Overview of Document Accessibility

Adding structural elements such as section headings, spacing, and breaks can enhance the readability of a document. However without Programmatically Determinable elements, the structure will only have visual value making the document inaccessible to screen readers. Programmatically Determinable means information has been  programmed into the document for use by screen readers. A fully accessible document has an effective visual structure that is also Programmatically Determinable.

• Identifying headings gives screen readers checkpoints throughout the document. Without them, a student using a screen reader will have to navigate the document line by line to find the information they need.
• Headings should create an outline of the page content and be leveled accordingly.
  • Heading 1 is the main heading, heading 2 is the first level of sub-headings, heading 3 is the second level of sub-headings, et cetera.
  • Heading levels should be used in order (i.e. Heading 1, then 2, then 3) and levels should not be skipped.

• When used effectively, negative space, also known as “white space,” can make it easier for sighted readers to navigate the document and process the information.
  • Documents that don’t have negative space can be overwhelming or difficult to follow.
• Negative space also needs to be Programmatically Determinable so screen readers know to ignore it.
  • Blank characters may create visual negative space, but a screen reader will identify them as characters and attempt to rely the information to the user.
  • To make negative space Programmatically Determinable, use built-in tools like margins, columns, or page and section breaks.

• Not only do lists organize information, they also help create negative spaces allowing for better visual processing.
• Using built-in tools to create lists makes the lists Programmatically Determinable.
• Ordered lists (e.g. numbered lists) should have a hierarchy or process associated with the order.
• Unordered lists (i.e. bulleted lists) should be for information that has no specific order.

As readability is at the heart of document accessibility, the goal when creating an accessible document is that it can be read by anyone regardless of their ability. Therefore, font (typeface), size, color, and style need to be used in ways that do not impede the readability of the document in any way.

• Choose a sans-serif font like Aria or Calibri
  • Serif or script fonts can be difficult to read for many readers especially people with visual processing disorders and English Language Learners.

• Choose a size that best suites the purpose of the document.
  • If the physical document is to be distributed for individual use, the text should not be smaller than 11pt.
  • If the physical document is to be displayed, the text should be no smaller than 18pt.
  • If the document is a part of a presentation, the text should be no smaller than 28pt.

Choose colors that meet the Color Contrast Guidelines

• Use colors purposefully and consistently; color should add visual value and fit with the general color scheme of the document.
• Any value relayed by color needs to be conveyed through text-styles or additional context.

• Use the strong and emphasis styles instead of inaccessible bold and italics.
  • Strong and emphasis will code the text so it is Programmatically Determinable
  • Underline and strikethrough are also inaccessible to screen readers and should be avoided or supported with other text-styles.

• For Digital Documents, display links as short phrases that indicate their intended destination or purpose.
• For physical documents, identify the link and display the full address.
  • Use a URL shortening service for long links.

Visuals like tables, charts, and images can be valuable instructional tools; therefore, Alternative Text and Long Descriptions is essential to help readers who are blind or have limited/low vision understand the image and its value. Clear Layout Design and Color Contrast Guidelines should be used maintain visual accessibility while utilizing titles, labels, and captions helps all readers identify the visual.

• Almost all images need to be supported with sufficient text description.
  • Alternative Text (Alt-Text) is a brief description of the value of the image in its intended context. 
  • If the image is more complex, additional description (Long Description) is needed to fully support the image. 
  • Occasionally, images hold no value beyond the visual. In these few instances, images can be marked as decorative.

• Charts or graphs should be inserted as charts.
  • Images of charts don’t provide the same level of context needed to make charts fully accessible.
• All charts need Alternative Text that briefly summarizes the main trends in the chart and Long Description that presents the complete data.
  • Providing the data table will suffice.

• Tables and their associated contents need to be Programmatically Determinable.
  • Tables should be created or labeled as tables and not included as images.
  • All tables should have headers for easier navigation.
• Tables in documents should have a simple structure.
  • Document creation and editing software does not support the use of complex tables.