Document Accessibility

Documents Should Contain Headings

Headings help to create an outline on your document.

• Headings allow screen reader users to easily jump between parts of the document
• Impacts both visual users and visually-impaired users

Ensure Images Contain Alt Text Descriptions

Ensure all meaningful images shared within the document contain alt text descriptions.

• Recall, alt text descriptions are crucial to ensuring that users with visual impairments understand what your image contains
• If an image in your document does not add value or is purely for decorative purposes,  it can be marked as decorative* so that screen reader users can disregard it
  • *Certain images can be marked decorative if they do not add value to users
  • Visit the Decorative Images help page from W3 to learn when an image can be considered decorative
• Impacts visually-impaired users

Notes on Use of Color & Contrast

1.Be mindful of colors and contrast within your document.

• Keep the default black font color, which is easy for visual users to read
• Also avoid modifying the document background color

2. Do NOT assign meanings to color.

• Why? A percentage of visual users have color blindness. Though some users may have vision, color blindness impedes the ability to differentiate certain colors.
  • Avoid marking critical information with color. Instead, communicate importance through plain text that can be read
• Impacts visual users

Links Should Use Clear Link Text

Link text refers to the word choice used on hyperlinks. When links are read aloud, users should understand where the link goes or what the link does.

• Do not use generic phrases like “click here” or “read more" or "learn more" or similarly worded phrases
• Why? These phrases lack context! They don't tell users where they go or what they do
• Impacts both visual users and visually-impaired users

Tables Use First-row headers

Tables should have first-row headers enabled.

• The first -row header allows the screen reader users to read the column names and help them understand how the table is organized
• Impacts visually-impaired users

Choose Legible Fonts

Ensure your document's fonts are easy to read.

• Sans-serif fonts are recommended for easy reading experience for visual users
  • Sans-serif fonts include: Arial, Calibri, Aptos
  • Serif fonts include: Times New Roman, PT Serif, Cambria
• Impacts visual users

Use the Bullet/Number List Features

Screen reader users will have an easier experience with item lists if you use the bullet or numbered list features found on most word-processors,(Google Docs or Microsoft Word), content management systems (Drupal) and learning management systems (Canvas). 

• If the sequence in your item list does not matter, then use the bullet list feature
• If the sequence in your item list does matter, then use the numbered list feature
• Impacts both visual users and visually-impaired users

Remove Blank Paragraphs

If a document contains blank paragraph breaks, screen readers will very likely read every blank paragraph encountered and read it aloud. This can quickly become disorienting to listen to, so avoid using the "ENTER" key to.

• In short, avoid using the "enter" key to create empty space. Instead, add blank paragraph spacing by modifying the paragraph spacing options found in most word-processors
• Impacts both visual users and visually-impaired users