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Accessibility Tips for Documents & Meetings

The APH Accessibility Hub is designed to give an overview of best practices and tips for making documents, emails, and meetings more accessible.

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  • Accessible Design and Universal Design

    The terms “accessibility” and “universal design” are often used interchangeably. However, they do differ in terms of scope. Where accessible design focuses on the needs of people who are differently abled, universal design is focused on all people’s needs.

    Universal design describes a set of considerations made to ensure that a product, service, and/or environment is usable by everyone, to the greatest extent possible, without the need for adaptation or specialized design.

    If a wheelchair lift is an example of accessible design, an elevator, which is usable by those with wheelchairs, parents with small children, people moving large furniture, or just tired adults, is an example of universal design.

    Guide Dogs

    We’re all familiar with the image of dogs guiding people with vision loss along streets and through public spaces. But unless you’ve actually benefited from one of these specially trained animals, you probably have no idea what wonderful mobility tools and loving companions they can be.

    The guide dog is a “mobility aid” that can enable people who are blind or have low vision to travel safely. Guide dogs can guide people around obstacles and through crowds, stop at curbs and stairs, and sometimes even be trained to find a limited number of objects that are within sight when given orders such as “Find the chair,” “Find the door,” or “Find the elevator.” The guide dog user can also train (or “pattern”) the dog to find frequently used landmarks, such as a bus stop pole or a mailbox.

    One common misconception is that people who are blind or have low vision and don’t have orientation and mobility (O&M) travel skills can use a guide dog to travel safely and independently; people mistakenly assume that it is the dog that shows the person where to go. This is not true. The person who is blind or has low vision directs the dog; the function and purpose of the dog is to merely guide the person around obstacles and indicate the location of steps and curbs.

    Another misconception is that guide dogs indicate when it is safe to cross the street. This is also not true. For example, at a traffic signal, the guide dog does not know when the light changes from green to amber to red. It is the person who determines when it is safe to cross the street and which way to go; the dog then guides the person across the street to reach the other side. Although the dog does not know when it is safe to cross the street, if it sees a car approaching too close, it has been trained to stop or attempt to move the person out of the way.

    There are many independent guide dog schools in the United States and around the world. Most of them use a similar training structure. Watch this brief video that summarizes the wonderful life of a guide dog.

    Providing Directions

    Use directions such as “right” and “left” in accordance with the direction the person who is blind is facing.

    Give approximate distances and landmarks along the way, such as “The stairwell is about twenty feet down the hall to your right,” or “The elevator is on the left at the end of this hall. You will pass two doors along the way.”

    Landmark clues can also be sounds and smells, so you could mention the smell of popcorn at the cafeteria or the sound of a loud machine at the transition to a production floor.

    If outside, give distances in blocks and numbers of streets the person will cross. “City hall is three blocks up on your left” or “You will cross two streets and the bus stop will be at the end of the block on your right.”

    The Mobility Cane

    When used correctly, the mobility cane searches the ground ahead of each step. Like vision, the cane tells the VI person what is ahead, detects what is to be avoided or approached, and gives general preview, not only of where the traveler will be stepping next but also echolocation information of objects further away.

    Aside from providing safe travel, an essential function of a mobility cane, is to help as an identifier to others that the user is blind.

    When we think of a person who is blind traveling, most of us picture a person using a solid white cane made of aluminum or other light weight material. However, there are canes made in different colors, and these colors have a meaning. For instance, a white cane with a red bottom means that its user may have some remaining vision, while a cane with red and white stripes may mean that its user is deaf-blind. There are also canes meant to glow in the dark or made with reflective materials for people to travel safely at night.

    Most states in the US, have legislation based on the model White Cane Law which require vehicles to give the right of way to pedestrians carrying a white cane.

