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1. Understand the types of documents听

When it comes to web accessibility some options are more accessible than others. Properly coded HTML is the most accessible option. Microsoft Word or Google documents are the most accessible types of documents. Powerpoint and PDF files can be checked and optimised for accessibility but they are generally less accessible than Word documents.

2. Use styles听

Use styles for consistent formatting across your document. Using styles has several benefits:

• It will automatically create a table of contents at the top of your document.
• Styles will be consistent through the document (Heading 1, Normal, List, etc.)
• It makes it easy to adjust the font size on large print documents.
• You can easily customise fonts throughout the document.

Some things to remember:

• 鈥婼tyles are accessed and applied in the Word Ribbon, Google Docs ribbon or similar tools in your preferred editor. Keyboard users access the menu with ALT + H, L.听
• Emphasise text with bold, but avoid extensive use of italics as they can be hard to read for print-disabled people.
• Always left justify text, except for certain languages (eg Hebrew or Arabic).
• Avoid center alignment to prevent reading issues for print-disabled users.
• Set default style so that body text (normal) is a 12-point sans serif font (eg Arial). Headings (Heading 1 鈥� 6) decrease in importance and are visually differentiated by font size and weight.听

3. Make your language accessible

• 鈥婾se plain language and avoid jargon.
• Use short, clear and easy-to-understand sentences and paragraphs.
• Use active voice and avoid the passive voice (ie Jenny kicked the ball. Not: The ball was kicked by Jenny.)
• Use headings, lists and tables to make reading easier.
• Aim for a readability score (available in Word through the鈥�搁别惫颈别飞鈥�ribbon) of 65.听

鈥婨nsure that the intended document language is set, especially on text that is pasted from elsewhere. Screenreaders will change synthesiser if they see a change of language so you may have English words on screen, but they were written with the proofing language set to French. The screenreader will read them, badly, with a French accent.听

鈥婽he proofing language can be set in File > Options > Language or, by highlighting a section of the document and using the 鈥楽et proofing language鈥� from the Review Ribbon.听

4. Add alternative text and captions for images听

Ensure all images that convey information not otherwise supplied in text have alt text.听

• 鈥婾se the Caption tool to add a caption. This may then be referenced and will automatically update.听
• 鈥婩or visual clarity consider using the format picture tool to add a simple line as a border. 鈥嬏�

5. Correctly format tables and lists 鈥� also Excel Spreadsheets听

鈥婰ists are a key element of plain language.

• Always use the List Style to set bullets
• Use numbered lists where order is important.听

鈥婽ables can be a very accessible way to convey complex information.

• 鈥婾se a header row that repeats across multiple pages.听
• 鈥婾se one cell for one piece of information.听
• 鈥婣void merged cells. 听
• 鈥婾se visual cues such as striping to help users align information horizontally.听
• 鈥婦on鈥檛 use tables to create visual effects such as columns and then make the table borders invisible. Use the column tools for this.听

6. Use the Accessibility Checker in Word/PowerPoint听

鈥婽o enhance document accessibility, follow these steps:听

• 鈥婣ccess the built-in Accessibility Checker in Word through the 'Check Accessibility' button under the 'Review' ribbon.听
• 鈥婣ddress highlighted accessibility-related problems by following the provided guidance.听
• 鈥婨nsure that your document conforms to accessibility standards and guidelines.听
• 鈥媃ou can select the 'Keep accessibility checker running while I work' checkbox. in the checker This allows the tool to continuously monitor your work for accessibility issues while you write.听

7. Optimising your forms听

Keep forms as simple as possible by only asking for information you need for the current purpose. This is also good practice for data security.

• 鈥婰abel each field uniquely.
• 鈥婭f a specific format is required include that in the form field label e.g. Date, DD/MMM/YYYY.听
• 鈥婾se the Word or PDF form tools so that users may complete the document online.

8. Tips for PowerPoint

• 鈥婣ll slides need a unique title.听
• 鈥婾se bullet points for easier comprehension.
• 鈥婸owerPoint content has a reading order determined by when each block was added. Use the Reading Order Pane to adjust to a logical order.
• 鈥婣dvice for language, tables and images also applies.