Here you will find information on the accessible design of Word and PDF documents. According to the legal requirements, in addition to web content, all electronically accessible document formats must also comply with the guidelines. This applies to all publications since September 23, 2018, as well as all documents that are still relevant to active administrative procedures.
Generally, similar requirements apply here as for website design; in particular, the following must be observed:
Structuring
Formatting templates
- Word: Start > "Formatting templates"
- Various options for headings, paragraphs, lists, tables, ...
- Uniform formatting of elements
- Provides assistive technologies with better access to elements
- In addition, custom templates can be created
Links
- Word: Insert > Links > Link
- If appropriate: use alternative description as link text
Images
- Insert caption in Word: Right-click > Insert caption
- Insert alternative text: Right-click > Format Graphic > Layout and Properties
- Images absolutely need an alternative text
- The alternative text should not repeat the caption, but give an exact description of the image content
Tables
- Avoid complex tables, if possible use several simple tables or lists
- Tag column headers: Table Tools > Layout > Data > Repeat Headings
- Add alternative text if necessary, if data is not self-explanatory
- Add alternative text: Right-click > Table Properties > Alternative Text
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Design
Color and contrast
- Special information must not only be communicated in color; instead, use other design tools such as underlining or bold highlighting
- Care for sufficient contrast between font and background
Font
- Avoid very fine or ornate fonts, instead use standard fonts like Calibri or Times
- Do not choose font size and line spacing too small (size 12 and spacing 1.5 is appropriate)
- Allocate texts left-aligned at best and avoid hyphenation (Layout > Page setup > Hyphenation)
Document properties
Metadata
- Information about the title and author of the document should be added
- Word: File > Information > Add in the right part under Properties
- Adobe Acrobat: File > Properties
Language
- To enable a screen reader to read the text in the correct language, a document language must be defined
- Should already be set when creating with Word
- If not: Acrobat > File > Properties > Advanced
- If language changes in the text: mark corresponding passages and change language
Check
- Word: File > Information > Check for problems > Check accessibility
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Convert
- Mark document as "tagged", screen readers may not work otherwise
- Word: When converting to PDF > Options > "Enable input/output assistance and reflow by creating tagged Adobe PDF"
- Allow security settings to allow assistive technologies to access the document
- Should be allowed by default, if not: Acrobat > Preferences > Security
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