    Other things to consider

    • It is always polite to use “people first” language, putting the person before the disability. For example, refer to “the people who are blind” and not “the blind people,” and say “the man who is blind” instead of “the blind man.” Use the same terminology when referring to people with any other types of disabilities.
    • It is generally okay to ask someone about his or her visual impairment if the topic comes up naturally.
    • A final thought. As you will find out soon enough, individuals with visual impairments are as diverse as any other group, some individuals like to participate in sports activities, some others are couch potatoes; some individuals love to garden on a sunny day, some others prefer to take a walk; some like to play cards with their friends, some prefer to quietly read a book, cook a meal, or knit a scarf!

    How to send electronic documents

    For individuals using electronic media, having the agenda available in the body of an email will provide quick access to its content.

    • The agenda should also be attached as an accessible Word document to the meeting invitation.
    • Slide decks should be attached as an accessible PowerPoint to the meeting invitation. Even if you have not finished your final presentation, share your rough draft.
    • Handouts should be included in accessible versions as an attachment to the meeting invitation.

    What to consider when planning activities

    When you design inclusive activities, participants will be able to bring different perspectives to your meeting. In addition, you may explore and find all kinds of innovative ways to present information that may benefit participants with different learning styles.

    • Use real objects when it is appropriate
    • Label print items with braille/large print labels
    • Use a tactile drawing board to show a drawing
    • Use alternative techniques to present a concept

    Online Meeting Best Practices

    In an era of social distancing and teleconferencing, a few key considerations will ensure you continue to have successful, accessible meetings.

    In general, the guidelines for a remote meeting are the same as they are for an in-person meeting:

    • Start your meeting with introductions
    • Make materials, such as the agenda, available before the meeting
    • Use descriptive language

    Now, let us quickly go over why these steps are more important than ever when using teleconferencing.

    Starting your meeting with introductions still matters when using teleconferencing apps because even though the information may be available in your screen, it is not always readily available to assistive technology, and it would be distracting to coworkers that are relying on screen readers and braille displays to review that information independently and potentially miss part of the meeting. Plus, it is a good habit to maintain, as we will eventually return to the office. To avoid people talking over each other while introducing themselves, assign a person to read the list of participants before the meeting begins.

    Same thing goes for making materials available before the meeting. You might think, well my materials are available electronically to everyone, and I know my document is accessible, so I should be good to just share it during the meeting. No, please do not. If you wait to share your documents, you are expecting some of your participants to somehow review the document with a screen reader, listen to other people speak, and give their own contributions all at the same time. That is a lot of things competing for their attention! Please share materials at least 24 hours in advance of any planned meeting and with as much time as possible before a last-minute meeting.

    Use descriptive language. Screen sharing is a common part of telecommuting and that means communicating what you are sharing on your screen. Avoid saying things like “click here” and “this button”. Say what you are doing clearly, like “And then I’m going to activate the Emboss button in the Tools tab”.

    As a final note, it is best practice to identify yourself-say your name- before you speak, and to keep your microphone muted while other people speak. Muting your microphone helps minimize background noise and helps everyone better understand the content.

    These key points are extremely important now that telecommuting is necessary. Screen sharing is new to everyone and many of us will be nervous having our computer skills so broadly on display. So take your time, remain calm, and be descriptive.

  • How to easily check the table name/title

    1. Select any cell in the table.
    2. On the Ribbon, under the Table Tools tab, click the Design tab.
    3. At the far left of the Ribbon, click in the Table name box, to view the existing name.

    Accessible Tables

    Add Table Titles – Add a title to the row before each table to inform users of its content. For example, “Table 1: Annual Meeting Expenses”, or “Table 2: Extra Charges”.

    Create Tables Using Built-In Tools – Use one of the two methods below to create/insert tables. This ensures screen readers can identify them and read their information correctly.

    NOTE: As it is the case with other text, justify your table to the left.

    Insert a Table – This method works best if you have not already input data in the cells and want to create a blank table from scratch.

    1. Decide where you want your table and select that entire area.
    2. In the ribbon, go to: Insert > Table, or press the key command Alt + M, T.

