Documents and forms
Creating accessible documents and forms is much easier when you prioritise accessibility practices from the beginning. This page lays the groundwork for creating accessible Microsoft Word documents, forms, and PDFs.
NSW Government prefers HTML content
The NSW Government prioritises HTML content and recommends publishing content under four pages as HTML by default, without any alternative format. Whenever possible, efforts should be made to provide HTML format instead of PDF or Word documents.
According to the Australian Government Style Manual, PDFs should only be created if there are specific needs for this format, as determined by your research.
Microsoft Word documents
To ensure consistency across communications, NSW government departments, agencies, and entities are required to adhere to established branding guidelines.
Lists
Format lists correctly by selecting bullet points or numbered list options from the ribbon. Do not use punctuation as markers for lists since screen readers will not recognise them as being in list format.
Alternative text
All images in your documents should have alternative text. If the image is not important or relevant, mark it as decorative.
- For Mac users, click on "Edit Alternative Text" to add alternative text to an image. To add alternative text to an image in Microsoft Word, right-click on the image.
- For PC users, click ‘Format Picture’ then ‘Layout and Properties’ and then ‘Add Alternative Text’.
Links
It is important to have clear and descriptive link text. By doing so, screen readers can gather a list of hyperlinks from the page for them to read. Avoid link text descriptions, such as ‘Click Here’ and ‘Read More’. These kinds of link descriptions can be confusing when a screen reader reads them out of context.
To create a descriptive link, type the text you want to link, then right-click and select ‘Link’. Alternatively, highlight the text and use a shortcut to add a link (Command + K on Mac or Ctrl + K on PC).
Colours
Use simple pre-set colours in your document, especially if it's mostly text (e.g., black text on a white background). Follow these guidelines for accessibility if you need different colours throughout the document.
Colour plays an important role in creating a consistent and strong visual identity for NSW Government digital products and services. For guidance on the appropriate use of colours, including accessibility requirements, check out the NSW Branding guidelines.
Tables
Tables should only be used for presenting data, not for changing aesthetic layouts. You can improve the readability of a data table by using these settings:
- Display data in tables with column headings.
- Use the caption tool to title your table. Insert a caption by clicking on the Reference tab. Select Table from the Label dropdown menu, then enter your title in the Caption text box.
- You can identify the header row by selecting it, right-clicking, and selecting Table properties. Click 'Repeat as header row at top of each page'.
- You must ensure that your table fits within the document's page size. Choose Table properties by right clicking the whole table. Click OK after unchecking 'Allow rows to break across pages' in the Row tab.
- For accessibility purposes, summarise content with an alt tag description. Select Table properties > Alt text > type description in text box by right-clicking on the table.
Accessibility checker
The accessibility checker scans your document, identifies issues, and provides information on how to fix them.
- To use the accessibility checker, go to the Review tab and click on Check Accessibility.
- Follow the instructions given by Word to resolve any problems.
Remember that the accessibility checker is an automated tool, which may not always offer suitable recommendations for your specific circumstances. Therefore, exercise your own judgement.
'[Inaccessible documents are like] death by a thousand paper cuts.'
— Accessibility NSW research participant
Accessible forms
Creating accessible forms is crucial to ensuring everyone can access and use them. Follow these steps to create inclusive and accessible forms.
Label form fields correctly
When designing your form, ensure that you use clear and concise labels for each field. This will help users to understand the purpose of each field and provide the correct information. Avoid using vague or ambiguous terms that may cause confusion and try to keep your labels short and straightforward.
To ensure that all users have access to the same information, it is essential to label form fields correctly by describing the role of each field on the form. While there are various techniques available to achieve this, it is recommended to use the label element, which is well-supported by assistive technologies. You can associate a label element and a form control with each other either explicitly or implicitly.
There are two ways to use the label element. One is by linking the label and the form field through a matching ID attribute. The other is by surrounding the form field with the label element.
Ensure that your form is keyboard accessible
Many people with disabilities rely on keyboards to navigate websites and fill in forms. Therefore, it's essential to ensure that your form is keyboard accessible. Make sure that users can navigate through the form using the 'Tab’ key, and that they can easily select and submit their responses without using a mouse.
Use colour appropriately
Avoid using colour alone to convey meaning in your form, as this can be a problem for people with colour blindness. Instead, use a combination of colour and text to provide meaning. Ensure that there is enough contrast between the text and background colour to make it easy to read.
Divide long forms into smaller sections
Dividing long forms into smaller sections can reduce stress for users, particularly those with AD/HD. Long forms increase bounce rates and harm user engagement. Smaller sections make the information more manageable by presenting it in chunks that are less overwhelming and easier to understand.
For multi-step forms, apply these principles:
- repeat instructions on every page
- split the form into logical groups
- inform users of their progress.
Test your form with assistive technologies
It’s important to test your form with assistive technologies to ensure that it's accessible to everyone. Use screen readers, voice recognition software, and other assistive technologies to test your form and make sure that it's easy to use and understand.
Error identification
Ensure clear feedback is provided to the user as to how to resolve the error, when errors occur when completing a form.
Reference: Understanding Success Criterion 3.3.1: Error Identification
How to test:
- Submit a form or a transaction with mistakes in it.
- Check the feedback provided to the user clearly explains:
- where the errors are
- what the error is
- how to fix the error.
Example: Error identification
'A lot of people ask why, when they should be asking why not.'
— Accessibility NSW research participant