Accessibility in Your Everyday Emails

Have you ever come across an email written in multiple languages, which made it very difficult to understand?

How can you structure your emails to ensure that the content is communicated in the intended language?

Let’s explore some tips to make your emails accessible for all, including those with diverse needs.

April Spotlight! Create Distinct English and French Sections

This means using only one language at a time. For example, if you start with the French section, include all details—such as the message, instructions, visual elements, and signature block—before moving on to the English section. Don’t forget the importance of improving accessibility in bilingual emails using the proofing language feature.

Tip 1: Use a French digital signature at the end of your French section and an English signature in your English section.

Tip 2: If you use any visuals in your emails, make sure they’re the same in both the French and English sections. All visuals — including logos, banners, images, icons, and diagrams — must have unilingual alternative text (alt text). If you’re not sure how to add alt text, refer to the IT Accessibility Office (ITAO) article on how to give non-text content a voice using alternative text.

Important! Structuring your emails using distinct sections for English and French enhances accessibility for all. This approach improves readability, helping the information flow more smoothly, reducing cognitive load, and making it easier to understand the content. Additionally, providing unilingual alternative text for visuals (logos, banners, images, icons, and diagrams) ensures that everyone, regardless of their abilities, can fully access and understand your content.

Stop Endless Scrolling! With a Single Click, Direct Your Audience to the Content They Need.

This is particularly helpful for those with low vision or motor impairments, because it helps them navigate emails without excessive scrolling. Here is how to use this feature in three simple steps:

  1. Depending on how you defined your language sections, include navigation text, such as “English follows the French” or “Le français suit l’anglais” (French follows the English) at the top of your email.
  2. Bookmark sections by selecting the section of your email that you want to bookmark and placing your cursor at the beginning of that section.
    • On the ribbon menu, go to the Insert tab and select Bookmark.
    • The Bookmark dialogue box will appear. Name your bookmark (e.g. English or French).
  3. Next, link your bookmark to the new navigation text.
    • Return to the top of your email and select your navigation text (“English follows the French” or “Le français suit l’anglais” [French follows the English]).
    • On the Ribbon menu, go to Insert and select Link. You can also use your mouse to right-click, then select Link, and Insert Link, or use CTRL + K as a keyboard shortcut.
    • The Insert Hyperlink dialog box will appear. Select Place in This Document and choose the bookmark you created. Then, choose OK.

ITAO is here to support all Employment and Social Development Canada (ESDC) employees by providing IT Accessibility expertise. If you need assistance or have any questions, don’t hesitate to send us a request by using the ITAO request intake tool. You can also contact us directly at edsc.ti-it.a11y.esdc@hrsdc-rhdcc.gc.ca.