Text, fonts, and spacing

Text, Fonts, and Spacing

Readable text helps everyone access and understand your content. This section explains how to choose fonts, adjust spacing, and apply formatting that supports accessibility in documents and presentations.

Fonts and Size

Use familiar fonts like Aptos, Arial, or Calibri. These fonts are easy to read and widely available. Set body text to at least 12 pt in documents, and 18 pt or larger in slides. Avoid decorative fonts, all capital letters, and italics (unless you are referencing a legal document).

Line Spacing and Alignment

Use 1.5 line spacing to make text easier to follow. Align text to the left to keep spacing consistent. Avoid full justification, which can create uneven gaps (or rivers) between words. Instead of pressing Enter multiple times to add space, adjust paragraph spacing using the formatting tools.

Emphasis and Color

Don’t rely on color alone to show meaning. Combine color with text or icons. Use emphasis styles like bold or underline sparingly and consistently. Make sure your choices support clarity and don’t distract from the message.

How to Apply Accessible Text and Font Settings

Start by formatting your text manually with the font, size, and spacing you want. Then apply these settings to your styles for consistency across the document.

To open the Styles pane in Microsoft Word:

Select the tiny arrow at the bottom right of the Styles pane right below the menubar. Alternately,
Press Alt + Ctrl + Shift + S to open the Styles pane with the keyboard.

To quickly update a style to match your formatting:

Select the text you've formatted.
In the Styles pane, hover over the style name (like “Heading 1”).
Right-click or Control-click the Style name arrow next to the style name.
Select Update to Match Selection

Formatting in PowerPoint

To apply accessible formatting in PowerPoint, use the Slide Master to set consistent styles across all slides.

Go to View → Slide Master
Select the master slide (the first large layout)
Do the same for all sub-pages using Placeholder content only (not text boxes)
Format the title placeholder using Aptos, Arial, or Calibri at 28 pt or larger
Format the content placeholder text using 18 pt or larger
Ensure line spacing is 1.5 or greater
Click Close Master View when finished.