All best practices

Module 1 – Accessibility fundamentals (best practice)

Module 1 – Accessibility fundamentals

Document accessibility

  • Understand that accessibility benefits everyone, not just people with disabilities
  • Recognize that accessible design creates a better user experience for all
  • Know that accessibility must be considered from the beginning of document creation
  • Understand the legal and ethical obligations for creating accessible content
  • Learn that accessible documents support multiple ways of accessing information

Types of disabilities

  • Visual disabilities: blindness, low vision, color blindness
  • Hearing disabilities: deafness, hard of hearing
  • Motor disabilities: limited fine motor control, paralysis
  • Cognitive disabilities: learning disabilities, memory issues, attention disorders
  • Understand that disabilities can be permanent, temporary, or situational
  • Consider how people use assistive technologies like screen readers, magnifiers, and voice recognition

Accessibility guidelines

  • Follow the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA standards
  • Apply the four principles of accessibility: Perceivable, Operable, Understandable, Robust (POUR)
  • Ensure content is perceivable through multiple senses
  • Make interface elements operable by various input methods
  • Create content that is understandable and predictable
  • Build robust content that works with assistive technologies

Laws and government standards

  • Comply with the Accessible Canada Act and related regulations
  • Follow government accessibility standards and policies
  • Understand organizational responsibilities for accessibility
  • Know the timeline requirements for accessibility compliance
  • Insert a lang attribute anywhere the default language changes to a different language.
  • Be aware of international accessibility standards and laws

Module 2 – Global M365 Document Techniques (best practice)

Module 2 – Global M365 Document Techniques

Info Pane

  • Set the document language appropriately for accessibility tools
  • Add meaningful document titles that describe the content
  • Include relevant subject and author information
  • Use descriptive keywords to help users find your content
  • Provide document comments that explain the purpose when helpful

Language

  • Set the default language for the entire document correctly
  • Identify language changes within the document
  • Use language settings that help screen readers pronounce content correctly
  • Consider bilingual content requirements when necessary

Text and fonts

  • Use clear, readable fonts like Calibri, Arial, or Verdana
  • Maintain adequate font sizes (minimum 12-point for body text)
  • Ensure sufficient contrast between text and background colors
  • Avoid using color alone to convey information
  • Use proper paragraph spacing and line height for readability
  • Apply consistent formatting throughout the document

Alternative text

  • Add meaningful alternative text to all informative images
  • Keep alt text concise but descriptive (under 125 characters when possible)
  • Mark decorative images as decorative to hide from screen readers
  • Describe the content and purpose of complex images
  • Don't start alt text with "image of" or "picture of"
  • Include relevant context that helps users understand the image's purpose

Contrast

  • Ensure text has sufficient contrast ratio with backgrounds (4.5:1 minimum for normal text)
  • Test color combinations using accessibility tools
  • Avoid using color alone to communicate important information
  • Consider how content appears to users with color vision differences
  • Use high contrast mode to test your content visibility

Acronyms

  • Spell out acronyms and abbreviations on first use
  • Use consistent acronym definitions throughout the document
  • Consider providing a glossary for documents with many technical terms
  • Avoid overusing acronyms that may confuse readers

Plain language

  • Write in clear, simple language appropriate for your audience
  • Use active voice when possible
  • Keep sentences concise and focused
  • Define technical terms when they must be used
  • Organize information logically with clear headings
  • Use familiar words instead of jargon when possible

Module 3 – PowerPoint Accessibility Techniques (best practice)

Module 3 – PowerPoint Accessibility Techniques

Designing accessible slide layouts

  • Use built-in slide layouts instead of creating custom layouts from scratch
  • Ensure proper reading order flows logically from top to bottom, left to right
  • Avoid overcrowding slides with too much content
  • Leave adequate white space for improved readability
  • Position content consistently across slides

