Resource links: Creating accessible documents

Creating documents that are accessible to everyone is easy to do. It can save time overall because there is no need to create a bespoke ‘accessible’ version of a resource every time it is requested! Below is our list of tools and resources for learning about and implementing document accessibility. If you need help, feel free to reach out to HDI’s Technical Assistance or Instructional Design teams.

Accessing content

• Immersive Reader and more Digital Learning Tools from Microsoft Education

Laws and regulations

• Rehabilitation Act of 1973
  • Section 508: Federal Electronic and Information Technology
  • Section 504: Nondiscrimination under Federal acts and programs
• Americans with Disabilities Act (ADA)

Web Content Accessibility Guidelines (WCAG)

• A very helpful, customizable quick reference to WCAG 2.0 requirements and techniques. WCAG Quick Reference provides a Filter tab to determine which success criteria and techniques are displayed/apply. The Contents tab provides a quick link to requirements with buttons that allow users to “show a full description” of the SC, “show techniques and failures” for the SC and display its “understanding” information.
• A guide to understanding and implementing WCAG 2.0, Understanding WCAG 2.0 contains links to content for understanding Success Criterion, information about how to successfully implement the criterion, and guidance about techniques for developers for success and failure.

Testing tools

• Color Contrast
  • WebAIM: Contrast Checker
  • Color contrast checker analyzer tool | Adobe Color
  • Color Contrast Analyzer (CCA)
    • CCA 2.5 for Windows
    • CCA 2.4 for macOS
  • Color Blind Vision Simulator | Color Blind Glasses Simulator (pilestone.com)
• PDF Accessibility Checker (PAC) 2021 – PDF/UA Foundation

Document accessibility fundamentals

The US Department of Homeland Security’s Office of Accessible Systems & Technology (OAST) provides free training resources. Their Authoring Accessible Documents course covers the fundamentals of accessible Office 365 materials.

Section508.gov

The US General Services Administration maintains Section508.gov, a portal stuffed with free training resources to help agencies meet accessibility requirements. Below is a sampling of courses related to document and media accessibility. To access other accessible electronic document technical resources, visit Accessibility Testing for Electronic Documents.

• Video training – Accessible Microsoft Word Documents
• Video Training – Accessible PDF Training
• Create Accessible Video and Social Media
• Create Accessible Software and Websites
• Create Accessible Digital Products
• Test for Accessibility

Font selection

Changing the default font can make your print or electronic document more readable for everyone. Font choices are subjective; use what you think looks best but ask someone else to weigh in on your choices.

• Sans-serif fonts like Open Sans, Roboto, and Arial are much easier to read as body text, especially with longer digital documents, as compared to serif fonts.
• Serif fonts like Times New Roman, Frank Ruhl Libre, or Playfair Display can be a good choice for titles and headings. Serif fonts are preferred for longer printed documents.
• Avoid overly decorative fonts like Comic Neue, Abril Fatface, Yellowtail, or Rubik Glitch. They can be used sparingly for logos or special text but should be accompanied by a more readable version.

Text size and formatting

Generally, the base document font should be size 12-14pt for body text and 18-20pt for headings. Experiment with your font’s weight (light, regular, bold), kerning (the amount of space between letters), word spacing, and line spacing to find something practical that communicates your message.

• Text should be left-aligned or justified if possible so that it can be scanned easily.
• For best readability, limit your use of italics.

What is a “12 point font”, anyway?

In typography, “pt” stands for “point”. It is a unit of measure used to specify font size. One point is equal to approximately 1/72 of an inch or 0.351 millimeters. Using the point system provides a standardized way to specify and compare font sizes accurately across different fonts, mediums, and resolutions. It allows designers and developers to have precise control over the appearance and legibility of text.

When you see “12pt font”, it means the font size being referred to is 12 points (or 1/6 of an inch) tall. This is a relatively small font size often used for body text in print publications or on the web.