When creating documents, there are many style and formatting options available for your text. While these options can enhance the visual design, it is important to consider how they impact accessibility. The following are general accessibility best practices that can be applied across different software platforms to help ensure your text is clear and accessible to all users—regardless of ability.
Select a Clear and Simple Font
Choose simple, easy-to-read fonts such as Arial, Calibri, Helvetica, or Futura. Avoid decorative or hard-to-read fonts (e.g., script fonts or symbol fonts like WingDings), as they can be difficult for users to read. While accessibility standards do not restrict specific fonts, the goal is to prioritize the clarity and readability of text across devices and software.
Select Appropriate Font Sizes
Regular body text should be at least 12 pt. Slide presentation text (PowerPoint, Keynote, etc.) should be at least 20 pt. While users can zoom in to view content, this creates an additional step. Larger text improves readability and reduces the need for zooming.
Do Not Rely on Text Formatting to Convey Meaning
Users often rely on text formatting to create emphasis. While this is understood by many visual users, screen readers may not alert their users to these formatting elements, sometimes ignoring them completely.
Note: These formatting elements can still support visual users, but they should not be the only way important information is communicated. Always include meaning directly in the text.
Capitalization
Do not rely on capitalization to emphasize text. Screen readers do not interpret capitalization as emphasis. Moreover, excessive capitalization can make text more difficult to read, as it can make words harder to distinguish and slow down the reading process.
Note: Many PowerPoint slide templates rely on capitalization. This can be adjusted in the
Slide Master view.
Bold, Italics, and Underlines
Screen readers generally ignore bold, italics, and underlines— unless a user has changed their default settings on their screen reader, which most do not! Additionally, underlined text may be misinterpreted as a broken link by visual users.
Strikethrough
Screen readers typically treat strikethrough text as regular text, unless specific settings are enabled. Most screen reader users do not enable this feature, as it results in unnecessary information that can make the reading experience burdensome.
Table 1. Examples of inaccessible and accessible text when meaning is conveyed through text formatting.
| Format Feature |
Inaccessible Text |
Accessible Text |
| Capitalization |
ALL ASSIGNMENTS ARE DUE BY FRIDAY! |
Important: All assignments are due by Friday. |
| Bold |
Late work will not be accepted. |
Note: Late work will not be accepted. |
| Italics |
All evaluations must be submitted by midnight (EST). |
Important: All evaluations must be submitted by midnight (EST). |
| Strikethrough |
Submit your paper by Sunday. Submit your paper by Friday. |
Updated Deadline: Submit your paper by Friday. |
Do Not Rely on Color to Convey Meaning
Color is not sufficient on its own to convey meaning. Information conveyed by color needs a text alternative to be understood by all users. Users who are color blind, have low vision, or rely on screen readers may not perceive color differences and may miss important details. Additionally, screen readers cannot interpret color, so any meaning conveyed through color must also be presented in text. This applies to both font color and highlighted text.
- Embed the meaning of the emphasis in the text itself. For example, “Important note: I cannot accept late work, so all work must be complete on time.”
Table 2. Examples of inaccessible and accessible text when meaning is conveyed through color
| Color Feature |
Inaccessible Text |
Accessible Text |
| Highlight |
Arrive 15 minutes early to your appointment. |
Required: Arrive 15 minutes early to your appointment. |
| Text Color |
The items in purple are required.
- Signed HIPPA form
- Valid driver's license
- Vaccination history form
- Consent to treat form
- Completed Prior Medical History survey
|
Please bring the following items to your appointment.
- Signed HIPPA form (Required)
- Valid driver's license (Required)
- Vaccination history form
- Consent to treat form (Required)
- Completed Prior Medical History survey
|
Avoid Word Art and Text Effects
When Word Art is used, it is added as an object on a secondary layer, known as the drawing layer. Elements on this layer are largely inaccessible, as they are not part of the primary document structure. As a result, screen reader users may not be able to navigate to or read this content.
Note: Text effects can be used to mimic the appearance of Word Art while keeping the text in the primary document structure, allowing screen reader users to read and navigate the content. However, the extra styling effects (e.g., Outlines, Shadows, Reflections, and Glow) may decrease readability, especially for people with low vision.
Do Not Use Drop caps
Drop caps are a common styling tool in newspapers, magazines, and books. While visually pleasing, this effect is bad for accessibility. Drop caps separate the first letter from the rest of the word, resulting in words being read as individual parts rather than as a whole. This can be a jarring experience for screen reader users. It may also create difficulty for individuals with dyslexia or cognitive disabilities, as it distorts the shape of the word and makes it harder to recognize.