Tips for sending internal Outlook emails

CAS OPERATIONS

Services Model
Communications

 

We know not all emails need to be sent to external audiences using tools like MailChimp. This guide walks you through creating a simple, accessible and professional-looking email layout in Microsoft Outlook. It's ideal for internal announcements, upcoming events, and short informational messages.

 

If you will be including a header image in your email.

Insert a Header Image

  1. Click into the email body area.
  2. Navigate to the Insert tab, click Pictures, select your image.
  3. Click the image once to activate Picture Format on the top toolbar.
  4. Select Alt Text, and in the description box, enter a brief explanation (example: “August Event Banner”).

Recommended Image Size:
600 pixels wide (to ensure it displays correctly across devices)

 

Write Your Message Below the Image

Follow these formatting tips to ensure your email is easy to read and accessible:

  • Font Type: Use email-safe fonts like Calibri, Arial, or Verdana.
  • Font Size:
    • Use 12px for body text
    • Use 18–22px for subheadings or to highlight important info. (Be consistent)
  • Line Spacing: Stick with single or 1.15 spacing for better readability.
  • Text Alignment: Keep your text left-aligned it's easier to read, especially for screen readers.
  • Paragraph Length: Keep paragraphs short, 1 to 3 lines is ideal.
  • Use Bullets or Line Breaks: Break up details into bullet points or short lines so they’re scannable.
  • Avoid Large Text Blocks: Dense paragraphs reduce readability and accessibility.
  • Do Not Use Color Alone for Emphasis: Avoid using color as the only way to convey meaning (e.g., "Important dates in red") use bold or headings as well. This ensures accessibility for people with color vision deficiencies.
  • Refrain from attaching an inaccessible PDF

 

Pro Tips

  • Avoid designing emails in Word or Canva and then pasting into Outlook as this can cause layout issues.
  • Stick to a 600 max width to ensure mobile responsiveness.
  • Use descriptive link text (e.g., “View the full agenda” instead of “Click here”).
  • You can ONLY send to 50 or less people via an Outlook email, at a time per IT policy.
    • Consider using a Google Group for repeated bulk emails to build an archive.

 

Keep the Formatting Clean

To ensure readability and accessibility:

  • Use bold or color sparingly to highlight key info
    (prefer dark blue for contrast; avoid red/green)
  • Use bullet points for clarity
  • Avoid using background images or patterns
  • Do not underline text unless it’s a clickable link

 

Test Before Sending

To catch any formatting or accessibility issues:

  1. Send a test email to yourself.
  2. Review on both desktop and mobile.
  3. Turn off images in your email client (or open on a slower connection) to confirm:
    • Alt text is visible
    • Text formatting remains clean and readable

 

Example email:

[Header Image]

Hi everyone,

We’re excited to announce our upcoming [Event Name] on [Date]!

Here’s what you need to know:

-  Location: [Address or link]

-  Time: [Start–End time]

-  RSVP: [Instructions or link]

Looking forward to seeing you there!

Best,  

[Your Name / Team Name]

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