Getting Started

Headings and layout

• Use built-in headings and styles to create a clear outline.
  • Make document titles, section/subsection headings, and slide titles unique and descriptive.
  • For presentations, use master slide layouts and title placeholders when available.
• Use built-in tools to create bulleted or numbered lists, not manual spacing.
• Use built-in layout features (columns, paragraph spacing, slide layouts), not tabs or multiple spaces.

Text, fonts and legibility

• Avoid all caps except for acronyms. Spell out acronyms on first use, followed by the acronym in parentheses.
• Use readable fonts and a font size that is comfortable to view on a screen.
  • On presentation slides, font size is typically 18 pt or larger.
• Avoid walls of text. Break up large amounts of content into paragraphs. On presentation slides, keep content concise.
• Confirm text can be selected and zoomed cleanly.
• Verify reading order, especially when multiple objects or tables are present.

Color and links

• Check contrast between text and background, including text over images and shapes.
• Do not use color alone to convey meaning. Use an additional method to convey meaning, such as text, labels, or patterns.
• Use unique, descriptive link text (avoid “click here”). Avoid placing the raw URL as the link.
• Use underlines only for hyperlinks.

Images, charts and tables

• Add alt text to meaningful images, charts, shapes and embedded objects. Be specific. Do not use "image" or "image of."
• If an image contains text, include it in the alt text or nearby body text.
• Use tables only for data, not layout.
• Keep tables simple: header rows, no merged or split cells, no text wrapping.

User control over motion and sound

• Avoid decorative animation and transitions. If needed, keep them minimal and purposeful.
• Avoid auto-advancing slides.
• Ensure media players have controls to pause, rewind and adjust volume.

Document properties

• Use an editable, accessible file format (do not rely on scans).
• Add a descriptive document title in file properties, not only in visible headings.

Text

• Use built-in tools to create headings, lists and spacing.
• Use a descriptive subject line that provides context or identifies the contents of the email.
• Avoid walls of text.
• If you must change the default font, make sure you use a readable font at a size that is comfortable to view on a screen. 

Images

• Add alt text to meaningful images. Be specific. Do not use "image" or "image of."
• If an image contains text, include it in the alt text or nearby body text.
• Do not rely on text in an image to convey important information. Text in images is invisible to assistive technology like screen readers. Place important information in text.
• Do not use custom stationery or backgrounds.

Links

• Use unique, descriptive link text (avoid “click here”).
• Avoid placing the raw URL as the link.
• Use underlines only for hyperlinks.

Color

• Do not rely on color alone to convey information.
• If text color is changed, ensure the contrast between text and background colors meets accessibility standards.

Video-only recordings (no sound)

• Provide a descriptive transcript that explains key visuals and on-screen text. This makes the video accessible for individuals with visual impairments.

Video with sound

• Provide accurate closed captions that are synced with the audio.
  • Always review and edit captions that were added automatically by software or AI, especially for names and technical terms.
  • Describe essential non-speech audio (music, sound effects) when relevant.
  • Avoid all caps except for acronyms.
• Narrate key visuals so learners can understand meaning without seeing the screen. If narration is not possible, a separate audio description track is required.
• Provide a transcript when possible.
• Ensure volume levels are consistent.

All video

• Check color contrast between text and background shapes or images to make sure they're readable.
• Do not use color alone to convey meaning.
• Avoid all caps in text except for acronyms.
• Ensure media players have controls to pause, rewind and adjust volume.

• Provide a transcript that includes speech and essential non-speech audio information. Use speaker labels when applicable (e.g., a podcast with multiple people talking) to indicate who is speaking.
• Ensure audio is clear with minimal background noise.
• Ensure volume levels are consistent.