Written documents

Rules for all written documents

No matter how you plan to use your document, or what format it's saved in (.docx, .odt, .pdf), following these guidelines will help to improve its accessibility.

Structure and formatting

• Headings - Use built-in heading styles (e.g., Heading 1, Heading 2) to create a clear hierarchy.
• Lists - Break up text using bullet points or numbered lists.
• Font Size - Use a minimum of 12-point font.
• Line Spacing - Use 1.5 or double spacing for better readability.
• Margins - Include sufficient margins to allow for printing and note-taking.
• Alignment - Align text to the left for improved readability.

Content and elements

• Tables - Use tables only when necessary. Make sure they are clearly structured with proper headers.
• Colour contrast - Ensure strong contrast between text and background for readability.

Uploading your document online

Avoid uploading PDFs online

Avoid uploading documents online as PDFs. PDFs can be difficult to read on mobile devices, often lack proper accessibility features (such as structured tagging for screen readers) and may even pose security concerns.

Instead use editable and accessible formats such as -

• Microsoft Word documents – Users can download and reformat these documents as needed.
• HTML – Add the content directly to a webpage so that it can be understood by screen readers.

Please note - If you are uploading a PDF online, you must also provide that same content in one of the above ways so that everybody can access it.

If you must upload a document

Take these extra steps to improve accessibility -

• Use descriptive links for all hyperlinked text, such as Book an appointment instead of Click here.
• Add alt text for all images, charts, and graphics.
• Make sure text can be highlighted with a cursor (ensures screen readers can access it).
• Use PDF tags to define the structure (headings, paragraphs, lists, etc.).
• Give your file a clear, accessible name using keywords and dashes (eg mile-end-campus-map.pdf instead of ME campus map v4.pdf).

For more in-depth guidance, see Adobe’s PDF Accessibility Overview.

How to check for accessibility

PDFs (Adobe Acrobat)

Go to All Tools > Prepare for Accessibility > Check for Accessibility. Errors are flagged with a red cross. Right-click any error and select “Explain” for more details.

Microsoft Word & Google Docs

Use the built-in Accessibility Checker before saving or exporting your file.

Canva

While Canva can create PDF documents, it has limited options for accessibility features like structure tagging. When possible, use Microsoft Office or Adobe for better control.