Set Default Language
- Set language preferences in Office. Mac mirrors the system’s settings.
Make It Easy to Understand
- Write content as clearly and simply as possible.
- Use plain language.
- Web Accessibility Content Guideline 3.1.5 Reading Level
Apply Structure to Body
- Use heading styles to show content organization.
- Use properly formatted lists.
Create Accessible Links
- Provide link text that describes where the link goes and gives meaning out of context.
- Avoid phrases like “click here,” “learn more” and “read more”.
- Underline links for quick identification.
- Do not underline non-link text
- Steps to add link text
Adding Effective Link Text
Use Color Appropriately
- Use required color contrast between the background and text.
- Do not use color as the only method to convey meaning.
- Include an additional descriptive component such as text, patterns or shapes.
- Learn how to use color
Add Alternative Text
- Provide alternative (alt) text to non-text objects that convey meaning.
- Keep the alt text short and concise (about 125 characters).
- If marking visuals as decorative is not an option, add “decorative” as the alt text.
- Avoid images with text when possible. If necessary, add alt text.
Adding Effective Alt Text
- Everything you need to know to write effective alt text
- How to Write Alt Text and Image Descriptions for the visually impaired
- Video: Improve accessibility with alt text
Create Accessible Tables
- Use a simple table structure. Avoid merging or splitting cells and using nested tables when possible.
- Define header row for data tables.
There are resources available to make your material more accessible.
Automated tools cannot verify all issues and should be combined with manual testing. Testing with a screen reader can help.
- JAWS: Job Access With Speech (JAWS) is a commonly used robust screen reader for Windows and has a free demo mode.
- NVDA: NonVisual Desktop Access (NVDA) is an open-source screen reader for Windows.
- VoiceOver: included with macOS and iOS.
- Use Plain Text or HTML (not Rich Text).
- Use a descriptive subject line.
- When copying and pasting into an email, paste as plain text.
- Make buttons big and fully clickable.
- Provide a plain text version whenever possible.
- Do not include text in embedded graphics, such as invitations, whenever possible. If text is embedded, include alt text or equivalent text in body.
- Make your signature accessible.