UCSF IT-approved mass emailing tools are listed on the UCSF Bulk Email Standard page. 

Accessible Emails

Do's and Don'ts

• Use Outlook's built-in accessibility checker:
  • In Outlook, go to File > Options > Accessibility (or Settings > General > Accessibility) and check the boxes for the following options:
    • Ask senders to send content that’s accessible
    • Show error notifications and action confirmations until I dismiss them.
• Use simple language and scheduling information – aim for 5-8th grade reading level and include the event date, time, and location in the body of the message.
• Organize content with clear headings and an intuitive structure for a screen reader to correctly navigate through the email.
• Use alternative text (alt text) to describe all important images.
• Left-align text instead of centered or right-justified.
• Confirm color contrast accessibility standards for contrast ratios are met.
• Build from an accessible template if using templates. Check with The Studio by UCSF Documents and Media, which is an internal resource for designing templates.
• Test how email drafts look in various email clients (Outlook desktop and Office 365) and on different devices (including a screen reader, if possible).
• Repeat attachment text verbatim in the body text of the email.
• Do not assume that email messaging systems like Constant Contact and Emma have built-in accessibility checkers.
• Do not forget to include the following in the email body text:
  • text in an image banner
  • event date, time, and location in an image
• Do not include attachments unless they have been checked for accessibility.