Getting in the habit of creating accessible content

Have you heard of the “touch it once” philosophy of time management? Basically, if you don’t have time to do it “right” the first time, you won’t have time to re-do it either. 

Let's make our work accessible from the start!

Creating accessible content doesn't have to be a daunting task - it's about developing habits that prioritize accessibility from the start. Changes that are small but applied consistently can make a big difference, and over time, these habits will become second nature. With an understanding of the 7 core skills of digital accessibility, you can seamlessly incorporate accessibility into your documents, emails, images, presentations, social media, online courses, and websites as you create them. 

Here are five simple tips you can begin today to develop the habit of creating more accessible documents: 

Tip 1: Simplify your layout

Heavily formatted documents can create significant barriers for adaptive technology software and may even be completely inaccessible. To ensure your content is accessible, keep the layout and presentation simple. Whenever possible, avoid using PDF's - instead, opt for a web page or an accessible document format. 

Tip 2: Use Heading Styles

In Google Docs, Microsoft Word, Canvas and other editors, use the built in heading/styles. It makes it easier for anyone to scan through a document and it allows people using adaptive technology to navigate a document. Be sure to use the styles in order (e.g. Heading 1, Heading 2, Heading 3). Extension templates have pre-formatted styles that can be applied to format text, saving you time. 

Headings in Google Docs:

Styles in Word:

Tip 3: Use the built-in formatting tools

Lists (bullets & numbering), columns and tables should all be created with the built-in tools and not set up manually with spaces or tabs. If you don't format your text correctly, adaptive technology users won't be able to identify lists, follow text in the right order or read data in a table. Note: tables can be made accessible in Word but not in Google Docs. Please refer to the 7 core skills to learn more about accessible formatting for tables.

Tip 4: Typography & links

• Use sans-serif fonts like Arial, Calibri or Verdana 
• Left-align text; avoid centered or justified text
• Use at least 12pt for print and digital docs and at least 14pt if you plan to screenshare in Zoom or Hangouts 
• Avoid using italics and all caps 
• Don't rely on color alone for emphasis - include bold or underlined text
• Use meaningful text for links and not the URL itself
• Avoid using "click here", "read more", "info", "link to [URL]"
• Use the full email address as the link

Tip 5: Provide alternative text (alt text) for images

Screen readers don't have the ability to describe an image on their own, so it is important to add alt text for any relevant images you add to a document. Alt text should provide information about the image's purpose to the reader. Right-click on an image to add alt text. Examples are provided on the 7 core skills alternative text page.

Resources to learn more 

If you haven’t already done so, schedule an hour to complete the Digital Accessibility Foundations course. 

Digital Accessibility Foundations: [1 hour, self-paced online] In this course, participants will learn what digital accessibility means, why it matters, and how it can be incorporated into their daily work. It is a prerequisite for the Digital Accessibility Badging Program; however, it does not carry its own badge.

Once you’ve completed the accessibility foundations course, take the Create Accessible Documents course. It is only slightly longer than the first course and it will truly give you the groundwork you need to build accessibility into everything you create.

Don’t forget to review your course’s downloadable documents for accessibility. If you’ve already determined it’s an important piece of content, make sure it’s accessible with headings, alt text, descriptive links, appropriate use of tables, and more. 

If you want to go deeper, we recommend taking the Create Accessible Slide Presentations course next. There are also courses on creating accessible PDFs, Canvas course sites, and websites. These more specific topics are areas where Extension’s Learning Technologies, Communications, and Web teams can support you. 

It’s the basics - the things that impact the way you write and share every day - where you should put the majority of your focus. With digital accessibility, the key is to start small, but start now.

Article updated by Karen Matthes, Extension Learning Technologies from a previous blog post by Alison Holland.