    Creating Logically Structured Headings

    • Headings are important visually. They are equally important for navigation via a screen reader.
    • Different heading levels help the reader easily identify and navigate to a title, a section, or a subsection with the use of key commands.
    • Logically arranged headings help organize content and create a visual/mental outline of the document.

    Creating accessible headings

    1. Select the text you wish to use as a heading.
    2. On the Home tab, in the Styles group, select a heading style (for example, Heading 1 or Heading 2).

    You can also use key commands to create the different headings. Pressing Alt + Control + 1 creates a level 1 heading, pressing Alt + Control + 2 creates a level 2 heading, and so forth.

    Using Built-in Tools to Create Structure

    • Lists and columns are used to break up and simplify content.
    • Screen readers cannot infer meaning just from formatting, such as using a dash as a way to create a bullet, or using spacing and tabs to create columns.
    • Using built-in tools to create structure allows the screen reader to identify these features and convey such information to the reader.

    Creating accessible lists

    1. Position the cursor where you want to create the list.
    2. Select the Home tab.
    3. In the Paragraph group, select the Bullets button or the Numbering button.
    4. Type each bulleted or numbered item in the list.

    Creating accessible columns

    1. Select the content you want to make into columns.
    2. Click the Layout tab.
    3. Click the Columns button.
    4. Click on the icon representing the number of columns you want.

    Making Graphics and Images Accessible

    • A screen reader can read text with synthesized speech, but it cannot read a picture or describe it.
    • Alt Text (or alternative text) helps people who can’t see the screen understand what’s important in images and other visuals.
    • Alt Text basically allows the person creating the document to place a text label or description on a picture.

    Creating accessible images: Adding Alt Text

    1. For Alt Text to work, you must insert the picture via the Insert tab; you cannot drag the image into your document
    2. Right-click your image. ( If your right-click/Context menu does not offer Format Picture as an option, you’ll need to remove that image and add it back in via the Insert tab.)
    3. Select Format Picture.
    4. Select the Layout & Properties icon (box with arrows pointing north, south, east, and west).
    5. Select Alt Text.
    6. Type a description in the Title text box.

    Understanding and Reviewing Headings

    Headings are the main parts of an outline, and communicate the organization of the content on your document. In addition, assistive technologies such as screen readers use them to provide efficient navigation.

    • Headings are used to organize the content
    • Headings should describe topic or purpose
    • Headings should not be used to highlight body text.
    • Headings may use any font size/bold combination; however, you probably want your title to be the most prominent, and your sections to draw the reader’s attention.

    Example of Logical Structure

    As an example, let us think about the outline for a document about pets.

    H1 (heading level 1) is usually your title. Visually, it is larger and bolder because of its importance. In this case, it would read something like:

    Things to Consider When Selecting a New Pet

    H2 (heading level 2) will be used to highlight the main sections on your document. For instance, your sections could include Dogs, Cats, Fish, Reptiles, etc.

    H2 headings would have a smaller font than the H1, but still large and prominent, so people can easily scan the document and find the section they need.

    H3 (heading level 3) will be used to highlight subsections or topics that fall under your document sections. For instance, under the Dogs section, you could have subsections such as Getting a Puppy, Getting an Older Dog, Breed Considerations, etc. Topics under Cats, Fish, and Reptiles would be H3 as well.

    Visually, H3 font could be a different style, or possibly smaller than the H2 font, but still bold or different from the body text font. This way people can differentiate and easily locate these subsections.

    If needed, you may nest headings up to H6; however, once the author understands the heading hierarchy, most documents and sites only use up to H4 headings.

    How to easily check your headings

    1. Open the Navigation Pane (Ctrl + F). Make sure it’s on the icon to browse headings.
    2. Check that all of your headings appear in the navigation pane and match the visual outline of your document.
    3. Make sure your headings follow a logical order.

