Digital Accessibility Fundamentals

The Web Content Accessibility Guidelines (WCAG) 2.1 Level AA provide standards that help ensure digital content is accessible to everyone. Creating accessible digital content doesn't require expertise in WCAG standards. By focusing on a few core practices, you can make documents, web pages, emails, and course materials more accessible to everyone.

Creating and editing content with these fundamentals in mind helps to ensure that MCC's digital content works with assistive technology like screen readers, magnifiers, and voice controls.

Follow these standards to create more accessible digital content that works with assistive technology like screen readers, magnifiers, and voice controls.

Document Layout

Ensure content can be read in a logical order from top to bottom.
Use built-in bulleted or numbered lists instead of typing symbols or numbers manually.
Use built-in formatting tools for alignment and spacing instead of tabs or multiple spaces.

Heading Structure

Use built-in heading styles (Heading 1, Heading 2, etc.) to organize content.
Ensure headings are logical and sequential (no skipping from Heading 1 to Heading 4).
Use paragraph styles for body text, not manual formatting.

Fonts & Text

Use simple, sans-serif fonts such as Calibri, Arial, or Verdana.
Use a minimum font size of 12-point for body text.
Use a minimum font size of 18-point for PowerPoint presentations.
Avoid ALL CAPS, bold, or italic text.
Maintain consistent spacing and alignment (left-aligned preferred).
Avoid images of text, including scanned documents.

Color & Contrast

Ensure sufficient color contrast between text and background (minimum 4.5:1).
Do not use color alone to convey meaning (e.g., red text for errors).
Use high-contrast themes or the WebAIM Contrast Checker to confirm readability.

Links

Use unique and descriptive link text, not the website URL (e.g., “Visit the Accessibility Website” instead of “Click here”).
Ensure links are underlined or clearly distinct from surrounding text.
Avoid using only color to convey that something is a link.

Images

Add meaningful alt text to all images, charts, and graphics.
Mark decorative images as “decorative” in the Alt Text panel.
Supplement graphs and charts by data tables whenever possible.
Avoid images of text, including scanned documents.

Tables

Use simple tables and avoid merged/split cells when possible.
Include and properly identify header columns and/or rows. Ensure headers are repeated on each page if the table spans multiple pages.
Provide a brief text summary of the data in a caption if the table is complex.

Multimedia

Ensure all media includes a text equivalent (synchronized captions or a transcript).
Video with no sound should be supplemented by an audio or textual description.
Avoid automatic playback for all media.

Forms

Make sure required fields are clearly labeled.
Provide formatting instructions when a form field requires a specific input:
- Name (First and Last)
- Email (format: name@monroecc.edu)
- Phone Number (format: 585-123-4567)
- Date (format: mm/dd/yyyy)

Additional Resources

Microsoft and Adobe offer step-by-step instructions on creating accessible documents and using built-in accessibility checkers:

Accessible documents in Microsoft Word

Accessible presentations in Microsoft PowerPoint

Accessible PDF Documents

Reach Out With Questions

Questions about digital accessibility or creating accessible content? Reach out for support, or visit drop-in Zoom Support Hours for assistance from Virtual Campus.

Submit a Technology Services Request

or Email TitleII@monroecc.edu

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Additional Resources

Reach Out With Questions