Guide to creating accessible documents

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

• 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.

  • 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.