It turns out that seemingly insignificant text elements, such as fonts and formatting, can be a source of exclusion. Therefore, ensuring digital accessibility of documents is one of the key elements in building an inclusive online space. By properly preparing text files in Word, people with disabilities, including those who are blind or visually impaired, can easily access content posted on websites. It's not complicated - simply follow a few tips and your texts will be much more enjoyable for everyone. How should you write and format documents to comply with digital accessibility principles?
Word Document - What Elements are Important for Accessibility?
When creating a text file for inclusion on a website, it's important to ensure it's accessible to all users, including those with disabilities. The digital accessibility of a Word document means that the content can be easily read and understood by people with various disabilities, such as vision or hearing problems.
Both the language and the formatting of the text influence the functionality of a document. The most important elements to pay attention to include fonts, paragraphs, subheadings, margins, bullet points, tables, charts, footnotes, graphics, and other objects.
Digital Accessibility - What Font?
The font should be simple and easy to read. Sans-serif fonts like Arial, Verdana, or Calibri are the best choices, as they are easier to read on screens. They don't have unnecessary embellishments at the ends of characters, which can affect perception.
Serif fonts like Times New Roman are more difficult to read, especially for people with dyslexia or visual impairments. It's important to note that not only the font type but also its size is important - a minimum of 12 points is recommended. Furthermore, the contrast between the font color and the background must be high to facilitate reading.
Paragraphs and Subheadings
Paragraph structure affects the readability of a document. Long blocks of text can be discouraging to read, especially for those with cognitive disabilities. It's important to use short paragraphs, separating individual thoughts and topics.
Ideally, line spacing should be set to at least 1.5 lines to facilitate scanning. Well-organized and clear paragraphs improve not only the aesthetics of a document but also its accessibility.
Margins
Margins in documents should be wide enough to prevent text from being squeezed too close to the edges of the page. Standard margins used in most word processing programs are typically around 2.5 cm. It's important to avoid margins that are too narrow, as this can make reading difficult for people with visual impairments or those using assistive devices.
Numbered Lists and Accessibility
Numbered and bulleted lists are helpful in organizing information, especially when using screen readers. These devices read lists as a sequence of steps, making it easier for the reader to understand the structure of the information. To be accessible, lists should be created using Word's features rather than manually inserted characters. This makes it easier for screen readers to read the correct order of items.
Linking Available
Links in the document should be clearly labeled to clearly indicate where they lead. It's better to use a description. This approach makes the document easier to use for both visually impaired users and those using assistive technology.
If the document is also to be made available in paper form, then pasting the full address is justified, as the user will be able to enter the link in a search engine. However, including a QR code is a better option - this solution looks more aesthetically pleasing and is more practical. There's no need to enter the URL; simply scan the code.
Digital Accessibility of PDF Documents - What to Pay Attention To?
Converting Word to PDF will help preserve its structure. Choosing the right tagging affects the digital accessibility of a PDF document. Before converting, it's worth using a dedicated PDF program such as SwifDoo PDF. Some programs will analyze the file and identify any errors. It's also important to check the conversion settings - the "Document structure tags for accessibility" checkbox should be checked. This will make the PDF file compatible with scanners.
In Closing
With the right practices, you can create content that is understandable to all users. Ensuring the digital accessibility of documents by public entities is not only a moral but also a legal obligation. Applying the principles mentioned above eliminates digital barriers, making content easier for people with various disabilities to use.