    How to add alt text to different kinds of visual content

    Alt text adds descriptive text to an image. Screen readers are able to read this information to users who can’t see the image.

    NOTE: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience with most major screen readers including Narrator. For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

    Add alt text to images like pictures, clip art and screenshots

    1. Right-click an image.
    2. Select Format Picture > Size & Properties.
    3. Select Alt Text.
    4. Type a description and a title.

    TIP: Include the most important information in the first line, and be as concise as possible.

    Add alt text to SmartArt graphics

    1. Right-click a SmartArt graphic.
    2. Select Format Shape > Shape Options > Size & Properties.
    3. Select Alt Text.
    4. Type a description and a title.

    TIP: Include the most important information in the first line, and be as concise as possible.

    Add alt text to shapes

    This describes how to add alt text to shapes, including shapes within a SmartArt graphic.

    1. Right-click a shape.
    2. Select Format Shape > Shape Options > Size & Properties.
    3. Select Alt Text.
    4. Type a description and a title.

    TIP: Include the most important information in the first line, and be as concise as possible.

    Add alt text to PivotCharts

    1. Right-click a PivotChart.
    2.  Select Format Chart Area > Chart Options > Size & Properties.
    3. Select Alt Text.
    4. Type a description and a title.

    TIP: Include the most important information in the first line, and be as concise as possible.

    Add alt text to tables

    1. Right-click a table.
    2. Select Table > Alternative Text.
    3. Type a description and a title.

    TIP: Include the most important information in the first line, and be as concise as possible.

    Adding text to hyperlinks

    1. Right-click a cell.
    2. Select Hyperlink.
    3. In the Text to display box, type text that describes the target of the hyperlink.
    4. In the Address box, enter the destination address for the hyperlink.
    5. Optional: Select the ScreenTip button and, in the ScreenTip text box, type a ScreenTip. Screen tips will appear when your cursor hovers over text or images that include a hyperlink.

    How to create color contrast and spacing

    Create adequate contrast – Ensure that text displays well by using the Automatic setting for font colors.
    Select your text, and then select Home > Font Color > Automatic.

    Use plain Backgrounds for Text – The use of busy, graphic backgrounds for text is popular now but it renders text very difficult to read, in many cases. Plain backgrounds, preferably of off white, cream, ivory, yellow or pink are best for reading black text.

    Create adequate white space – Make sure you have adequate space between sentences and paragraphs by doing the following:

    •  Select your text.
    •  Select the Home tab.
    • In the Paragraph group, in the lower-right corner of the group, select the More button. The Paragraph dialog box opens, showing the Indents and Spacing tab.
    • Under Spacing, select the spacing options you want.

    Recommended spacing options

    •  Indent 1 inch at margins
    • Space 1.25 between lines, especially on forms where underscores and boxes are used to provide space for writing
    • Double space (30-34 pt) between paragraphs or other bodies of text
    • Use block paragraph style, no indents

    Why are flashing or animated features not recommended?

    Flashing and animated text and objects can be distracting, and can make screen readers read parts of the slide out of order, or not read it at all.

    In addition, animated text can not be read by a screen reader, and may be difficult for low vision users to read.

    Flashing objects may be a public safety issue for individuals with photosensitive epilepsy. Unless there’s a compelling business need, flashing objects should be excluded. If you feel you do have a compelling business need, ensure your object flashes below 3Hz.

    Why are graphical or blue color backgrounds not recommended?

    • Complex or graphic backgrounds make text Difficult to read. It is always better to keep backgrounds simple so text will be visible.
    • Blue makes the eyes work 2 trillion times harder per second than red, pink, orange or yellow. Make default screens, and backgrounds warm, pastel colors.
    • Even though everybody likes blue, we should avoid it as a background color for slides, presentations, posters, computer screens and text.

    Why is it important to avoid these features?

