Creating accessible documents

Word

Microsoft Word is a commonly-used application among individuals with a variety of disabilities, and is reasonably accessible. The text within Word documents can be read by assistive technologies such as screen readers and Braille devices. In order for Word documents to be fully accessible, they should be correctly formatted.

Check accessibility while you work

In most Microsoft Office products, the accessibility checker can be found under the Review tab. To be notified of accessibility issues in your Office document or spreadsheet as you continue working on it, tick the Keep accessibility checker running while I work check box.

This adds the Accessibility button to your status bar, and keeps track of accessibility issues in real time. You can open the Accessibility Checker whenever you want by selecting the status bar button.

Please be aware that the accessibility checker will not flag up small font sizes as a concern. Clear print guidelines specify a minimum font size of 12pt Arial. For further guidance on font sizes and spacing, please refer to Accessible communication formats - GOV.UK

Styles and headings

• Use the styles and formatting toolbar in Word when structuring your document as this will make it easier for disabled users to adapt the document to meet their needs and to navigate around the document using a screen reader.
• Avoid the use of Italics and underlining wherever possible.
• Continuous text should not be in capitals, although a couple of words in capitals is acceptable.Wherever possible use bold to emphasise items or create headings as this is the most accessible type of formatting

Page numbering

• Ensure all pages are numbered in the same place.
• Use a contents page and summaries to make longer documents easier to navigate.

Contrast

• Use dark text on a pale background as this is best for users with specific learning difficulties such as dyslexia (although some users with visual impairments may find a pale font on a dark background easier).
• Ensure that there is sufficient contrast between the font colour and the background colour. For example, black text on a cream background. Backgrounds should always be plain.

Spacing and alignment

• Double or 1.5 spacing between lines can make a document easier to read.
• Leave at least one line space between paragraphs.
• When you are creating a form; allow large areas for responses - this will make the document more accessible to individuals with impaired physical dexterity.
• Align text to the left to ensure that spaces between words are equal. Don't use justified text as this makes the spaces between words uneven which can make it difficult  to read.

Style

If you are using abbreviations or acronyms in a document, ensure that they are explained the first time that they are used, and usee tooltips in online documents.

PDF documents

The PDF format (Portable Document Format), was designed to allow people to share documents that look the same in every operating system. However, this format presents challenges for some disabled people, because PDF s can be difficult to navigate, or incompatible with screen reading software.

In order to create accessible PDFs, you should create an accessible Word document, then save it as a PDF and optimise its accessibility using Acrobat DC.

Layout

Keep text layout as simple as possible, for example, avoid using text boxes. Complex layouts make it harder for Acrobat to infer the correct reading order during conversion to PDF , which may reduce the accuracy of screen reading software.

Headings

Use paragraph and heading styles to define the document's structural elements. Acrobat will use Word styles to establish the document structure.

Lists

Use the bullets and numbering tool to create lists - avoid the use of tables for this purpose.

Always retain a copy of your document in Word format so that it can be easily converted to alternative formats if required.

Check PDF Accessibility in Acrobat DC

1. Choose Tools > Accessibility. ...
2. In the secondary toolbar, click Full Check/Accessibility Check. ...
3. In the Report Options section, select options for how you want to view the results.

PowerPoint

Microsoft PowerPoint is commonly used to create slide show presentations to convey information in a visual format. It can include a combination of text, tables, images, charts, and graphics. For users of assistive technology, screen readers and Braille devices can interpret content in a PowerPoint presentation if accessibility principles are followed.

• Limit the amount of information on each slide and avoid long sentences.
• Use plain English and avoid the use of abbreviations.
• Provide text descriptions for pictorial elements or graphs.
• Use standard slide layouts and check order of information in outline view to ensure accessibility for those reading slides using screen readers.
• Avoid animations and sounds if not crucial to content of presentation. Animations may cause screen readers to read the slide twice.
• When adding in information from Word, Excel and so on, embed the file name into the slide rather than cutting and pasting.

Check accessibility while you work

In most Microsoft Office products, the accessibility checker can be found under the Review tab. To be notified of accessibility issues in your Office document or spreadsheet as you continue working on it, tick the Keep accessibility checker running while I work check box.

This adds the Accessibility button to your status bar, and keeps track of accessibility issues in real time. You can open the Accessibility Checker whenever you want by selecting the status bar button.

Outlook

Accessibility principles for documents also apply to emails - when your emails are accessible, people with differing abilities can read and work with your messages. Microsoft guidance at shows you how to add alt texts to images so that people using screen readers are able to listen to what the image is all about, and use fonts, colours, and styles to maximize the inclusiveness of your email messages before sending them.

Accessibility features can be amended in Outlook by going to the File menu , then Options, then Ease of Access. When allowing the software to automatically generate Alt text, ensure that you check it for accuracy and amend if necessary.