Outlook - Add Accessible Tables and Lists Tutorial

Learn how to make your Outlook emails more accessible by adding clear and concise tables and lists. This essential tutorial ensures that all recipients, including those using screen readers, can easily understand the information you're sharing. Discover how to format your lists, create tables with clear headers, and use the accessibility checker to ensure inclusive communication. Enhance your email content and prioritize accessibility with these simple steps!

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Available in Microsoft365

Objectifs :

This tutorial aims to teach users how to create accessible tables and lists in Outlook emails, ensuring that all recipients, including those using screen readers, can easily understand the shared information.

Chapitres :

Introduction to Accessibility in Emails
In today's digital communication, ensuring accessibility in emails is crucial. This tutorial focuses on how to add accessible tables and lists in Outlook emails, which is essential for making information comprehensible for all recipients, including those who rely on screen readers.
Creating Accessible Lists
To create an accessible list in your email, follow these steps: 1. Select the text you want to format. 2. Click on 'Format Text' in the ribbon at the top of the screen. 3. Choose the type of list you want to create: - Click the bullet icon for a bulleted list. - Click the numbering icon for a numbered list. This process ensures that your lists are properly formatted for accessibility.
Inserting Accessible Tables
To insert an accessible table in your email: 1. Place your cursor where you want the table to appear in the email composition window. 2. Click on 'Insert' in the top ribbon. 3. Select 'Table' and choose the number of columns and rows you need. Adding clear headers to each column is vital. Fill in the first row of the table with simple, concise terms to improve accessibility.
Setting Up Table Headers
To ensure screen readers can correctly identify the column headers: 1. Select the first row of the table. 2. Right-click and choose 'Table Options' from the context menu. 3. Select 'Header Row'. This step allows screen readers to announce the headers, providing context for each piece of data in the table.
Understanding Screen Reader Functionality
Screen readers announce bullet or numbered lists by stating the number of items and whether the list is bulleted or numbered. This functionality helps users understand the structure and order of the information presented in tables, linking each cell to its corresponding header.
Using the Accessibility Checker
Once you have structured your lists and added your table, go to the 'Options' tab and click on the 'Keep it Inclusive' button to analyze your email. A panel will open on the right side of your screen, offering suggestions and alerts about any accessibility issues detected. The checker may flag items like missing alt text for images or other accessibility concerns, providing explanations and quick solution options.
Resolving Accessibility Issues
To resolve detected problems: 1. Click 'Fix This' to address the issue. 2. Alternatively, click 'Check Again' to ensure everything is correct. For example, the accessibility checker may prompt you to add descriptive text for the logo in your signature. Type a brief description and click 'OK'.
Conclusion
By following these steps, you now know how to add accessible tables and lists to your emails. This ensures that all recipients can engage with your content, promoting inclusivity and understanding in your communications.

FAQ :

What are accessible tables and why are they important?

Accessible tables are designed to be easily understood by all users, including those using screen readers. They are important because they ensure that all recipients can engage with the content, regardless of their abilities.

How do I create a bullet or numbered list in Outlook?

To create a bullet or numbered list in Outlook, select the text you want to format, click on 'Format Text' in the ribbon, and then choose either the bullet icon or the numbering icon.

What is the purpose of the header row in a table?

The header row contains titles for each column, which helps screen readers identify the context of the data in each cell, improving accessibility.

How can I check for accessibility issues in my email?

You can check for accessibility issues by going to the options tab in Outlook and clicking on the 'Keep it Inclusive' button. This will open a panel that offers suggestions and alerts about any detected accessibility issues.

What should I do if the accessibility checker flags an issue?

If the accessibility checker flags an issue, it will provide an explanation and a quick solution option. You can click 'Fix this' to resolve the problem or 'Check again' to ensure everything is correct.

Quelques cas d'usages :

Creating Accessible Emails for Diverse Audiences

When sending emails to a diverse audience, including individuals with disabilities, using accessible tables and lists ensures that everyone can understand the information. This is particularly important in professional settings where clear communication is essential.

Improving Team Collaboration

In team environments, using accessible lists and tables in emails can enhance collaboration by ensuring that all team members, regardless of their abilities, can access and understand project updates and tasks.

Enhancing Customer Communication

Businesses can improve customer communication by sending accessible emails that include well-structured tables and lists. This ensures that all customers, including those using assistive technologies, can easily comprehend product information and updates.

Training and Onboarding

During training sessions or onboarding processes, using accessible tables and lists in instructional emails can help new employees understand their roles and responsibilities more effectively, leading to better retention of information.

Glossaire :

Accessible Tables

Tables designed to be easily understood by all users, including those using assistive technologies like screen readers.

Screen Readers

Software applications that convert digital text into synthesized speech, allowing visually impaired users to access content.

Bullet List

A list format that uses bullet points to separate items, making it easier to read and understand.

Numbered List

A list format that uses numbers to indicate the order of items, which helps in understanding sequences.

Header Row

The first row of a table that contains titles or labels for each column, improving clarity and accessibility.

Alt Text

Alternative text that describes images, allowing screen readers to convey the content of the image to users.

Accessibility Checker

A tool that analyzes documents for accessibility issues and provides suggestions for improvement.

00:00:06

we'll demonstrate how to add accessible tables and lists in an outlook email.

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This is essential for ensuring all recipients including those

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using screen readers can easily understand the information you're sharing

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to create an accessible list,

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select the text you want to format,

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click on format text in the ribbon at the top of the screen,

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then choose the type of list you want to create

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either click the bullet icon on the right

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or click the numbering icon next to it.

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While in the email composition window place your

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cursor where you want the table to appear,

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click on insert in the top ribbon,

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select tay

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and then choose the number of columns

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and rose. You need

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add clear headers to each column by filling in

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the first row of the table with simple concise terms

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to improve accessibility, select the first row of the table,

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right, click

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and choose table options

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from the context menu, select header row

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so that screen readers can correctly identify the column headers.

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Screen readers announce bullet or numbered lists by stating the number of items

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and whether the list is bulleted

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or numbered.

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This helps users understand the structure and order for tables,

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screen readers link each cell to its corresponding header,

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giving context to each piece of data.

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Once you've structured your lists and added your table, go to the options tab,

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click on the keep it inclusive button to analyze your email.

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A panel will open on the right side of your

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screen offering suggestions and alerts about any accessibility issues detected.

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The checker might flag items like missing

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alt text for images or other accessibility

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concerns each issue will come with an explanation and a quick solution option.

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Click fix this to resolve the detected problem

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or click check again to ensure everything is correct. After adjusting

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for example,

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the accessibility checker may prompt you to add

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descriptive text for the logo in your signature

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type a brief description.

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Then click. OK.

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And here we are you now know how to add accessible tables and

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lists to your emails ensuring that all recipients can engage with your content.

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