General guide for creating accessible content

Introduction

This general guidance will help you to make all of your documents more accessible, whatever you are making. It covers handouts, notes, presentations and more.

Following this guidance should make your documents work better with assistive technologies such as screen readers.

Alternative text for images

Alternative text (or ‘alt text’) is a text based version of an image presented in a document, on the web, or on a platform (such as Blackboard).

The purpose of alt text is to provide an alternative way to access an image. Many people use screen readers which read out the text of a document - a screen reader also reads out the alternative text included in a document, allowing a screenreader user to access images.

Missing alternative text is one of the most frequently identified accessibility issues.

Useful alternative text links an image with its context, as well as providing a description of an image’s content. There is extensive guidance available from WebAIM.

Here are some main points to bear in mind:

• Alt text should be succinct
• It should be accurate
• It should not repeat information available in text accompanying the image
• It should not say “Image of….” or similar (screen readers identify images).

Labelling images

Labels should be separate from an image, not overlaid onto the image itself. Use lines or arrows to indicate where the labels apply.

Creating a document structure

A well-structured document is easier to navigate and understand. This is especially true if someone is using a keyboard to navigate your document, or anyone using a screenreader.

A good structure improves the overall layout of a document, allows people to quickly skim read it, and helps if you need to reformat it.

Tables of contents and document outlines can be created automatically in Google Docs and Word.

Use the correct style and formatting tools when creating your document - don’t just make the text bigger and bolder to indicate headings and subheadings. Though the text may look like a heading, the underlying code will not be set correctly, and screenreader users will not benefit. Use the style settings such as Heading 1, Heading 2, Heading 3 and Normal Text to format your document.

Using the correct style and formatting tools is essential if you are intending to export your document as a PDF.

Microsoft: Adding a heading in a Word document

Google: Add a title, heading, or table of contents in a document

Making text accessible

Text is usually the primary way of providing information, so it is important to make it as easy to read as possible.

Fonts

Avoid serif fonts (such as Times New Roman). Sans serif fonts, such as Arial, Calibri, Verdana, Trebuchet and the University of Sheffield's sans serif font Sources Sans are usually easier to read. Avoid using stylised fonts as they can impede readability.

Avoid italics, CAPITALS or underlining to create emphasis. Bold text is preferred as a method of emphasising content. Emphasis can be added within the text itself by using phrases such as ‘most importantly’, ‘especially’ or ‘above all’.

Size

The Royal National Institute for the Blind (RNIB) recommend that a minimum type size of 12 points should be used. Text in “normal” paragraphs in documents should ideally be no smaller than 12 points.

Colour

Along with missing alternative text, poor colour contrast is one of the most frequently identified accessibility issues.

Ensure there is well-defined contrast between the colour of text, images and background. Dark text on a light background offers the strongest contrast. The Office Accessibility Checker should flag any colour contrast issues in your document.

The WebAIM Colour Contrast Checker can also help you to test different colour combinations.

Some people find different colour combinations or colour tints help to make a document easier to view. There are many tools in Windows and MacOS, as well as a huge range of browser plugins which can help learners adapt documents in this way.

Layout

Text should be left-aligned, not centred or justified.

Lists should always be created using the numbered or bulleted list tools available in most platforms. This allows lists to be identified as such by screenreaders.

Linking to web pages and documents

Links to web pages and other documents should be descriptive. Avoid ‘click here’, use 'visit our accessibility pages to find out more instead'.

Slide layout

It is important to use built in slide layouts and templates when creating presentation slides in software such as Google Slides and Microsoft PowerPoint. These layouts provide correctly structured headings, lists, and a proper reading order. If the slide layout is modified, the structure of the slide may not be presented accurately to users of assistive technology. 

If you make changes to a slide layout, make sure that the reading order still makes sense. Checking your reading order can be done in both Google Slides and Microsoft PowerPoint.

In addition, you should ensure that

• you use an off white background with no distracting patterns, shapes or images
• text is big enough and of sufficient contrast to the background so that it can be easily read
• you include a clear lecture outline or learning objectives at the beginning of the session
• you highlight key points using bold for emphasis
• you use relevant images where appropriate
• you avoid adding text to the 'Blank Slide’ slide template in PowerPoint, or adding extra text boxes
• attendees can download a copy of your slides, ideally before the session

Make your PowerPoint presentations accessible

Use an accessibility checker

Following the principles outlined above will help you to create an accessible presentation or document. 

Before distributing or presenting your file, you should use an accessibility checker to ensure the presentation can be understood by all.

Microsoft Office

Microsoft Office products have a built-in Accessibility Checker. 

To access the accessibility checker in Microsoft PowerPoint or Word, click the Review Tab and choose Check Accessibility.

Review the results of the accessibility check. Click on any issues to find out more information, and view step-by-step guidance to make your presentation more accessible.

Google 

Unlike Microsoft products, Google apps don’t have a built-in accessibility checker to review your files. 

However, third party extensions like GrackleDocs will check documents for accessibility, and can be trialled free of charge for 30 days. GrackleDocs is used at your own risk.