptive links
  Instead of “click here,” use links that explain their destination (e.g., View the Orientation Schedule).

• Run the accessibility checker
  Outlook has a built-in accessibility checker:

  • In a new message, go to Review → Check Accessibility.
  • The tool will flag potential issues and suggest fixes.
  
  
• Keep attachments accessible
  If you must attach a PDF, Word document, or PowerPoint, make sure the file is accessible (e.g., use proper headings, add alt text to images, and ensure text can be selected (not just a scanned image).

Why this matters

Accessible communication is more than a compliance requirement—it’s a reflection of Goucher’s values. Your efforts ensure that all members of our community, including those using assistive technologies, can fully access and engage with campus communications.

If you’d like additional resources or training, please reach out to access@goucher.edu with any questions or suggestions.