Accessible Practices for PowerPoint, Word, and Google Docs

In part two of this post, we provide a look at some accessible practices for hyperlinks and colors for text and backgrounds.

Hyperlinks

Hyperlinks are helpful for creating accessible documents so that screen readers do not read each individual character of a web address, or URL, aloud, thus cluttering the information with unnecessary characters. They also aid in organizing multiple links on a single document.

General Tips for Hyperlinks

1. The screen reader will preface the web address with “Link” so you may name the hyperlink after the webpage itself.
   1. Example: use the name “Zief Law Library Website”
   2. DO NOT use: “Click Here” “Read More” or “More Info.”
      1. This language is not clearly identifying the information to the listening audience.
2. Use hyperlinks in your documents, presentations, and email!
   1. Don’t forget to practice accessibility in your emails as well!

Text and Background Color

Creative fonts and colorful text on colorful backgrounds can be aesthetically pleasing, but can also create a learning barrier for learners with low vision. Choosing fonts and backgrounds that are easily read creates an inclusive learning environment, both in print and online.

General Tips for Text and Background Color

1. Use a color contrast tool  to test if your PowerPoint slides are legible for people with low vision. Colors have a varying degree of contrast against others.
   1. Confirm the presentation meets the Web Content Accessibility Guidelines with the Web AIM Color Checker.
2. Do not use color to indicate meaning on documents or presentations.
   1. Example: Do not use red to convey something is wrong.
3. Use clear, large fonts on documents and presentations.
   1. This is important for both learners whose first language is not English and for those with low vision.
   2. Acceptable fonts:
      1. Times New Roman
      2. Verdana
      3. Arial
      4. Tahoma
      5. Helvetica
      6. Calibri

Checking Your Work

Microsoft Word has an Accessibility Checker function that will automatically review your document for accessibility. Select ‘Review’ and click on the ‘Accessibility’ icon to explore. In addition to using the Accessibility Checker function, use Read Aloud to listen to the Word Document and follow with adjustments for an easier listening experience.

For more information on how to create accessible Word Documents, PowerPoints, and Google Docs, please visit the USF ETS Create Accessible Documents Page.

Additional Resources

1. Microsoft Read Aloud Instructions
2. Microsoft Accessibility Fundamentals
3. WebAIM Microsoft Word Creating Accessible Documents