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
Apply built-in heading styles. (Microsoft Word: How to Instruction)
Avoid using Bold, Underline or Font size to indicate headings.
No skipped heading level.
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
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.
The contrast should be greater than 4.5:1.
Use an Online Contrast Checker or install a Contrast Checker app to check contrast.
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
Add a meaningful alt-text and image description.