Content written and managed by the AED COP | Last Updated: August 2021
5
Formatting for Broad Email Distribution
This section details best practices to follow in addition to the checklist to ensure accessibility.
Setting HTML as the Default Outlook Format
HTML is the preferred format over Plain Text for Emails. To set HTML as your default format
in Outlook:
1. Select File > Options > Mail
2. Under Compose Messages, select HTML
Note: When replying to a Plain Text email, you will need to manually select Format Text >
HTML.
Selecting Fonts for Accessibility
Font selection directly impacts people with a variety of disabilities, i.e., dyslexia and color
blindness. Below are some tips for accessible font selection:
1. Serif fonts, like Times New Roman, should be avoided in broad distribution emails.
2. Sans serif fonts, like Arial and Calibri, are acceptable.
3. Avoid the use of italics, script-based or decorative fonts.
4. All font sizes must be at least 12pt.
5. Avoid the use of red or green text. The most common forms of color blindness occur on
these spectrums.
6. For emphasis, use a combination of methods i.e., color, size, boldness, etc.
To create default font settings for all emails, follow these steps:
1. Select File > Options > Mail.
2. Under Compose MailMessages, select Stationery and Fonts.
3. Under Personal Stationery you can determine the fonts used for New Mail Messages
and Replying or Forwarding Messages.