Guide to creating accessible documents

The following are the core areas to take note when creating accessible documents. It is the same regardless of whether the document is in HTML, Microsoft Word, Adobe PDF, or any other document format.

Document Structure

  • Use the built-in style to structure and format all elements in the document.

  • Make sure content is short and clear with a consistent layout.

  • Break up information with meaningful headings.

  • Explain all abbreviations and acronyms.

  • Avoid floating elements such as text boxes.

  • Avoid using footnotes.

  • Use Page Breaks (not hard returns to create a new page).

Text

  • Keep the language simple.

  • Use 'emphasis' style for emphasis. If that is not available, use Bold. Avoid Italic or Underline.

  • Avoid using capitals for more than two words.

  • Text is left-aligned and not justified.

  • 1.5 Line spacing for paragraphs.

Headings

Bullets and numbered lists

  • Use the built-in features to create lists.

Hyperlinks

  • Have a meaningful and descriptive name e.g. Introduction to Accessible links NOT https://www.introductionxxyy.com

  • Avoid using link text such as “Click Here” or “Read more.” Instead, make sure link destinations are clear. For example, a link “Information on XXX ” is better than “Read more”.

Font and size

  • Use “sans serif” fonts. UoP corporate font is Calibri.

  • Readable font size 12pt is recommended.

Tables

  • Specify header rows.

  • Apply Alt Tags.

  • Avoid nested tables.

  • Avoid merged or split cells.

  • Avoid blank cells

Table can be complicated.

For PDF, please refer to this instruction to make complex PDFs tables accessible.

Colour and contrast

  • Use simple colour schemes.

  • Choose a plain background colour.

  • Have sufficient contrast between the font colour and the background colour.

  • Contrast for large text and graphical elements should be greater than 3:1

  • Make sure colour is not used as the ONLY way to convey content or meaning.

Video and audio

  • Audio files have transcript and a brief description.

  • Video files are captioned, transcripts are available and have a brief description

Image, shapes and charts