Accessible documents
Just as web pages should be structured correctly to ensure accessibility, the same standards should be applied to PDF files, Microsoft Word, other Microsoft Office and Google Drive documents, as many users read these documents electronically.
Accessible Word and Excel documents
View additional guidance here from Microsoft: Improve accessibility with the Accessibility Checker
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 if using a screen reader.
Font size
It is best practice to type word documents in font size 14, and no smaller than font size 12, to assist readers with visual impairments.
Remember that no one font size will suit everyone. However, it should be easy to provide the document in an alternative font size upon request.
Font type
It is best to avoid the use of non sans-serif fonts, such as Times New Roman.
The more ornate the font, the fewer the number of individuals who will be able to read it. 'Word Art' is not compatible with some screen readers.
The recommended font is Arial (not Arial Narrow).
Contrast and text colour
It is usually best to use dark ink against 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.
It is important that there is sufficient contrast between the font colour and the background colour. For example, black font on a cream or yellow background is a good contrast. Backgrounds should always be plain.
Some individuals may require printed documents on different coloured paper as this can assist those with dyslexia and other specific learning difficulties.
Alignment
Use left alignment.
Do not use justified text as this makes the spaces between words uneven which can make it difficult for some individuals to read. By aligning to the left you ensure the spaces between words are equal.
Line spacing
Double or 1.5 spacing between lines can make a document more accessible.
One line space at least should always be left between paragraphs.
If you are creating a form; the larger you make the response areas the better, as this will make the document more accessible to individuals with physical dexterity impairments.
Page numbering
To ease accessibility (and usability) ensure all pages are numbered in the same place. Adding in contents and summaries can make longer documents easier to navigate.
Writing style
Avoid the use of abbreviations which have not been given in full the first time they are used in the document.
Also, avoid the use of particularly long sentences and use words and phrases that best suit your audience.
Accessible PDF documents
The PDF, or Portable Document Format, was designed to allow people to share documents that look the same whatever operating system they are viewed on.
However, this format presents challenges for some disabled people, because PDFs are often hard to navigate or incompatible with screen reading software.
The best way to deal with this is to build accessibility into an initial Word document, and to optimise the accessibility of the PDF by using Acrobat Professional (if possible).
In order to comply with accessibility regulations and ensure people can easily find and use information on our website, we’re moving away from PDFs. Web accessibility is a legal requirement we must meet. Any information or documents like PDF that are published online must meet accessibility regulations. If they do not meet accessibility regulations, we may be breaking the Equality Act 2010.
PDFs serve a purpose where something needs to be printed or stored on record (like meeting minutes). However, when PDFs are used online, they create problems around web accessibility. This is because they:
- are not inherently accessible
- don’t work well with assistive technologies such as screen readers
- don’t resize to fit users’ browsers, which means users do a lot of zooming in and out and scrolling
- are difficult to load for users with slow internet connections
- are difficult for some users to navigate and orientate themselves
- are more likely to remain online once they’re out of date, which cause serious issues when people read outdated or incorrect information.
We therefore request that Web Champions publish most content as web pages. Web pages are better because:
- they comply with accessibility regulations
- they are easier to navigate and link to related web pages
- they are easier to use on mobile devices
- they are quicker and easier to update and remove.
In most cases, you will need to publish the content as web pages rather than as PDFs, when there is a need to publish content online.
In some case, your information might not belong to any websites at all. We’re legally required to make certain documents publicly available upon request, but that doesn’t mean they have to be on a website. Check your legal requirements if they clearly say to publish information online.
You can still commission visually appealing reports or other documents for your project or service, especially for print distribution. But if you want this information to go on keele.ac.uk, it most likely cannot be a PDF. However, there are a few exceptions when you can publish online an accessible PDF or other document type. These exceptions include:
- forms where a user needs to input information
- structured data, for example spreadsheet or csv files
- leaflets, posters, and signage for users to print out and use
- technical detailed documents unlikely to change, such as planning drawings
- maps that are not used for navigational purposes
- timetabling information that is unlikely to change
These exceptions must still ensure they comply with web accessibility regulations (see guidance from Adobe here)
If you have any questions or concerns, please contact Strategic Communications and Brand at keele.ac.uk/websupport/
The above guidance is based on this great blog from Renfrewshire Council.
Alternative formats
As it is the responsibility of the person who produces a document to provide alternative formats upon request, each document must include this statement:
If you require this document in an alternative format, such as large print or a coloured background, please contact [insert: name and contact details]
The contact details provided should be the name of the individual responsible for the creation and maintenance of that document.
Two methods of contacting that individual should be given, such as phone and email or postal address and email.
This tag line should go on all documents, including minutes, agendas, student leaflets and so on, as a matter of routine. It should be in bold Arial font 14.
As long as it can be clearly spotted, this tag line can be placed at the beginning or end of the document.
