Outlook: Using the Accessibility Checker

Overview

The Accessibility Checker in Outlook helps identify and fix common accessibility issues in emails. It provides guidance while you work, making it easier to create inclusive and accessible messages before sending.

Considerations

• The Accessibility Checker is not 100% accurate and should not replace thoughtful design decisions.
• Headings may technically pass the check but still lack meaningful structure.
• Focus on content first, then visual design, and finally run the Accessibility Checker.
• Keep the Accessibility pane open while editing to address issues in real time.
• It is helpful to scan the initial document for accessibility issues and then rescan the email with the Accessibility Checker to ensure it is accessible before sending it.

Steps for accessing the Accessibility Checker

Options for accessing the Accessibility Checker differs from system to system. For detailed information relating to the Outlook application (classic and new), Outlook Web (365), or Outlook for Mac, please see the Microsoft Support guide: Improve accessibility with the Accessibility Checker. 

Windows (PC) app

For detailed instructions, watch the DAE Outlook Accessibility Checker for Windows video. 

1. While composing a new e-mail, select the Options tab in Outlook.
2. Choose Check Accessibility.
3. The Accessibility pane opens to the right of the e-mail message.
4. Review the issues and fix any listed directly from the pane or from within the message.
5. Rerun the checker for a final check of the message before sending. 

macOS

For detailed instructions, watch the DAE Outlook Accessibility Checker for macOS video. 

Accessing from the Message Toolbar

1. While composing a new email or replying to a message, select the Check Accessibility button in the message toolbar.
   NOTE: If the option is not visible:
   • Select the three dots (More items).
   • Choose Customize Toolbar.
   • Drag Check Accessibility into the toolbar.
2. The Accessibility pane opens to the right of the e-mail message.
3. Review the issues and fix any listed directly from the pane or from within the message.
4. Rerun the checker for a final check of the message before sending. 

Accessing from Edit Tab

1. While composing a new message or replying to a message, select Edit tab. 
2. The Accessibility pane opens to the right of the e-mail message.
3. Review the issues and fix any listed directly from the pane or from within the message.
4. Rerun the checker for a final check of the message before sending. 

Additional Resources 

• Make your Outlook email accessible to people with disabilities (Microsoft guide)