Document Specific Guidelines

One of the most common ways assistive technologies move through documents is through headings; therefore properly formatting headings are one of the most important things you can do to create accessible material. By convention, there is only one Heading 1 (H1) per document: the title. However, provided you remain consistent with H1 usage, using the Title Style for the document title does not alter the overall accessibility of the document.

Headings should be assigned in order of importance beginning with H1 and decreasing in importance under main topics (H2, H3, H4, H5, and H6). Note: never skip levels.

To add headings in Microsoft Word (PC and Mac):

Expand the Styles Pane in the Home Ribbon

Highlight desired text in the document

Select the appropriate level of heading from the Styles Pane

NOTE: if you do not like the default font style or size, you can customize each level of heading by:

Formatting the Heading per desired aesthetics in the document

Highlight the desired text in the document

From the Styles Pane:

Right-click on the appropriate level of heading

> Update Heading "X" to Match Selection

To add headings in Google-Suite (docs, sheets, slides, etc.):

Highlight desired text in the document

Expand the drop down menu next to Normal text

Select the appropriate level of heading from the list provided

NOTE: if you do not like the default font style or size, you can customize each level of heading by:

Formatting the Heading per desired aesthetics in the document

Expand the drop-down menu next to Normal text

Mouse over appropriate level of heading

> Update Heading "X" to Match

"San Serif" means "without decorative line" and is the preferred font style as Serif fonts, which contain decorative lines at the top and bottom of most letters can be distracting to some users. The smallest font size in any given document should be 12 pt. regardless of font style chosen. Consider larger fonts than you might think is necessary if your document will be projected in any way.

To adjust spacing and length in your document, use built in functionality versus using excess tabs or returns to adjust whitespace. If you use multiple tabs or returns, assistive technology will read them out loud, which can be distracting for users of assistive technology.

To adjust spacing in Microsoft Products (PC):

> Home

Expand the Paragraph Options

Adjust Indents, Spacing, Line and Page Breaks as desired.

> OK

To adjust spacing in Microsoft Products (Mac):

> Format or Design

> Paragraph Spacing

OR

Highlight text and Right-Click

> Paragraph

Adjust Indents, Spacing, Line and Page Breaks as desired.

> OK

To adjust spacing in Google-Suite (docs, sheets, slides, etc.):

> Format

> Line Spacing

Adjust Indents, Spacing, Line and Page Breaks as desired.

OR

> Insert

> Break

> Page or Section Break as desired