What we use documents for
We use documents for formal documentation such as policies.
Documents that are uploaded to our website include:
- Excel spreadsheets
- Portable Document Format (PDF)
- PowerPoint presentations
- Word documents.
We avoid using documents for leaflets and posters because these typically go against the Accessibility Regulations introduced in September 2020. This places a legal duty on public sector organisations to make sure websites and apps meet accessibility requirements.
Find out more about the Accessibility Regulations.
Checking accessibility of documents
How to check for accessibility - Microsoft Office
Most Microsoft Office products have a built in accessibility checker, however Publisher does not.
To check accessibility you'll need to:
- click the 'review' tab
- check accessibility.
It will then show the inspection results. These issues will need to be fixed before the document can be considered for the website.
How to check accessibility - Acrobat Pro
To check accessibility in Acrobat, you'll need an Acrobat Pro license.
Once you have an Acrobat Pro license, you'll need to:
- click on 'more tools' and add 'accessibility' as a tool
- once added click on 'accessibility'
- run an accessibility check
- ensure all checking options are clicked and start checking.
This will then show issues that need to be fixed before the document can be considered for the website.
How to create accessible documents
Think about your format
Always consider if the information in documents should be published on a web page as HTML. This way it’s more accessible, mobile-friendly and easier to find through search.
If a document has to be uploaded, use Microsoft Office programmes instead of a PDF. This is because it's easier to check accessibility.
Creating accessible: