Document Accessibility

Language

• Set the language of your document.
• If your document uses multiple languages, set all of them.
• Avoid complex language and long sentences. You can check the complexity of your language using tools like the Hemingway Editor.

Headers and Footers

• Do not put important information only in the header or footer.

Headings

• Use headings to organize your document.
• Headings must be in order, starting with Heading 1
• Avoid using Headings 5 and 6 if possible.

Text

• Choose an easily readable font. Avoid cursive and decorative fonts.
• Avoid font sizes smaller than 10 points for document text and 18 points for presentation text.
• Avoid using visual stylings (bold, italic, underline, capitalization, etc.) to convey information.
• Keep paragraphs brief and leave enough white space between lines and paragraphs.
• Spell out acronyms and abbreviations the first time you use them.
• Avoid using drop caps, superscripts, and subscripts.

Links

• Avoid the text “link to” or “click the link to” in link text.
• Make sure link text is unique and can be understood out of context.
• Make sure links are visually distinct from surrounding text.

Color

• Do not rely on color to convey information.
• Make sure document colors have enough contrast.
• Check color contrast by using tools like the WebAIM Contrast Checker

Images and Objects

• Do not rely on visual elements to convey information.
• Include alt text for all images.
• If the image is decorative, add an alt text of “Decorative”.
• Make sure alt text describes the purpose or meaning of the image.
• Keep images inline with the text.

Graphs and Charts

• Include alt text for graphs and charts.
• If a long description is needed, include it in the body of the document.
• Include data labels within the graph or chart.

Special Characters, Symbols, and Emojis

• Avoid using special characters or symbols.
• If you need to use them, include the name or description of the symbols next to them.
• Emojis are accessible and okay to use.

Audio

• Include alt text for audio files.
• Make sure audio files allow for adjustments such as volume, playback speed, and skipping.
• If possible, provide a download link for the audio file.
• Divide long audio clips into chapters or sections.
• Include a text transcript.

Video

• Include alt text for videos.
• Include captions.
• Include a text transcript.
• Include audio descriptions.

Tables

• If possible, include alt text for tables.
• Avoid using tables for page layout.
• Use the built-in Insert Table options to add tables to the document.
• Provide a unique table name.
• Make sure your table has 1 heading row, 1 heading column, or both.
• Avoid multi-level headings in tables.
• Avoid nested tables.
• Avoid merging or splitting cells.
• Avoid empty cells.