ADA Tips of the Week

Accessible forms are essential for ensuring all users can complete and submit information independently. Each form field should have a clear, visible label that tells users what information is required. Provide simple instructions where needed, and use error messages that are specific and easy to understand. Additionally, make sure forms can be navigated using a keyboard and are compatible with screen readers to support users with visual or motor impairments.

Color contrast plays a critical role in making text readable for everyone, especially individuals with visual impairments or color blindness. Adequate contrast between text and background ensures that content is easy to see and understand. As a general rule, aim for a contrast ratio of at least 4.5:1 for normal text and 3:1 for large text. Avoid using color alone to convey meaning—pair it with text or symbols to ensure clarity for all users.

Infographics should be designed with accessibility in mind by using high-contrast colors, readable fonts, and logical layout. Since screen readers can't interpret images, include a text description that conveys the same information in a clear, concise way—either in the body of your post, as alt text, or in a linked accessible document.

Alt text, or alternative text, is crucial for making images accessible to individuals who use screen readers. It provides a clear, concise description of an image so that users who cannot see the image still understand its purpose or content. When writing alt text, it's important to focus on what’s essential in the image and keep the description brief and meaningful. Avoid starting with phrases like “image of” or “picture of,” as screen readers already indicate that it’s an image. If an image is purely decorative and adds no informational value, it’s best to use empty alt text (alt="") so screen readers skip over it. Additionally, avoid repeating information already provided in the surrounding text unless the image offers something unique. Using alt text correctly helps ensure that content is inclusive and accessible to all users.

Note: When embedding images, highlight the image and click "edit alt text". This process can be different on a PC versus a Mac.

Use true headings (H1, H2, H3, etc.) to organize content—don’t just bold or enlarge font to make something “look” like a heading. Headings help screen reader users understand the page structure and quickly navigate between sections.

Best Practices:

• Use only one H1 per page or document (usually the title).
• Use H2 for main sections, and H3 for subsections.
• Don’t skip heading levels (e.g., go from H2 to H4).

Proper heading structure creates a logical content hierarchy that allows users with assistive technology to navigate efficiently—especially on long pages or documents.

Smaller text sizes or narrow line spacing can make readability difficult for some users. Try to always use the default font size (or larger) within an application/page when writing text content. Additionally, line spacing should be about 1.5 times the font size. This will improve the readability for all users.

Descriptive link text is essential for accessibility because it tells users—especially those using screen readers—where a link will take them or what action it performs. Avoid vague phrases like “click here” or “read more.” Instead, use meaningful text that clearly describes the destination or purpose of the link, such as “View NSU’s Accessibility Guidelines” or “Register for the ADA Workshop.” This helps all users navigate content more efficiently and improves overall usability.

When adding a link to content, consider the purpose of the link and the behavior of opening in a new tab vs. the same tab/window. Generally, links should open in the same tab rather than a new tab/window to avoid disorienting users using a screen reader or those with low vision. However, exceptions may apply, such as links to secure information, fillable forms, instructions on how to complete something on the current page, or when they may lose any completed work on the current page.

Images of text used in place of true text can present several problems for users:

• The text cannot be read by a screen reader
  
• Font elements (such as size, type, and color) cannot be adjusted
  
• The image could be of a low resolution/quality and be difficult to read

Using images of text instead of true text should be avoided. Alternatively, an image of text might be used in addition to the text itself. Please note that this may not apply to images with substantial other visual content, such as a diagram or chart. 

Emailing is something that we do every day. Here are some important ADA tips to remember when emailing. 

