Proper Heading Structure

Headings are the titles that give your document a meaningful structure. Using proper heading structure creates logic and makes it easier for screen readers to analyze when the paragraph text of one section ends and the next section begins. Accessible documents for individuals using screen reader technologies need a proper heading structure with appropriate heading tags like H1, H2, H3, H4, and so on. This helps the screen reader to navigate the document without difficulties.

Meaningful Hyperlinks

Documents that will be viewed digitally include hyperlinks to web pages for the convenience of navigation. Although they are easier for sighted people to track and reach the desired page, it needs to make more sense for people with vision or cognition challenges. The hyperlink must contain standalone information that conveys clear details of the link. You can do this by adding the full title of the destination webpage. However, when you are hyperlinking something, please avoid restyling it as it may get difficult for the screen reader to understand.

Alt Text for Images

When information gets too complex to describe in words, images are meant to add value and make it less complicated. Moreover, people with dyslexia or learning difficulties have difficulty processing content. So, images can prove to be one of the most valuable additions to a document. However, making documents accessible with images needs to be done correctly. For example, place images in a way that doesn't obstruct the text flow. For an image to make sense to people relying on screen reader software to access a document online, you need to add alternative (alt) text to it. This helps the screen readers to convey the information described in the alt text easily to the reader. When you create an alt text, ensure you provide accurate information and describe what the image conveys. Moreover, it should be about 150 characters.

Appropriate Colors

Don't use color to convey important information like an indicator of a document feature. For example, the color in a document should not convey the different heading levels. Moreover, there should be sufficient and appropriate contrast between the text and the document's background color. This is because people with color blindness have a hard time reading content if it is not in the appropriate colors. Even a screen reader won't be able to indicate when the color has changed.

Correct Fonts

There are no hard and fast rules as to what fonts can be used in an accessible document. However, most organizations prefer simple sans-serif fonts like Arial, Calibri, or Helvetica without fancy artistic modifications. These fonts are preferred in web designing because they are easy to read. Fonts that need to be avoided are light and thin as people with vision problems find it harder to read.

Easier Table Navigation

It is essential to make tables that allow users to access information more easily. Since tables are read from left to right and top to bottom, it is easier for a sighted user to read in that format. However, a screen reader reads the table from one word to the other. To make your document accessible for people using a screen reader, ensure that you keep the table structure as simple as possible. Do not merge cells or split them. Use table properties to head row headers and alt text. Add lists or columns if the information is not in data format.

Proper Video Captions

A caption in a video is the visual text representation of the video. It provides text narration of what is going on in the video. This is helpful for people who cannot hear or situations when audio is not available. YouTube has a feature that creates automatic captions for the video if you forget to add text to it.

Transcript for Video and Audio

People with partial or complete vision loss have difficulty watching a video. A text version of what is being shown on the screen is provided with proper transcripts. It is easier for the screen reader to comprehend. Moreover, even people with hearing loss benefit from reading the transcript playing on the screen.

Use Lists

No one likes to read complex information. In times like this, you need to break up the information into a numbered or bulleted list for people to grasp the content easily. This is necessary, especially for people using screen readers. It allows assistive technology to understand valuable information like where the list begins and ends, what items are on the list, and how many items are on the list.

Word Accessibility Checker

If you are creating a document on Microsoft Word, you can see a "Check Accessibility" feature in the Review section of your page. If you run this in-built "Accessibility Checker" feature, it will highlight and tell you when your document is having problems with accessibility. The best part is that it also provides information on improving document accessibility.

Organize Content with a Logical Flow

The reading order is important because it helps guide the reader through the content in a way that makes sense. It includes elements like headings, paragraphs, lists, tables, and images, and arranges them so that the reader can follow the flow of information without confusion.

To set up a good reading order, use proper heading levels, add alternative text for images, and format lists and tables correctly. This way, readers can easily follow along, whether they’re reading normally or using a screen reader. Most tools used to create documents or websites will help you arrange the content in a logical order.

Choose Readable Fonts

The font you use can make a huge difference in how easy it is for people to read your document. Accessible fonts are those that don’t slow down readers, including those with vision impairments or reading challenges. Using a simple, clear font improves readability and makes it easier for everyone to get through the content without straining their eyes. Stick to easy-to-read fonts, avoid fancy styles, and ensure the text is large enough for easy reading.

Use Proper List Formatting

Lists are a great way to present information, but they need to be formatted properly. Whether it’s numbered or bulleted, make sure the list is easy to follow. Using the correct list formatting helps screen readers pick up the structure, making it much easier for everyone to understand the content.

Create an Accessible Table

When you include tables in your document, make sure they’re easy to navigate. Use proper headings for rows and columns, and keep the layout simple. This will help screen readers and other assistive tools understand the content better.

Use Accessible Form Fields

When adding forms, ensure the fields are easy to fill out and clearly labeled so that they work well with assistive technologies.

Add or Specify the Document Language

Setting the right language for your document ensures that screen readers and other assistive tools can read the text correctly. This is a simple but important step to make sure everyone can understand your document.

Use Clear and Simple Language

To make your document easy to understand, use simple and clear language. This means writing in a way that anyone can get the message on their first read. The goal is to be straightforward, so readers don’t get lost in complex words or phrasing.

Here are some tips for clearer communication:

• Keep sentences short – ideally 15 to 20 words.
• Avoid long sentences with too much information; try not to list more than three points in one sentence.
• Use active verbs instead of passive ones. For example, say "We will send you an appointment" (active) instead of "An appointment will be arranged for you" (passive).
• Stay away from acronyms and jargon. If you have to use them, explain them when they first appear.
• Use bullet points to break down complicated details and make the text easier to follow.

Read - “What is Plain Language in Accessibility?”

Check Your Document’s Accessibility

You can check how accessible your document is in Microsoft Word by using its built-in accessibility checker. Just go to the ‘Review’ tab and click on ‘Check Accessibility.’ This tool will highlight any problems that might make the document hard to read, explain why they need fixing, and offer suggestions on how to improve it.

If you want to check your work while you write, there’s an option to keep the accessibility checker running in the background. Just tick the box that says "Keep accessibility checker running while I work" to get real-time feedback.