Why Does Document Accessibility Matter?

In the ever-evolving world of online accessibility there are a lot of aspects to consider. Some are more important than others, but the goal is one and the same - true inclusivity for people with disabilities online.

Document accessibility matters due to the fact that it ensures everyone can access and understand the content of a document. Whether it’s a PDF, Microsoft Word document format, or presentation, making it accessible means considering the needs of all users, including the ones with disabilities. 

When documents are not accessible, they become an obstacle for certain individuals to participate fully in education, employment, and other aspects of life.

Improving document accessibility does not mean to just provide an inclusive environment for your users. It brings you a lot of benefits too. 

Accessible documents are easier to navigate and more understandable. Creating accessible documents impacts not only users experience but also SEO rankings of your website improving your visibility in the search engines. 

Also, you should think about the legal requirements in your area of work. Many countries have legal requirements for document accessibility to ensure equal access for individuals with disabilities. 

In the United States, the Americans with Disabilities Act (ADA) and Section 508 of the Rehabilitation Act require accessible electronic and information technology. Similar laws exist in other regions, such as the European Union's Web Accessibility Directive and the UK's Equality Act.

In this blog post, we are going to talk about the different ways you can make your documents more accessible to people with disabilities.

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Why is it important to have accessible documents?

Accessible documents ensure that everyone can access and understand the information they contain regardless of their abilities. 

Accessible documents use accessibility features like descriptive alt text for images, clear headings, and readable fonts, making it easier for everyone to navigate through your website and comprehend your content. 

Accessible documents improve the overall user experience by making every feature of the website easier to understand and navigate. 

By prioritizing accessibility in document creation, you provide content that is inclusive, user-friendly, and beneficial for everyone who is using your services.

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Best practices for document accessibility

It is important for website owners and website developers to ensure that all individuals have equal access to the content of documents. To achieve this, there are several best practices to follow when creating documents. 

Here is a list of the best practices to ensure document accessibility:

1. Use headings: Headings are essential because they help organize content and make it understandable for all users. For individuals who have visual impairments, use screen reading software, or have cognitive disabilities, headings provide a clear structure and help them navigate the content without frustration and obstacles. 
2. Identify document language: Identifying the document's language is an important step in accessibility optimisation as it helps the proper interpretation by assistive technologies and users. It informs screen readers and other assistive tools about the language used in the document. 
3. Use lists: Using lists benefits document accessibility as it helps organize content and information in a structured manner. Lists break down complex text into digestible chunks, making it easier for all readers to understand. 
4. Data tables: When you're presenting complex information in a document, data tables are what save you from being too complex. Properly structured data tables provide clarity and organisation and make it easier for all users to understand the presented information and take what they need from it. 
5. Add alternative text to images: Alternative text for images, or alt text, is a fundamental aspect of your content. It provides better document structure, gives textual description to images and makes them accessible to individuals who are blind or visually impaired. 

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How do you create accessible documents?

There are various types of documents that can be implemented on your website. You should know how to make them accessible to all users.

Here we are going to provide you with valuable information on how to make them more accessible and user-friendly.

Word documents

The main way to make word documents more accessible to people with disabilities is by writing in a clear and simple language. If there are complex terms and words, you should always provide an explanation for them. 

Use a readable and accessible font such as:

• Arial
• Calibri
• Times New Roman

These font types are designed to be easily read and understood by everyone. 

It is preferable to make your font size at least 12 points. The text and background colors must be highly contrasted. If you include images, provide alt. text for them and use descriptive text for hyperlinks.

PowerPoint presentations

With PowerPoint presentations, you must apply the same rules as with the other types of documents to ensure accessibility. 

The font size in the presentations must be at least 24 points for body text. You should also avoid relying solely on color to convey information. Use patterns or textures in addition to color in charts. 

Don't forget to use PowerPoint's built-in accessibility checker to identify and correct errors or issues.

Email communications

Creating accessible email communications is essential to ensure that all recipients can read and understand the content. 

Here are a few ways to make your email communications accessible:

• Use clear and simple language.
• Create a clear and logical structure.
• Use a readable font, like Arial, Calibri, or Verdana.
• Avoid visual-only cues.
• Use tables for tabular data only and make them simple.

If you want to be absolutely sure that your email and attached files are working, you can send them to yourself first and check them as a recipient. This will ensure that there are no accessibility issues.

PDF

PDF documents are accessible if you follow the accessibility rules listed in the Word documents accessibility above. Additionally, you can create a document in Word if the process is easier or more familiar to you, and when you are ready, you can convert it to PDF. 

PDF files have an option called “Best for electronic distribution and accessibility.” When you are ready with the document, make sure you choose that option from the settings. 

In “Adobe Acrobat", you can check the accessibility of the PDF file. 

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Conclusion

Document accessibility is not just a legal requirement but also a moral necessity. Making sure that all of your documents are accessible means that everybody on the recipients' end can access, understand, and interact with the content, regardless of their disabilities. 

This helps your business or brand also because it shows dedication to inclusivity and brings more people to your information or services. 

Frequently asked questions

What legal requirements exist for document accessibility?

Many countries have legal requirements for document accessibility to ensure equal access for individuals with disabilities. In the United States, the Americans with Disabilities Act (ADA) and Section 508 of the Rehabilitation Act require accessible electronic and information technology. Similar laws exist in other regions, such as the European Union's Web Accessibility Directive and the UK's Equality Act.

What are some standard tools for creating accessible PDFs?

Adobe Acrobat Pro is a popular tool for creating accessible PDFs. It provides features like adding alt text, tagging documents correctly, and checking accessibility. 

Why is document accessibility important?

It promotes inclusivity, meets legal requirements, and enhances the user experience for all readers. Accessible documents can also reach a wider audience, including those who rely on assistive technologies.