Best practice guide:
1
A brief guide to making documents
accessible
About these guides
We understand that while there can be common aspects, organisations work in different ways and
what works for one, might not fit so well with another. These guides are written as an example of
what best practice might look like in your organisation, but it may be that you have to adjust what is
recommended to accommodate your particular circumstances.
Similarly the guides do not include detailed technical information as this would tie them to a specific
technology or set of circumstances. Instead the guides convey important principals and approaches
that can be applied in any industry and using any technology. Where appropriate the guides
reference other sites and resources which contain more technical detail at the time of publication/last
review.
Introduction
The law requires that we make reasonable adjustments to make our products
accessible to anyone, regardless of their disability. This guide tells you how to
set documents up correctly in Microsoft Word, Excel, and Powerpoint.
Authors:
Chris Felton, DWP
Contributors:
Paul Smyth, Barclays, Neil Milliken, Atos, Sean Smith, HMRC, Paul Bepey, BBC,
Rob Loseby, Fujitsu, Lucy Ruck, Business Disability Forum
Editors:
Lucy Ruck and Bela Gor
Best practice guide: A brief guide to making documents accessible | Version 1.0 | September 2016
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Leave a gap between paragraphs to
break up solids blocks of text. Do not
use ‘Return’ to add a line, but modify
the style to include spacing.
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Making Word documents accessible
Access Keys: Operations can be performed either by clicking with the mouse, or by using access
keys in the Ribbon toolbar to follow the same path. When writing guidance, avoid using ‘click on…’ by
saying ‘select…’, which can apply to either mouse use or access keys.
Alternative Text: Any image in a document should include alt-text. It is what screen readers read out
when a visually impaired user ‘reads’ the document. This includes links when they are buttons, logos,
etc.
Columns: Use the Columns option in Word. Do not use tabs or spaces to create columns. As well as
being inaccessible, it takes more work to re-format or edit the content.
Font: A sans-serif font of size 12 or larger is best for legibility. Do not use anything smaller unless it
is unavoidable.
Format Painter: A quick shortcut which lets you consistently modify subsequent paragraphs.
Forms: Use Tables to provide structure to forms created in Word, then use the Forms facility to
create data entry fields. Include help text and turn on Forms Protection.
Gaps between paragraphs: Leave a gap between paragraphs to break up solid blocks of text. Do
not use ‘Return’ to add a line, but modify the style to include Spacing – After. If the next line is a
header, open the space wider by formatting the header style with greater ‘Spacing – Before’.
Headers & Footers: Include information about the document in page headers and footers. They
should include the document’s name, version, and status (draft or baselined, Official / Secret / Top
Secret etc.).
Headings: Make your section headings/titles succinct. They should fit into a single line of the Table
of Contents
Images: A picture is worth a thousand words – if your audience can see it. Images cannot be ‘read
aloud’ by assistive software packages, so do not rely on pictures or colours to convey information.
Three important things to remember about images:
 Information must not rely on visual cues (including colour). Crucial information must be in the
text, so that people can understand it without looking at the pictures.
 Provide alternative text, so that people who cannot see the pictures know what you are
showing everyone else.
 Set the parameters of the image so that it does not obscure text.
Include Alternative Navigation Instructions: People with limited arm mobility may not be able to
use the mouse, or even the keyboard. They use voice recognition software to control a virtual
keyboard. Include instructions on how to perform any function through the keyboard, not just the
mouse.
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Use bullets and numbering to create
lists, do not type the numbers, letters,
etc. Every time you edit the document
they must be changed manually.
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Indenting: If you want indented or ‘hanging’ text, do not use ‘return’ to end a line and put in tabs and
spaces to start the next. It isn’t accessible and also makes more work when it needs editing. Format
the paragraph through the ruler or ribbon.
Italics: Italics can be used for emphasis in short bursts, but not in longer stretches.
Justification: Right-justified paragraphs look neat, but the neat right-hand edge is achieved by
varying the space between the words. This confuses many dyslexics’ perception. Use left-aligned
(ragged-edged) paragraphs like this one instead.
Language: Check and if necessary correct documents’ language settings. The default language
setting is chosen during installation for the proofing tools. Because Word is an American product, the
default setting is English (U.S.). If you are in the UK and that was not changed, you may need to
change the settings in individual documents.
Links: Clear labelling is necessary to distinguish between the types: Hyperlinks default to the URL
of the destination, so edit it to make the ‘Display Text’ meaningful. Bookmarks take the reader to a
note in the same document – also insert a second bookmark to bring the reader back to the first.
Email generators open up an email template. Complete the subject line to make the recipient’s job
easier.
Lists: Use Bullets and Numbering in the Word toolbar to create lists. Do not type the numbers,
letters, etc. Every time you edit the document, they must be changed manually.
Macros: If you use macros, make sure that the user knows what has happened. Do not use a macro
to auto-complete a section and then move on. A user who cannot see the screen will not know what
changes have been made, nor where they are now. Macros should finish with the cursor at the first
field that has been changed.
Microsoft Word 2010 Accessibility Checker: Word 2010 includes an accessibility checker that
allows you to check documents for content that people with disabilities might find difficult to read. Use
it.