    • Text in all uppercase is significantly more difficult to read than lower and mixed case text. It’s best to write online in sentence case or mixed case, with proper nouns capitalized as well as the first letter of the first word. That is how people are used to reading printed material.
    • Avoid text with shadows. It changes the shape of the letters the reader has come to know. Shadowed text also limits the contrast between the letters and the background.
    • Print types such as italics and excessibve underline make it more difficult to differentiate among letters.

    Better choices are: Underscoring, “enclosing in quotation marks,” or bolding.

    Why should I avoid columns?

    If possible, it is recommended to avoid putting information in columns. Text in columns may be difficult to read for people with low vision.

    Lines of text of 28-39 characters are preferred. Bulleted lists may be placed in columns if you follow these guidelines:

    • Where bulleted lists occur side by side, text of one list should be on a different colored background to avoid confusion:
    • There should be no more than six bulleted lines

  • How to add text to color and other sensory characteristics in Excel

    Find ways to include text that duplicates the meaning of the color or other sensory characteristics.

    For instance, let’s say you have a table that includes all your guests to a meeting. You have marked in yellow those who are vegetarian, and in blue, those who are not vegetarian. Now you must find a way to convey this information to users who can’t see color.
    You may do this in a variety of ways.

    1. One way would be to separate the groups into 2 tables and clearly label them as Vegetarian or Non-Vegetarian.
    2. Another option would be to leave the table as it is, and add either a (V) or (N) to each guest’s name. Also add a note that explains that names marked with a (V) are vegetarian and those marked with (N) are non-vegetarian.
    3. One more option would be to add an asterisk only to those individuals who are vegetarian, and write a note explaining that those individuals marked with an asterisk are vegetarian.

    How to add descriptive hyperlinks and screen tips in Excel

    Instead of linking to non-descriptive text such as “Click here” OR “MORE”, use meaningful text such as “Click here to take the survey” or “More about APH”. If the title on the hyperlink’s destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. Such an example of a destination page would be: “APH Accessibility Guidelines”.

  • How do I create accessible slides?

    Use built-in slide designs for inclusive reading order – PowerPoint has built-in slide designs that contain placeholders for text, videos, pictures, clip art, and more. They also contain all the formatting, such as theme colors, fonts, and effects. To make sure that your slides are accessible, the built-in layouts are designed so that the reading order is the same for people who see and people who use technology such as screen readers.

    1. On the View tab, click Normal.
    2. In the Thumbnail pane, locate the place where you want to add the new slide. Right-click, and select New Slide. Click the new slide to select it.
    3. On the Design tab, expand the Themes gallery, and select the slide layout that you want. PowerPoint automatically applies this layout to the new slide.
    4. Go to the new slide, and add the title and content that you want.

    Set the reading order of slide contents – If you didn’t start out with one of the built-in slide designs, next we explain how you can ensure the slide reads in the correct order.

    Use the Selection pane to set the order in which the screen readers read the slide contents. – The Selection pane lists the objects on the slide in reverse order. When the screen reader reads this slide, it reads the objects in the reverse order listed in the Selection pane.

    1. On the Home tab, in the Drawing group, select Arrange.
    2. In the Arrange menu, select Selection Pane.
    3. In the Selection pane, to change the reading order, do one of the following:
      1. Drag and drop items to the new location.
      2. Select the item and then select the Up arrow button (Bring Forward) or Down arrow button (Send Backward).

    How to add a slide title

    Use a built-in slide design – When you use one of the built-in slide designs, you will have a Title place holder where you can add a unique title to the slide.

    Restore place holders – If you didn’t use a built-in slide design from the start, you can do the following:

    1. To restore all placeholders for the selected slide, on the Home tab, in the Slides group, select Reset.
    2. On the slide, type a unique and descriptive title.

    Hide the slide title – If you wish, you can make a title invisible on the slide, but still voiced by screen readers.

    1. On the Home tab, in the Drawing group, select Arrange.
    2. In the Arrange menu, select Selection Pane.
    3. In the Selection pane, locate the Title text box, and then click the eye icon next to it.

