Quick Win #4 – Accessible Design Basics (D for Design)
Simple Design Choices for Big Accessibility Gains
Welcome back! Today, we’re tackling “D” in our SLIDE method—Design. Thoughtful, accessible design is all about creating content that’s clear, easy to read, and intuitive for everyone. The best part? Think of accessible design like swapping out your wardrobe. Sometimes, just like replacing those uncomfortable shoes with a pair that fits perfectly, minor design changes can transform how comfortable and intuitive your content feels for everyone. Whether it’s adding contrast like a bold statement jacket or simplifying your layout like a timeless black dress, these little adjustments can significantly enhance the way people experience your content.
Why Accessible Design Matters
Design is more than just aesthetics—it’s the foundation of how people experience and engage with your content. It encompasses choices of color, font, spacing, formatting, and data representation. While there are fewer hard rules than in other accessibility areas, there are plenty of best practices and suggestions.
One challenge we often face is balancing accessibility with aesthetics. It can be tempting to create visually intricate designs that might not be accessible simply because they look appealing. However, there are some non-negotiable aspects of accessible design—structural elements like unique slide titles, properly titled documents with metadata, and organized, predictable tables.
By using high-contrast colors, clear fonts, and consistent layouts, you create an inviting, user-friendly experience for everyone. Remember, accessible design helps all users—not just those with disabilities—by making your content easier to read and engage with.
Did You Know?
Dyslexia affects approximately 15-20% of the population, with estimates suggesting that 1 in 5 people have some form of this learning disability. The Design step of SLIDE is especially beneficial for supporting this large population of students. People with dyslexia often benefit from using less crowded fonts with more distinct letter shapes. Other design elements like proper line spacing, clear contrast, and appropriate text size are critical in improving reading experiences for dyslexic and non-dyslexic individuals.
Accessible Design in Word and PowerPoint - A Starter Guide
Microsoft Word
Choose High-Contrast Colors: Ensure there’s enough contrast between your text and background colors by using a contrast checker (e.g., black text on a white background). This helps readers with low vision and improves overall readability.
Symbols in Diagrams and Charts: Alongside color, include symbols or patterns to make data comprehensible for users who may be colorblind. This reinforces visual information for all users.
Use Simple, Sans-Serif Fonts: Fonts like Arial, Calibri, or Verdana are clean and easy to read. Avoid overly decorative fonts for body text, as they can be challenging to follow. Leave those fancy fonts in the closet—unless it’s a special occasion, then let them add a little flair, but keep readability in mind!
Structure Your Layout:
Consistent Spacing: Stick to consistent spacing and avoid manually adding blank lines for separation. Use Word’s built-in line and paragraph spacing to keep things organized and predictable.
Bulleted and Numbered Lists: Always use Word’s built-in bulleted and numbered list tools. This ensures that screen readers recognize the list structure and can announce “list” when reading the document. Avoid manually creating bullets by inserting symbols or spaces.
Page Breaks: Use the Insert Page Break function instead of hitting "Enter" multiple times to start a new page. This ensures the document remains navigable and professional without confusing screen readers.
Table Structure: Ensure each table has a clearly defined header row by applying the Header Row and First Column styles. When converting to PDF, verify that the header row is set to repeat by going to Table Properties > Row > Repeat as Header Row. Avoid empty cells—if a cell is intentionally blank, use a dash or "n/a" so that assistive technologies recognize it as intentional. Also, avoid merging cells whenever possible, as this can confuse screen readers.
Video Tutorial: Slide into Accessibility D is for Design Tools in Word
Did You Know?
While many people assume that sans-serif fonts are always more accessible for on-screen reading, the research is not conclusive. Both serif and sans-serif fonts can be accessible, depending on the specific typeface and context. What's most important is choosing fonts with simple, familiar shapes and adequate spacing between characters. Fonts like Arial, Helvetica, Verdana, and even Times New Roman are considered accessible options for a wide range of users, including those with visual impairments or dyslexia. While the jury is still out, accessibility auditing agencies recommend sans-serif fonts—so it might be time to let my beloved Times New Roman move into retirement.
Accessible Design in PowerPoint
Accessible design is just as crucial in PowerPoint presentations. Here are some key areas to focus on:
Organization
Unique Slide Titles: Ensure every slide has a distinctive title. This helps users who rely on screen readers navigate smoothly. Slide titles act as markers, allowing users to understand where they are and what each slide represents. PowerPoint’s Outline View also uses these titles, making it easier to locate specific slides.
Selection Pane for Reading Order: Use the Selection Pane to manage the reading order of slide elements. Items at the bottom of the pane are read first, so make sure that the order is logical for assistive technologies.
Color and Readability
Contrast and Readability: PowerPoint’s built-in themes can be helpful, but always check for sufficient contrast. Colors that look fine on your screen might not be visible when projected. Make sure text stands out well against backgrounds to maintain accessibility.
Avoid Color-Only Indicators: Don’t rely on color alone to convey meaning (e.g., using “red” for important points). Add bold text, symbols, or icons to ensure everyone—including colorblind users—understands your message. Tip: Do not use underline, its best reserved for links.
Video Tutorial: Slide into Accessibility: D is for Design in Powerpoint
Did You Know?
Your document has its own identity, and it's not just the file name. All documents should have a proper "title" and language set in their metadata. To find your document's title, go to File > Info. If your document's title doesn't match its contents, take a moment to edit it—this ensures it is properly logged by PDF and LMS systems. While you're there, make sure to update the authorship so you receive credit for your work.
Quick Challenge
Take a Look at Your Colors and Fonts: Choose a document or presentation and adjust the colors and fonts to ensure they are high contrast and easy to read. Test readability by viewing it on different screens or under varied lighting conditions to ensure it’s accessible in any context.
Keep Going!
Good design is inclusive design. Small changes—like selecting the right fonts and colors—ensure everyone can comfortably read and enjoy your content. Thank you for taking these steps with me toward creating more accessible and impactful documents. Together, we’re making content that’s not only beautiful but also truly inclusive.
Every design choice counts—let’s keep creating content that’s as accessible as it is engaging! Can’t wait to share our next quick win as we wrap up the SLIDE method with E for Evaluation!
🔗 Resource Links:
University of Maryland School of Social Work Knowledgebase Links (the version of this material created for my faculty audience:
Resource by others that I can recommend
Section508.gov: Typography
Free Color contrast analyzer: Colour Contrast Analyser (CCA)
Beautiful color palettes that are a11y friendly: RamdomA11y
Apply color blindness filters to your web page right within Chrome: I Want To See Like The Color Blind
A color blindness simulator for Windows, Mac, and Linux, showing you what people with common color vision impairments will see: Color Oracle
Citations for the Did You Know sections of this post:
AI writing disclosure (because transparency is important): This document was drafted by a human. It was then edited and formatted with the assistance of AI.
Other posts in this series:
