Accessibility FAQs

Some advice for accessible documents

This list is not exhaustive

Guide to making your Word Document Accessible

• The best way to provide information on the web is using the Content Management System as the content types are already set up to provide Accessible information. 
• If you need to upload a document we recommend that you use the Microsoft 365 apps (e.g. Word) to create your document.
• Please see our Guide to making your Word Document Accessible - This document is regularly updated.

What is important to make my documents accessible on the web?

To ensure your documents are accessible you should consider the information below:  

• Accessibility Checker tool - have this switched on when creating or editing documents in your Microsoft 365 apps and it will highlight any accessible issues when you go to save your document.  
• Make sure you follow a logical structure - use Headings and go from H1 down to H6 (if needed). (Note: We have a bookmarklet that allows you to see the headlines on any page you browse to).
• Avoid free formatting in a webpage/document, use the provided styles. When editing a document for the web you can amend the Header styles to suit the formatting you want but a reader will still see it as a Header.
• If you include any images ensure you provide a meaningful description for the image if it is an important part of the document.  If not mark it as descriptive.
• If including links in your document, avoid using Click Here, Read More etc, this text is meaningless to someone using a screen reader, add a Screen Tip using descriptive text to explain the link.
• There are a few things to consider when creating your document for the web, for accessibility it is recommended:
  
  
  • Font choice is important (the CMS format will be applied to web content), use a sans serif option, such as Verdana, Tahoma or Arial 
  • The size of the font is recommended to be 12pt (16px)
  • Avoid Capitals, try to avoid underline (looks like a link) use bold for emphasis
  • Avoid Justified text, this puts additional spaces between words which are read by a screen reader
  • If using coloured text ensure the colour contrast is sufficient aim for a 4.5:1 ratio between the foreground colour (e.g. text, links, etc.) and the background colour.
  • Do not depend on colour alone to highlight something important in your document, users with colour blindness may not notice the difference.
  • Use 1.25 or 1.5 line spacing (the CMS will automatically apply the correct line spacing to webpage content)
  • It is generally good practice to avoid acronyms (if used ensure you expand it at least once on the page), difficult words, idioms, and unusual phrases. Many people with or without disability have difficulty understanding such jargon

• Microsoft 365 support provides information on how to make your documents accessible. Make your content accessible using Microsoft 365 apps

How can I make a PDF accessible if I need to use one?

• For full information, see our dedicated Accessible PDFs webpage
• Ensure your document has a Title, the language is identified, that it is tagged and has a logical reading order.  Other important elements are identified in our Guide on making your PDF Accessible
• There is no fundamental need for a PDF, after extensive testing of PDFs we have found that they are very difficult to make accessible and for that reason, not recommended for use on the web.
• Even when your document is fully accessible in your Microsoft 365 app, converting to PDF will nearly always introduce accessibility issues.  
• You will need to remediate these issues using Adobe Acrobat Pro for which you will need to purchase a subscription licence. 
• When converting a file to PDF - Do not use the Print to PDF option as this will not carry over the accessibility of your PDF file. Instead, use the correct approach for your version of office.

How can I make the forms on my webpage accessible?

When providing access to a form on your website you should ensure it is accessible by all users, whether they access it using a mouse or a keyboard (tabbing through the document).

The best option is to use Microsoft Forms and then embedding the form into your webpage.  Microsoft Forms have many accessibility features built in.

If you are using a different source for your form please see below pointers on how to make a form accessible to assistive technology:

• Provide good instructions on how to fill out your form
• Ensure the elements of your form are in a logical order when being read by a screen reader and/or when a user is only using a keyboard.
• Include good labels for buttons and controls in applications, so that users understand their purpose and use
• Describe any errors adequately so that the user knows how to fix it.
• Ensure there is a mechanism to navigate back to resolve an issue.
• Ensure the field requirements are not just indicated by colour
• Any input option - radial, check box, fields should be large enough for a user to be able to click on it.
• It is mindful to provide confirmation once a form has been submitted

MS Forms does most of the above for you, automatically.

How can I check the Readability of my webpage

Writing style - Microsoft Editor highlights potential issues with your document and suggests how to resolve them.  It is available in Word on the web and also Microsoft 365 apps. 

Hemingway Editor - highlights lengthy, complex sentences and common errors. You can insert your text to see how easy it is to read.

• Use the simplest and clearest language possible. 
• Write shorter, less complex sentences
• Where it is not possible to simplify the language, consider an alternative version in simpler language

Readability Checker - Juicy Studio - insert the URL for your webpage to receive the statistics.  This webpage provides scores relevant to the following options:

• Gunning Fog Index - The lower the number, the more understandable the content will be to your visitors. Results over seventeen are reported as seventeen, where seventeen is considered post-graduate level.
• Flesch Reading Ease - The higher the score, the easier it is to understand the document. Authors are encouraged to aim for a score of approximately 60 to 70.
• Flesch-Kincaid Grade - Text intended for readership by the general public should aim for a grade level of around 8 

Accessibility Checker Tools

There are many tools which help to assess the accessibility of any website.  Most checkers only highlight a percentage of accessibility issues and it is recommended that a user use a combination to capture as many issues as possible.

The University site is audited on a weekly basis by the NDA for accessibility issues.  It is also audited on a monthly basis by Silktide Index.  Both of these audits provide us with the information on what we need to amend or update to improve accessibility of the University of Galway website.