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Written documents

There are a number of steps you should take to ensure that any written document you create is accessible. Additional steps will be needed should you use this document online.

Rules for all written documents

No matter how you plan to use your document, or what format it's saved in (.docx, .odt, .pdf), following these guidelines will help to improve its accessibility.

Structure and formatting

  • Headings - Use built-in heading styles (e.g., Heading 1, Heading 2) to create a clear hierarchy.
  • Lists - Break up text using bullet points or numbered lists.
  • Font Size - Use a minimum of 12-point font.
  • Line Spacing - Use 1.5 or double spacing for better readability.
  • Margins - Include sufficient margins to allow for printing and note-taking.
  • Alignment - Align text to the left for improved readability.

Content and elements

  • Tables - Use tables only when necessary. Make sure they are clearly structured with proper headers.
  • Colour contrast - Ensure strong contrast between text and background for readability.

Uploading your document online

Avoid if possible

Uploading documents, especially PDFs, online is not ideal. PDFs often don’t work well on mobile devices, are harder to read, and may not be accessible to screen readers. Security can also be an issue.

If you must upload a document

Take these extra steps to improve accessibility -

  • Use descriptive links for all hyperlinked text, such as Book an appointment instead of Click here.
  • Add alt text for all images, charts, and graphics.
  • Make sure text can be highlighted with a cursor (ensures screen readers can access it).
  • Use PDF tags to define the structure (headings, paragraphs, lists, etc.).
  • Give your file a clear, accessible name using keywords and dashes (eg mile-end-campus-map.pdf instead of ME campus map v4.pdf).

For more in-depth guidance, see Adobe’s PDF Accessibility Overview.

How to check for accessibility

PDFs (Adobe Acrobat)

Go to All Tools > Prepare for Accessibility > Check for Accessibility. Errors are flagged with a red cross. Right-click any error and select “Explain” for more details.

Microsoft Word & Google Docs

Use the built-in Accessibility Checker before saving or exporting your file.

Canva

While Canva can create PDF documents, it has limited options for accessibility features like structure tagging. When possible, use Microsoft Office or Adobe for better control.

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