Outlook: Creating an Accessible Email Signature

Overview

An accessible email signature ensures all recipients can read and understand your contact information.

Considerations

• Use readable fonts (Arial, Verdana, Aptos).
• Minimum font size: 12 pt.
• Left-align all text.
• Simple tables can be used. Avoid merging cells for stylistic effects. 
• Use descriptive hyperlinks.
• Add alt text to logos and images.
• Limitations may apply based on Windows or Mac desktop application and webmail. 

Steps

1. To access your email signature in Outlook, go to Settings (gear icon) > Account > Signatures. 
2. Click Add signature. 
3. Under Format text, type your signature and insert your email address and any images, such as a department or school logo, if needed. 
4. Apply accessible fonts, such as Aptos, to all text in your signature. Make sure the font size is 12 points or larger. 
5. Make your email address a hyperlink by inserting the email address into the Web address field. 
6. If your signature includes an image, add alternative text, right-click on the image, and select Edit alt text. Provide a meaningful and concise description. 
   Note: Adding alt text to images is only available in app versions of Outlook. 
7. Once you are finished setting up your signature, name the new signature and click Save. 

Additional Resources

• How to add and change an email signature in Outlook (Microsoft Support Guide)