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Writing with Accessibility in Mind

Making your documents accessible means that you are trying to ensure that your content can be read and understood by as wide an audience as possible. View the resources below for some basic guidelines when creating documents. These skills will be invaluable in the workplace and on placements.

Microsoft Word includes built-in features that support accessible document creation. By following these best practices, you can make your content more inclusive from the start:

Use Built-In Headings and Styles
Structure your document using Word’s built-in heading styles (e.g., Heading 1, Heading 2, etc.). Apply them in a logical order to help screen readers and improve navigation.
Add Descriptive Alt Text
Provide alternative text (alt text) for images, charts, and shapes. Right-click the image and select Edit Alt Text. Describe the image’s content and purpose clearly.
Ensure Good Colour Contrast
Use high-contrast colour combinations (e.g., black text on a light background) to make text easier to read.
Choose Readable Fonts
Use sans-serif fonts such as Arial, Calibri, Verdana, or Helvetica. Font size 14pt or larger is recommended; 12pt is considered small. Avoid overly decorative fonts.
Use Clear Link Text
Write meaningful hyperlink text that describes the destination—avoid “click here.” Example: Visit Microsoft’s guide on Making Word Documents Accessible for more information.
Create Simple Tables
Keep tables simple. Define headers clearly and use Word’s table tools to mark header rows.
Emphasise with Bold
Use bold to highlight important points. Avoid italics or underlining, which can reduce readability.
Use Clear File Names
Name your Word files descriptively so users understand their purpose. Avoid vague or coded names.
Break Up Text with Lists
Use bullet points or numbered lists to organise information and improve readability.
Don’t Rely on Colour Alone
Avoid using colour as the only way to convey meaning (e.g., red text for errors). Include text labels or symbols as well.

Colour contrast checker

Having sufficient contrast between foreground and background colours is an essential part of usability in general and accessibility in particular. WebAim’s Colour Contrast Checker is a tool that calculates the contrast between two colours and automatically evaluates the returned value against the Web Content Accessibility Guidelines.

Use WebAim’s Link Contrast Checker to evaluate links that are identified using colour alone.

Optional Colour Contrast Analyser with built-in Colour Picker tool: Colour Contrast Analyser Portable.