Text, reading order, and headings

  • Use clear, descriptive slide titles for each slide
  • Create logical heading hierarchies within slides
  • Ensure text content flows in a logical reading order
  • Use consistent text formatting throughout the presentation
  • Test reading order using keyboard navigation

Tables, charts, and data visualization

  • Add meaningful titles and descriptions to charts and graphs
  • Include data tables for complex visualizations
  • Use high contrast colors in charts that are distinguishable
  • Provide alternative text for charts that summarizes key insights
  • Ensure chart elements are large enough to be easily seen
  • Use descriptive, meaningful link text instead of "click here"
  • Create properly formatted lists using PowerPoint's list tools
  • Ensure links are easily identifiable visually
  • Test all links to ensure they work properly
  • Group related information in logical lists

Slide masters, templates, and themes

  • Create accessible slide masters with proper placeholders
  • Choose themes with sufficient color contrast
  • Design consistent layouts across all slides
  • Include accessibility considerations in custom templates
  • Test template accessibility before sharing with others

Exporting and accessibility checker

  • Run the accessibility checker before finalizing presentations
  • Address all accessibility issues identified by the checker
  • Export presentations in accessible formats when sharing
  • Test exported presentations for accessibility
  • Provide accessible alternatives when necessary

Module 4 – Word Accessibility Techniques (best practice)

Module 4 – Word Accessibility Techniques

Document structure and headings

  • Use only one Heading 1 for the document title
  • Create hierarchical structure with Heading 2 for main sections, Heading 3 for subsections
  • Don't skip heading levels in the hierarchy
  • Use Word's built-in heading styles instead of manual formatting
  • Write descriptive, meaningful heading text that accurately describes content
  • Use the Navigation Pane to check document structure
  • Generate automatic table of contents from heading styles

Using Word styles and formatting

  • Always use built-in styles instead of manual formatting
  • Maintain consistent styling throughout the document
  • Use sufficient color contrast for text and backgrounds
  • Don't use color as the only way to convey information
  • Use at least 12-point font for body text
  • Choose clear, readable fonts like Calibri, Arial, or Verdana
  • Use proper list formatting with bullets or numbers instead of manual formatting
  • Apply document themes for consistent, professional appearance

Writing accessible content

  • Write in plain language using everyday words instead of jargon
  • Keep sentences clear and concise (typically 15-20 words)
  • Use active voice when possible
  • Break up long paragraphs into shorter ones
  • Define technical terms when first used
  • Use terms consistently throughout the document
  • Use inclusive and accessible language
  • Consider appropriate reading level for your audience
  • Start paragraphs with the main idea
  • Use descriptive, informative headings that help users navigate

Tables in Word documents

  • Use tables only for structured data with relationships, not for layout
  • Always include table headers for data tables
  • Designate header rows using Table Design > Header Row option
  • Use descriptive captions that explain the table's purpose
  • Keep table structure simple and regular
  • Avoid merged cells when possible
  • Use repeat header rows for long tables that span multiple pages
  • Ensure sufficient contrast between text and background in tables
  • Consider alternatives like simple lists for data without complex relationships
  • Use descriptive, meaningful link text that makes sense out of context
  • Avoid generic phrases like "click here" or "read more"
  • Keep link text concise but informative
  • Use cross-references for internal navigation to maintain accuracy
  • Indicate file types and sizes for downloads
  • Test all links before sharing documents
  • Maintain consistent link formatting throughout
  • Group related links in lists or sections
  • Don't underline non-link text
  • Use screen tips for additional context when helpful

Accessibility checker and review tools

  • Run the Accessibility Checker regularly during document creation
  • Address accessibility issues as they appear rather than fixing them all at the end
  • Keep the Accessibility Checker running while you work
  • Don't rely solely on automated tools - perform manual reviews
  • Test keyboard navigation through your document
  • Use the Navigation Pane to verify document structure
  • Test your documents with assistive technologies when possible
  • Get feedback from users with disabilities when available

