Document Properties
Documents need metadata to describe them.
- Title - this should be short and descriptive.
- This is not the file name.
- This can duplicate the title at the head of the document but does not have to.
- Language should be set to the primary language of the document.
- Not all programs include language in the document properties.
Reading Order
Some file formats put information in containers and containers can be moved around. In these cases, the order that the containers are read should match the order in which they are logically followed in print.
Color Contrast
- There must be sufficient contrast between text and background.
- Web Content Accessibility Guidelines (WCAG) recommends a minimum contrast ratio of 4.5:1 for nornal text and 3:1 for large text. Many recommend aiming for a minimum of 4.5:1 ratio.
- Color checkers
- WebAIM contrast Checker: Enter the foreground color (the text color) and the background color in the appropriate boxes. The ratio will be given. You need the hex value for the colors. You can find the RGB color for each and convert them using https://g.co/kgs/vMQf15G.
- TPGi Colour Contrast Analyser: Download and install this software. Use the foreground and background color eyedroppers to choose colors from your document. This tool works for any document that can be displayed on a computer screen. It gives pass/fail for all three levels fo WCAG compliance.
Alternative Text
- Descriptive text must be supplied for all images, graphs, and charts even images of text.
- Images that are simply decorative may have alt text ...
- Alt Text is very useful on websites as it is indexed by search engines and can boost your online presence.
- If the image can't display for some reason, the Alt Text will display.
- Best practices:
- Keep it short 1-2 sentences.
- Why did you choose this particular image? Don't describe every detail.
- Don't say "image of" or "picture of".
- Indicate if it is a logo, illustration, painting, cartoon, or other identifiable format.
- Don't duplicate descriptions of images next to each other.
- End the Alt Text with a period.
- Excellent examples are given on Harvard's Digital Accessibility page on Alt Text.
Text
Heading Styles
- Heading styles are designed for navigation. You can change the looks of heading styles if you don't like the default size, text, or style, but it is important to use them rather than making headings simply bold or a different size.
- The video below is for Microsoft Word but does a really good job of describing when and how to use headings. The actual procedure will vary depending on the document type and there are more instructions on the pages for individual document types.
Lists
- Use bulleted lists for any list where the order of items is not important.
- Use numbered lists for any list where the order is important.
- Lists make it easer for everyone to read quickly.
- They tend to be short.
- They provide structure.
Links
- Do not use text such as "Click here".
- Provide a description of what the person will get by clicking on the link and make that description the link.
- Screen readers will say link before reading the text that is linked.
Tables
- Do not use tables to control layout.
- Use both column and row headers.
- Do not nest tables (no tables within a table).
Audio
- Make sure a written transcript of audio content is available for the hearing impaired.
- For background music, make sure it is at least 20 decibles lower than the primary content.
- If you can give the viewer the option of removing the background music, that is ideal.
Video
- Video should have full captions for the hearing impaired.
- A separate transcript is helpful as well.
- Videos should have audio descriptions that describe the visual information for the visually impaired.
Movement
- If movement of any kind starts automatically and lasts more than 5 seconds, provide a way to turn it off or hide it.
- Be sure that nothing flashes more than three times a second.
- Flashing and red is an especially bad combination.
