Creating accessible documents

The structure of a document is the way content is organised. We do this by applying in-built heading styles . This is one of the most important things to do to a document, especially if it is a long document.

A structure means adding headings such as Heading 1, Heading 2 and Heading 3. Use only one heading 1 (usually for Title) and do not jump heading levels. For instance, do not use heading 2 and then heading 4. Adding these creates a map or navigation menu of headings and sub-headings for screen readers to follow.

• Insert in-built page numbers in your document footer.
• Insert an in-built table of contents if your document has six or more pages.

• Use accessible fonts. Sans Serif fonts are often considered more accessible. These are fonts like Arial, Tahoma, Helvetica, and Verdana.
• Make sure your font colour has good colour contrast. Use the 'Automatic' setting for font colours and the high contrast only function to choose accessible colours. The Accessibility Checker will also identify poor colour contrast.
• Use a minimum of size 12 point for your main text. Use larger font size for headings.
• Set your line spacing accessibly for example to 1.5 or 1.2. Align text to the left. Do not centre, justify or use vertical text.
• Use page breaks or section breaks when creating a new page or moving text to a new page.
• Use in-built formatted numbers and lists .

Do not use colour to show meaning on its own. Always add a text alternative. Colour perception varies. Some people cannot see or recognise colours. The meaning of colours can differ across cultures. For example, red symbolises good luck in one culture and danger in another.

Make sure there is good high colour contrast. This means making sure that your text can be viewed easily. Use dark text on a light background, or light text on a dark background.

Colour contrast tells you more about accessible use of colour.

• Keep sentences and paragraphs short. Aim for an average sentence length of 15 to 20 words.
• Avoid using abbreviations. Spell out words like "and" instead of using an ampersand (&) except when part of a company name (for instance "Holland & Barratt" or a standard abbreviation like A&E (which would not include an ampersand if written in full: Accident and Emergency).
• When using an initialism or acronym for the first time, be sure to write it out in full, even if it is a commonly used term in your area of work. For example, the first time you would use "British Sign Language (BSL)" and after this you can use BSL.
• Minimise the use of bold, underlining, or CAPITAL LETTERS, and do not use italics. Capital letters explains how to use these.
• If you are referencing a document, use the Harvard system of referencing as this is more accessible than using numbered systems. Put references beside the text and embed a link to your source when possible. Do not use reference numbering. A reference list is fine to include at the end of a document. Do not use footnotes or end notes.
• Do not use symbols like dashes or asterisks to show either importance of information or additional content. Do not use dashes instead of colons or semi colons, or commas.
• Use direct, clear plain language.
• Be consistent with how you use numbers in a document.
• For very large numbers, combine a figure and a word such as million or billion, for example 14 million. And for fractions use either:
  • full text such as the word one-fourth or a quarter
  • 25% using numerals and the percentage symbol
  • or use words and numerals: 1 in 4 people.
• To describe a period of time use 'from', 'to', or 'till'. 'Starts or begins at' and 'ends or finishes at' can also be used in this context, as can 'between' and 'and'. For instance, the event starts at 10 a.m. and finishes at 3 p.m. or the event runs from 10 till 3.
• When writing dates, it is helpful to use the format: name of day, date of day, month, and year (for example Friday 23 January 2026). If using numbers use date of day, month, and year: 23/01/2026.

• When using hyperlinks do not use phrases like 'click here' and 'visit this document'. A link must include a description of what it is about and the destination it is taking you to. Creating accessible hyperlinks gives more guidance.
• For online documents, embed links in the main text of your sentences instead of using a full URL.
• If you need to show an URL on a print document or a poster or presentation, reduce the URL size. For example, www.kirklees.gov.uk or kirklees.gov.uk instead of https://www.kirklees.gov.uk.

How to add a hyperlink in a document

1. Highlight the word you want to add a link from
2. Select insert link
3. Paste the link in the address
4. Select Screen tip and add an alt text OK
5. Ensure the link is styled as a hyperlink

To edit a link

1. Select the link and right-click to open the context menu, then find and select Edit Hyperlink
2. Select > Screen tip and add alt text > OK
3. Ensure the link is styled as a hyperlink

• Use images to illustrate your text and not to convey new information without explanation.
• Do not share your documents as image files as they are not accessible.
• Set wrapping style of images as "In line with text".

Make sure you add alt text to your images

• Make your alt text as short as possible whilst still conveying the meaning of your image. If the description is long, add this as text to the document rather than including it in alt text. Make it meaningful, not just a literal description of the image but also describe the context and purpose of the image.
• Make sure that you add alternative text (alt text) to all images, text boxes and shapes unless they are for decorative purposes only. Do not use auto-generated alt text.
• Add alt text for QR codes and make sure there is a hyperlink to, or plain text explanation of, the same information above or below the QR code.
• If you embed a document as an object, you must add alt text . Please note embedded documents may cause accessibility issues.

Flowcharts, graphs, charts and diagrams

• Save grouped visuals (like flowcharts and graphs) as a single image and use alt text to describe the image to ensure screen readers interpret them correctly and avoid confusion from individual elements. In Word, PowerPoint and Excel you can use the snipping tool to take a screenshot of grouped visuals that creates a single image.
• Use long descriptions for complex images like charts or diagrams. These give more detail than alt text, explaining things like layout, colours, and meaning to help people understand the image without seeing it. Put the description in the main text or link to it near the image.

More information

• Add alternative text to a shape, picture, chart, SmartArt graphic, or other object
• Find out more about using images or pictures accessibly.