For all documents, keep the following accessibility tips in mind.

• Consider sight-impaired viewers when depicting data. Instead of using color as the only differentiator, use a combination of color, shapes and patterns to further distinguish different data on graphs, charts and maps.

  Figure 1: A line graph that uses both shapes and colors to differentiate between the two data sets that are being compared.

  

  Data Source: data.census.gov American Community Survey 5-Year Estimates 2012 to 2022

• Add alternative text to graphics and charts that contain important information and functions. Alternative text is a written description conveying an image’s meaning. This makes documents compatible with screen readers so that people with visual impairments do not miss any key information. Alternative text can easily be added in Microsoft Office and Adobe PDF. Note that alternative text is not the same as a caption.

  Figure 2: An alternative text input box in Microsoft Word. This example shows alternative text that can be added for Figure 1 above. It reads "A line graph depicting the percent poverty status by gender between 2012 and 2022 using data from the American Community Survey 5-year estimates. In general, females had a higher percent poverty than males, and the poverty level has decrease for both genders since 2014."

  

  Screenshot of the Alt Text from Figure one in a Microsoft Word Document

• Consider using high-contrast colors when drafting documents and images. In most cases, a light background with dark text is preferred. Contrast-checking tools can help check for adequate contrast.
• Typefaces, font sizes and image sizes and quality will impact the legibility of a document.
• Design digital documents so that:
  • People can navigate and complete all tasks using a keyboard.
  • Information is ordered logically, typically from left to right and top to bottom.

• Use headings appropriately, as screen reader users can type commands to find different parts of a document. Add screen reader labels that include the level of the heading, followed by the title of the heading.

  Figure 3: An example document that follows a clearly defined heading structure.

  

• An accessibility check assesses potential barriers to accessibility and identifies areas for improvement. Applications such as Microsoft Office and Adobe Acrobat both have accessibility check options. In addition to built-in accessibility checkers, staff should also check for accessibility themselves. Run the document through Windows Narrator to ensure it reads correctly and help find any mistakes.

The PDF format offers additional functionality not available in standard Word documents. Some of these features include user-fillable fields, interactive buttons and hyperlinks to flip to a certain section or page. When designing an interactive PDF, consider the following:

• Label all fields with their function so that people using a screen reader know how to interact with the field. Field placeholders should also be used for easy comprehension of what entry is expected of the user.

  For example, the label for a date field would be “Date,” and the placeholder for a date would be MM/DD/YYYY.

  Meeting Date

• Tag tables with the table name, column title and column number for easier legibility and navigation.

  Figure 4: An example table that follows a clearly defined column and row structure.

  

• Links should include screen reader-only text that explains the link rather than only the linked text. Provide a description for a link to help the reader understand the context. 

  Figure 5: A hyperlink that uses descriptive text instead of using the word ‘Link’ to signify additional material. The example includes the description, “The link to join the webinar by computer, tablet or smartphone is:” before providing a link.

  

• Enable live transcription on PowerPoint during presentations. Also, add captions to any video embedded in a PowerPoint presentation.
• Limit the use of animations and consider whether they will impact the readability of the material. If animations are used, provide a warning prior to any animations for those who may have photosensitivity or epilepsy.