Readability Checking: Use a free on-line tool to check how easy your document is to read.
Spellchecker and Grammar Checking: Keep these turned on – your readers will not be impressed
if you send a draft out with spelling mistakes and mangled sentences.
Styles and Formatting: Use Word’s built in Styles rather than changing the format when you want to
change the look of your document. Assistive software does not pick out those sorts of changes, and
using Styles maintains a consistent appearance between documents authored by different people. If
your business has a standard template it also ensures that agreed best practice is followed.
Tables: The top row will be treated as column titles by screen readers, and the column on the left
contains the row titles. Give every column a title so that if a screen reader user gets ‘lost’ in a table,
they can use a command to read row and column titles.
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Do not use underlining for
emphasis, on-line readers
expect them to be hyperlinks
In multi-page tables, or for conversion of the document to a PDF, let Word recognise the title row by
selecting it and choosing Repeat as Header. Avoid using multiple layers of headings, and never use
tables to create a layout with columns.
Finally, remember that a table is an image, and should be given an alt-text to describe it to screen
reader users.
Table of Contents: Include a Table of Contents (ToC). They are a huge time-saver for standard
users as well as vital to AS packages. Even if you will not publish your document with a ToC you
should generate one before distributing it, to check the formatting.
Text Boxes: These can lead to text being ignored or read in the wrong place by a screen reader.
Avoid them. If you want to create boxes around text, use Paragraph Styles.
Underlining: Do not use underlining for emphasis. On-line readers expect underlined text to be a
hyperlink. It also causes problems for some dyslexics, causing the letters to run together visually.
Excel
There are no issues between properly constructed Excel spreadsheets and Assistive Software (AS)
packages. Everything above about Word also applies to Excel, but there are a few vital extra
considerations.
Alternative Text: Make sure cells are given alt-text where appropriate.
Navigation: Many people cannot use a mouse to navigate screens. Avoid excessive use of ‘Tab’ and
‘Arrow down’ by protecting cells users will not need to access. Then every time someone hits Tab
they end up in a cell they need to read or complete. That saves a lot of time for standard users as
well as those using AS. Include the cell title (Date of Birth, etc.) in the alt-text as visually impaired
users will not be able to 'read' the title in an adjacent cell if it is protected. You should not protect
(‘lock down’) any cell which contains information users may need – if they cannot see the screen,
visually impaired users cannot access it.
Objects: It is possible to add objects (i.e. control buttons) on top of Excel spreadsheets. This should
be avoided as they can only be reached by using the mouse, so they present a major barrier to those
who cannot use one.
Table row and column headers: Screen readers do not assume that cell A1 is the start as there will
probably be a title and explanatory text before the table. Where you want the information to be
treated as a table of data, label the row and column headers.
Text Boxes: Do not use text boxes for overlaying narrative or explanation. When a blind user is
tabbing through the document, their screen reader will only look at the Excel cells on the main
worksheets, so they will not see text boxes. Use cells on the main spreadsheets, merging them if
necessary to achieve the required look for standard users.
PowerPoint
Best practice guide: A brief guide to making documents accessible | Version 1.0 | September 2016
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Use plain English and avoid
jargon. Read it aloud – is it
easy to say?
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Once again, everything under ‘Accessibility for Word’ applies. Additionally:
Anticipate users’ needs in presentations: Visually impaired people may not be able to see the
screen – check whether your audience includes any, and prepare accordingly.
Check the running order: Make sure that items on slides are read in the right order by assistive
software.
Don’t cram too much into each slide: Even those not visually impaired may have trouble reading
the small print especially when projected in less than ideal conditions.
Use the templates: The built-in slide templates are accessible. Enter your text in them rather than
pasting it in. Pasted items may be saved as an image, inaccessible to AS.
PDFs
‘Tagged’ PDFs are accessible, but PDFs often present barriers because people who generate them
do not take the necessary steps to tag their documents. Tagging a PDF document does not affect its
appearance or the way it behaves for ‘standard’ users. It allows you to make improvements to the
way visually impaired people navigate around the document
To create an accessible PDF, use the formatting/styling conventions of your native application
(usually Word). All the instructions above still apply – use heading styles rather than changes of
format, add alt-text to graphic elements, etc.
To save Word documents as accessible PDFs, ‘Save As’, then under ‘Save As Type’ select PDF.
Two radio-buttons appear: ‘Standard’ option emphasises clarity so that if printed it will look as good
as it can; ‘Minimum’ minimises the filesize for items that will only be published online so that it will
download/open quickly. In the ‘Options’ button, select ‘Document structure tags for accessibility’ and
‘ISO19005-1 compliant (PDF/A)’.
Last, but definitely…
Edit, edit, edit. Pay attention to those squiggly red and green lines that may indicate spelling or
grammatical errors.
Use Plain English, avoid jargon and management-speak. Read it aloud – is it easy to say? Consider
splitting long sentences and removing extra words. Short sentences are easier to read.
For fuller details of all these points, please see the full BDF Guide to Making Word & Excel
Documents Accessible. [add link]
www.technologytaskforce.org
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Best practice guide: A brief guide to making documents accessible | Version 1.0 | September 2016
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