Document templates and best practices

  • Create accessible document templates for organizational use
  • Build accessibility features into templates from the start
  • Provide training and support for template users
  • Test templates thoroughly before deployment
  • Include accessibility guidance with template documentation
  • Update templates regularly to improve accessibility
  • Gather user feedback on template accessibility

Module 5 – Outlook Email Accessibility Techniques (best practice)

Module 5 – Outlook Email Accessibility Techniques

Subject lines

  • Write clear, descriptive subject lines that summarize the email's purpose
  • Keep subject lines concise but informative
  • Avoid using all caps or excessive punctuation
  • Include action items or deadlines when relevant
  • Update subject lines when topics change significantly

Email structure and organization

  • Use clear, logical organization with main points first
  • Break up long emails into shorter paragraphs
  • Use bullet points and numbered lists for easy scanning
  • Include a clear call to action when needed
  • Structure emails with beginning, middle, and end

Writing accessible content for emails

  • Write in plain language appropriate for your audience
  • Use active voice and clear sentence structure
  • Define acronyms and technical terms when first used
  • Be concise while providing necessary information
  • Use inclusive language that welcomes all recipients
  • Consider cultural differences in communication styles

Headings and lists in emails

  • Use headings to organize longer emails into sections
  • Apply proper heading styles instead of just making text bold
  • Create bulleted or numbered lists using Outlook's list tools
  • Keep list items parallel in structure
  • Use lists to make information easy to scan and understand
  • Use meaningful link text that describes the destination
  • Avoid generic link text like "click here" or "read more"
  • Include context about what users will find when clicking
  • Test all links before sending emails
  • Consider providing both short links and full URLs when helpful

Email attachments accessibility

  • Ensure all attachments are accessible before sending
  • Include file format and size information in the email
  • Provide brief descriptions of what each attachment contains
  • Consider alternative formats for recipients who may need them
  • Use clear, descriptive file names for attachments

Email templates and best practices

  • Create accessible email templates with proper structure
  • Include accessibility features in signature blocks
  • Test templates with different email clients and assistive technologies
  • Provide training on using accessible email templates
  • Review and update templates regularly for accessibility improvements

Module 6 – Introduction to Accessible PDFs (best practice)

Module 6 – Introduction to Accessible PDFs

PDF accessibility concepts

  • Understand the fundamental principles of PDF accessibility
  • Recognize the importance of proper document structure from the source document
  • Know when PDF is the appropriate format for accessibility
  • Plan for accessibility during document creation, not as an afterthought

PDF structure and tagging

  • Use proper heading hierarchy in the source document
  • Ensure all content has appropriate tags
  • Verify logical reading order matches visual layout
  • Include document properties such as title, author, and subject

Reading order

  • Test reading order with screen reader or tag panel
  • Ensure content flows logically from top to bottom, left to right
  • Address multi-column layouts and complex page structures
  • Verify that sidebars and callouts are positioned appropriately

Alternative text in PDFs

  • Provide meaningful alternative text for all informative images
  • Mark decorative images appropriately to hide from screen readers
  • Describe complex images, charts, and graphs adequately
  • Use concise, clear descriptions that convey essential information

Forms in PDFs

  • Use proper form field labels and instructions
  • Ensure tab order follows logical sequence
  • Provide clear error messages and validation feedback
  • Group related form fields appropriately

Tables in PDFs

  • Include proper table headers for all data tables
  • Ensure table structure is preserved in PDF conversion
  • Provide table summaries when necessary
  • Avoid using tables for layout purposes

Accessibility checkers

  • Use built-in accessibility checkers in Adobe Acrobat
  • Understand common accessibility issues identified by checkers
  • Know that checkers catch technical issues but not content quality
  • Perform manual testing in addition to automated checking

Remediation tools

  • Learn to use Adobe Acrobat's accessibility features
  • Understand when to fix issues in source vs. PDF
  • Use appropriate tools for tagging and reading order fixes
  • Know the limitations of automated remediation
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