Easy Read: Digital Accessibility
This is a simple version of the handbook.
It uses short sentences and easy words.
It tells you how to make your content easy for everyone to use.
This includes people with disabilities and older people.
This is a short, simple version. For the full guide, see the main handbook.
Why this matters
- About 1 in 6 people has a disability.
- If your content is hard to use, you leave people out.
- Easy content helps everyone, not only people with disabilities.
- It is the right thing to do. Often it is also the law.
The rules (WCAG)
- There is a world standard for accessibility. It is called WCAG.
- Try to reach the level called "AA". Most laws ask for this level.
- It has four ideas: people must be able to see it, use it, understand it, and open it with their tools.
Writing clear text
- Use short sentences and simple words.
- Use real headings to break up your text.
- Make links say where they go. Do not write "click here".
- Make sure text is easy to read against its background.
- Do not use colour on its own to show meaning. Add a word too.
Pictures
- Add a short description to every picture that has meaning.
- This description is called "alt text".
- A screen reader reads the alt text out loud for blind people.
- If a picture has words in it, write those words in your post too.
Sound and podcasts
- Some people cannot hear your audio.
- Write down what is said. This is called a "transcript".
- Share the transcript together with the audio.
Video
- Add captions to every video. Captions are the words on the screen.
- Captions help deaf people. They also help people who watch with the sound off.
- Check that the captions are correct.
- Say out loud what is important on the screen, for blind people.
Social media
- Add alt text to pictures. Add captions to videos.
- Write hashtags with a capital letter for each word, like #WorldDisabilityDay.
- Use only a few emoji. Put them at the end.
Online forms
- Give every question a clear label.
- If a question must be answered, write the word "(required)".
- If someone makes a mistake, explain it in words.
- Make sure the form works with a keyboard and on a phone.
Events and online meetings
- Ask people if they need anything to take part.
- Turn on live captions in online meetings.
- Get a sign language interpreter if someone needs one.
- Afterwards, share the slides and a recording with captions.
Word and PDF files
- Use real headings in your document.
- Add alt text to pictures.
- Save it as a "tagged PDF" so screen readers can read it.
- Use the accessibility checker in Word.
Slides
- Give every slide a title.
- Use big text and strong colours.
- Add alt text to pictures and charts.
- Say out loud what is on each slide.
Emails
- Write a clear subject line.
- Do not put important words only inside a picture.
- Use links that say where they go.
- Keep the email simple and easy to read.
An accessible workplace
- Make accessible templates, so every new file starts right.
- Ask your staff what they need to do their job.
- Check that work systems work with a keyboard and a screen reader.
- Choose one person to be in charge of accessibility.
The quick checklist
- Start with two things: alt text on pictures, and captions on videos.
- Then use real headings and good colours.
- Check your content before you share it.
Free tools
- You can do all of this with free tools.
- Use a contrast checker to test your colours.
- Use YouTube or Otter to make captions and transcripts.
- Use a screen reader, like NVDA, to hear your content.