    People who are blind, have low vision, or a reading disability rely on slide titles to navigate. For example, by skimming or using a screen reader, users can quickly scan through a list of slide titles and go right to the slide they want.

    How to add alt text in PowerPoint

    Add alt text to images – PowerPoint does not automatically generate alt texts for drawn images, such as clip art, diagrams, or icons. If you want to add an image that is an icon, clip art, or other image that is not a photograph, you need to add the alt texts manually.

    1. Right-click an image and select Size and Position.
    2. In the Format Picture pane, select Alt Text.
    3. In the Description text box, type the alt text for the image.

    Add alt text to SmartArt graphics

    1. Right-click a SmartArt graphic and select Size and Position.
    2. In the Format Shape pane, select Alt Text and type a description for the graphic.

    Tip: Include the most important information in the first line, and be as concise as possible.

    Add alt text to shapes, including shapes within a SmartArt graphic

    1. Right-click a shape and select Size and Position.
    2. In the Format Shape pane, select Alt Text and type a description for the shape.

    Tip: Include the most important information in the first line, and be as concise as possible.

    Add alt text to charts

    1. Right-click a chart and select Format Chart Area.
    2. In the Format Chart Area pane, select Size & Properties.
    3. Select Alt Text and type a description for the chart.

    Tip: Include the most important information in the first line, and be as concise as possible.

    Add alt text to tables

    1. Right-click a table and select Format Shape.
    2. In the Format Shape pane, select Size & Properties.
    3. Select Alt Text and type a description for the table.

    Tip: Include the most important information in the first line, and be as concise as possible.

    Review or edit automatically generated alt texts in photos

    PowerPoint for PC in Office 365 automatically generates alt texts for photos by using intelligent services in the cloud. You can review and edit the auto-generated alt texts.

    Note: This feature is only available to Office 365 subscribers who have joined the Office Insider program. If you are an Office 365 subscriber, make sure you have the latest version of Office.

    1. Right-click an image.
    2. Select Edit Alt Text to open the Alt Text pane.
    3. In the Alt Text pane, review the description in the text box.
    4. Do one of the following:
      1. To accept the suggested text, close the Alt Text pane and return to the PowerPoint slide.
      2. To change the suggested alt text, type your preferred text in the box. Once you’re done, close the Alt Text pane and return to the PowerPoint slide.

    How to add descriptive links in my presentation

    Use meaningful and descriptive text – Instead of linking to non-descriptive text such as “Click here” OR “MORE”, use meaningful text such as “Click here to take the survey” or “More about APH”.

    If the title on the hyperlink’s destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. Such an example of a destination page would be: “APH Accessibility Guidelines”.

    * Example of a uniquely named link:

    …additional details are available on aph.org.

    * Example of a link determinable within context:

    Further details are listed in the Company Annual Report.

    * Example of ambiguous links not determinable within context:

    Information about each topic is available click here / click here.

    Add or modify hyperlink text

    1. Select the text to which you want to add the hyperlink, and then right-click.
    2. Select Hyperlink.
    3. The text you selected displays in the Text to display box. This is the hyperlink text.
    4. If necessary, change the hyperlink text.
    5. In the Address box, enter the destination address for the hyperlink.

    Optional: Select the ScreenTip button and, in the text box, type a ScreenTip. Screen tips will appear when your cursor hovers over text or images that include a hyperlink.

    Why are some transitions not recommended?

    Automatic transitions can be distracting, can cause screen readers to re-read slides, can read parts of the slide out of order, and/or may not give users enough time to read slide content.

    Some transitions may also be too distracting for low vision users. Acceptable transitions include:

    • Fly in from left
    • Wipe right
    • Typewriter
    • Appear
    • Laser from right

    Why do I need to use built-in slide designs?

    The correct slide layout is probably the most significant step that can be taken to ensure that the slideshow will be accessible.

