Making accessible materials ensures that they are usable by the widest range of users, but also ensures your document is easier to edit and navigate. If you plan, format, and structure your materials correctly in the beginning, it will ensure the file is not only accessible but can also be converted into a variety of different alternate formats (e.g. PDF or braille) while retaining its accessibility features.
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Text
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- Place text over a solid background (not over an image or a patterned or transparent background)
- Use sans serif font with hefty weight that provides good contrast with the background. Note that Arial, Calibri, Helvetica, Tahoma, Times New Roman, and Verdana are considered accessible fonts.
- Select a text colour that provides high contrast with the background (e.g., do not use yellow text on a white background)
- Do not use underline to emphasize text; underline should be used for hyperlinks only
- For a PowerPoint presentation, use at least 18 pt text
- Avoid using images of text; if an image of text must be used, ensure there is an alternative text format available
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Headings
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- Use headings to organize content; each heading should describe the content that follows the heading
- Apply headings using the built-in styles in the application you are using (e.g., MS Word)
- Use the Heading 1 just once; this heading should describe what the document/page is about
- Apply heading levels in a way that creates a logical hierarchy from the top down
- Do not skip heading levels
- Headings should not be applied simply to change the size or appearance of a block of text
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Use of Colour
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- Do not use colour as the only way of differentiating information
- Use sufficient colour contrast between the text and the background
- Do not use yellow as a colour for text that is placed on a white background
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Links
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- Use concise link text that describes the destination of the link – do not write “click here” as the link text
- For external links, let the user know that the link opens in a new window
- Specify the format of the destination of the link (e.g., [PDF], [website], etc.)
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Tables
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- Use tables to display information that is suitable for presenting in rows and columns
- Designate table row and column headers
- Include a caption
- Do not leave any table cells empty
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Images
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- Include alternative text for images that convey meaning
- For decorative images, indicate this in the image alt text
- Describe complex images in surrounding text or include a long description of the image
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Multimedia
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- Provide closed captions for multimedia, wherever copyright allows, and correct errors in audio-generated captions
- Provide transcripts for multimedia, wherever copyright allows, and correct errors in audio-generated transcripts
- Provide a descriptive video option or another alternative format to allow those who cannot see the video display to know who and what is being shown
- Allow the user to control multimedia features (e.g., captions, when and how fast to play a video)
- Do not use effects (e.g., flashes, motion) that can provoke unwanted physical reactions such as seizures or nausea
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Navigation & Design
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- If a built-in accessibility checker is available in the application you are using to create your file, use it to identify and correct accessibility issues
- Ensure that users can operate any interactive elements by keyboard alone (e.g., selecting a response option on a survey)
- Reduce cognitive overload by 'chunking’ information into sections, with appropriate headings
- When creating bulleted lists and numbered lists, use your application’s built-in tools to create these lists
- Allow users to control functionality of multimedia wherever possible (e.g., ability to turn on/off closed captions; start, stop, adjust the speed; pause a video)
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