Contrast: Make text and visuals easy to see

Core practices

Text and links

• Use dark text on light backgrounds (or the reverse). Avoid pale text.
• Make links stand out: underline or use a strong visual style (not just colour).
• Avoid very thin fonts for small text; pick a readable weight and size.

Backgrounds and images

• Do not place text on busy photos or patterns. If you must, place the text in a solid or shaded box.
• Avoid watermarks/patterns behind body text.
• Check callout boxes, captions, and table headers—not just body text.

Charts and data

• Choose colours that are easy to distinguish.
• Don’t rely on colour alone. Add labels, patterns, or distinct marker shapes.
• Include a simple data table when people need exact values.

How to check and improve contrast (step-by-step)

Using Microsoft 365's built-in accessibility checker

1. In Word, PowerPoint, or Excel, go to the Review tab.
2. Click Check Accessibility .
3. Look for warnings about "Hard-to-read text contrast" .
4. Click on any contrast issues in the results panel.
5. Follow the suggested fixes to improve contrast.

Fixing common issues

Text colour

1. Select the text → Home → Font Color .
2. Darken text on light backgrounds, or lighten text on dark backgrounds.
3. Avoid grey on white for body text.
4. Quick test: can someone read it from across the room?

Backgrounds and images

1. If text sits on an image, add a solid background (e.g., Insert → Shapes for a text box).
2. Or use Text Highlight Color to add shading behind text.
3. Pick background colours that create strong contrast with your text.

Link visibility

1. Select your link text.
2. Ensure links are underlined (Home → Underline ).
3. Pick link colours that stand out from body text.
4. Quick test: can you spot links when scanning the page?

Online contrast checking tools

For precise contrast checking, you can use these free tools:

1. Use the Colour Contrast Analyser tool (available from the National Service Desk Application Catalogue )
2. Use the color picker to test your text and background colors
3. Aim for at least 4.5:1 ratio for normal text (11 pt or more), 3:1 for large text (18 point or more)
4. Make adjustments based on the results

Creating accessible color schemes

1. Use high contrast combinations:
   • Dark blue (#000080) on white
   • Black (#000000) on white
   • White on dark blue (#000080)
   • Yellow (#FFFF00) on black (for high visibility)
2. Avoid problematic combinations:
   • Red text on green backgrounds
   • Light gray text on white
   • Blue links on purple backgrounds
   • Any text directly on busy images
3. Test with different users: Ask colleagues with different vision abilities to review your document

Verification Reminder: Always verify contrast with a checker appropriate to your font weight/size and background context.

PowerPoint Tip: Prefer setting contrast at the slide/layout level via the PowerPoint Slide Master for consistency.

Quick checklist (at a glance)

• Body text is dark on light (or light on dark)—no pale grey on white.
• Links are clearly different from body text (underline or strong visual cue).
• No text over busy images; if unavoidable, add a solid or shaded box behind the text.
• Callouts, table headers, and captions all have clear contrast.
• Charts use colours that are easy to tell apart and another cue (labels/patterns/markers).
• You can still read everything on a bright display or projector.
• A contrast checker shows at least 4.5:1 for normal text and 3:1 for large text.