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Guidelines for ensuring that your documents are accessible:

  • All documents, including PDFs must be fully accessible
  • Documents must have an informative and meaningful title
  • Text should be left aligned, not justified
  • Avoid underlining, except for links
  • Do not use colour or shape alone to show meaning
  • Do not use images containing text
  • All links should be meaningful out of context, without reading the surrounding text. Avoid 'click here' and 'read more'.
  • Tables should only be used for data, not for laying out other types of content
  • Avoid splitting or merging cells in tables
  • Tables must have appropriate alt text
  • Each table must have one header row and one header column. The headers should not be visually communicated by formatting the text using size or colour
  • Always run your final document through the programme’s accessibility checker before converting to PDF

Additional recommendations for presentations (either PowerPoint or PDF):

  • Use unique slide titles, to allow screen readers to skim slides to navigate
  • Make hyperlinks, images and tables accessible
  • Set reading order of slide content, this is particularly important if there is more than one text box. Screen readers read the elements of a slide in the order they were added in, which might be different from the intended order.

Useful resources on accessible documents