    When someone who can see reads a slide, they usually read things, such as text or a picture, in the order the elements appear on the slide. In contrast, a screen reader reads the elements of a slide in the order they were added to the slide, which might be very different from the order in which things appear.

    PowerPoint contains a collection of pre-set accessible slide layouts. In order to ensure that the slideshow is maximally accessible, use these built-in templates when constructing the slideshow.

    Why does the amount of information matter?

    Research shows that too much text on a slide is the worst way of transferring the information you are presenting. The brain simply cannot multitask as well as people think it does. If you deliver complex information and ask your audience to read too many words on a slide at the same time, they will probably not retain much of the information presented.

    Slides that work best have a balance of words and pictures instead of text alone.

    Why should I avoid using text boxes?

    Text boxes are always read by a screen reader after all content placed in the pre-existing ‘Content Placeholders’. More than one Text Box will really complicate predicting their reading order.

    Also know that text placed in text boxes will not appear in the Outline view therefore complicating converting your PowerPoint to HTML or other formats.

    PowerPoint contains built-in slide layouts that you can apply to any slide. When you use them with a new slide, these layouts automatically make sure that the reading order works for everyone.

    It is recommended never adding text boxes. But, if you have decided to add text boxes to a slide, make sure the reading order of the text box(es) makes sense.

  • How to adjust the contrast in my messages

    Use accessible font color – To ensure that text displays well in High Contrast mode, use the Automatic setting for font colors by doing the following:

    1. Select your text.
    2. Select Message > Font Color.
    3. Select Automatic.

    Use plain Backgrounds for Text

    The use of busy, graphic backgrounds for text is popular now but it renders text very difficult to read, in many cases. Plain backgrounds, preferably of off white, cream, ivory, yellow or pink are best for reading black text.

    How to create headings in my messages

    Use built-in styles to create Headings

    1. Select the text you wish to use as a heading.
    2. On the Format Text tab, in the Styles group, select a heading style, for example, Heading 1 or Heading 2.

    You can also use key commands to create the different headers i.e. ‘Alt + Control + 1’ creates a heading level 1. ‘Alt + Control + 2’ creates a heading level 2 and so forth.

    If you have different heading levels (such as Major, Section, Subsection, etc.) that look different, you must use a different Style for each type of heading. You can modify Styles so that you can create the look and feel you want in your message.

    Use headings in logical Order

    A common sense approach to headings and sub-headings makes a document much easier to follow. Headings serve as navigational aids for readers, and help writers organize thoughts more logically than they might otherwise. For example, organize headings in the prescribed logical order. Use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2.

    In addition, organize the information in your documents into small chunks. Ideally, each heading would include only a few paragraphs.

  • APH Resources

    List of Apps and Products

    Accessibility Information for APH Vendors and Presenters

    We value the information you are offering our employees. For this reason, and because we have a diverse workforce, we want to give you some guidelines to make your information available to everyone.

    Handouts

    In many cases, print handouts include information already available electronically in your website or in an electronic file. Instead of printed materials, we strongly encourage you to provide a list to specific resources in your site, or offer the documents electronically.

    For instance, if you are providing information about a dental plan, the 2018 rates, and your organization brochure as handouts, consider doing the following:

    • Provide a direct link to the information in your site about the dental plan.
    • Provide a direct link to download the PDF version of your brochure.
    • Provide an electronic document containing the current rates.

    If there is anything that is not available electronically that is essential information for our employees, we have a process for creating accessible versions, such as embossed braille, if you provide enough lead time.

    Activities

    Finally, if you are planning an activity, please make sure all participants are able to participate. For instance, if you will have participants write something, let us know in advance, so participants who do not use traditional methods can bring their own accessible writing tools.

    Contact Us

    If you have questions before your visit, please feel free to contact our Accessibility Group by sending an e-mail to: communications@aph.org. We will be happy to help you provide useful information to all our employees.