• Use clear, simple language – Avoid jargon and overly complex sentences.
• Ensure high color contrast – Text should meet a minimum 4.5:1 contrast ratio against the background. To check your contrast, use a free online color contrast checker like:
  
  • WebAIM Contrast Checker – Simple online tool to test text and background colors for compliance with WCAG AA and AAA.
  • Coolors Contrast Checker – Test and tweak colors visually until they pass WCAG contrast guidelines.
• Provide descriptive links – Use meaningful text like “View the report” instead of “Click here.”
• Add alt text to images – Describe the image’s purpose, not just its appearance.
• Use proper headings and structure – Organize content with heading styles, not just bold or large text.
• Avoid using only color to convey meaning – Provide text or symbols to indicate importance or status.
• Use accessible fonts – Choose readable sans-serif fonts like Arial, Calibri or Verdana in at least 12pt size or larger.
• Text Within a Graphic - When embedding a graphic in your email, always remember to type out the text in your image for screen readers. See the example below:

Northeastern State University
NSU is partnering with KJRH and the local Food Bank to "Stuff the Bus"
Help feed children during the summer months!

If using screenshots to communicate or demonstrate a process, the images should not be the only means of conveying information to users. Use surrounding text to explain the content of the screenshot if it is being used as a guidance tool or use appropriate alternative text for the screenshot image if it less informational in nature.

Smaller text sizes or narrow line spacing can make readability difficult for some users. Try to always use the default font size (or larger) within an application/page when writing text content. Additionally, line spacing should be about 1.5 times the font size. This will improve the readability for all users.

Images of text used in place of true text can present several problems for users:

• The text cannot be read by a screen reader
  
• Font elements (such as size, type, and color) cannot be adjusted
  
• The image could be of a low resolution/quality and be difficult to read

Using images of text instead of true text should be avoided. Alternatively, an image of text might be used in addition to the text itself. Please note that this may not apply to images with substantial other visual content, such as a diagram or chart. 

Making videos accessible ensures that everyone can engage with your content, including individuals who are deaf or hard of hearing. Always include accurate captions that reflect spoken dialogue and important sounds.

Users should be able to follow instructions or text without having to rely on shapes or positions. Avoid using instructional text such as "click on the blue button" or "watch the video on the right". Instead, use detailed instructions with labels, such as "Click on the blue button labeled "Submit" after question 27" or "Watch the video titled "How to Make Videos" on the lower right side of the page". Low vision or blind users may need non-visual instructions that do not rely entirely on sensory characteristics. By including more detailed and clear instructions, users will not have to rely on position or shape to follow your instructions.

Did you know that Microsoft Office programs have built-in tools for checking for accessibility issues? You can use the Accessibility Checker within Microsoft Word, PowerPoint, or Excel to identify and resolve common issues. Microsoft has a brief 3 minute video with an overview of how to use these tools and some examples. This might apply to a syllabus, lecture presentation, or perhaps an internal budget sheet. 

For presentations, it's important that screen readers can follow the correct path when reading information visually presented within slides. Microsoft PowerPoint has the ability for you to customize and adjust the reading order of your content so that screen readers will match your intentions. Microsoft has a short write up about editing the reading order in PowerPoint, as well as a brief 2-minute video on how to make these changes and accommodations. Maintaining a reading order that matches the visual layouts can be important when using PowerPoint for items such as instructional content, training material, or research summaries.

Additionally, if you're having trouble watching last week's video, Microsoft's general video for various accessibility tools is also available on YouTube.

Did you know that Microsoft offers accessible templates ready-to-use in PowerPoint? You can search "accessible templates" in PowerPoint themes/templates and use an existing presentation theme that already has colors and styles that are accessible to everyone. This way you can reuse existing assets and spend more time on your content!

Microsoft has a dedicated page with more information, including a short video demonstrating how to use these templates. 

Moving on to Microsoft Excel, when creating tables, there are many things to consider when designing for all users. Color contrast is important to differentiate data, row and column spacing can help avoid crowded text, and merged cells can sometimes cause issues with screen readers. For more information about formatting tables in Excel, check out this webpage with a four minute video from Microsoft.

We have talked about Descriptive Link Text and Microsoft Word Accessibility in the past, so let's combine these two. In Microsoft Word, you can easily edit the displayed link text by right-clicking your URL, clicking "Edit Hyperlink", and then typing your new descriptive link text in the "text to display" field. For a visual demonstration, as well as examples of how screen readers read different types of link text, you can refer to this short two-minute video and instructional guide from Microsoft on creating accessible links in Word.