Documents and Embeds

Overview

An inaccessible document uploaded to a website can pose the same barriers as an inaccessible web page. Documents become hard to read, use, and understand if the document text and functionality cannot be accessed by assistive technology.

WordPress makes no distinction between accessible or inaccessible documents. It handles all documents (PDF, DOC, etc.) as file uploads and simple links to the documents to be opened or downloaded in the user’s browser. It is the responsibility of the content creator to ensure documents are made accessible prior to uploading in WordPress. Once a document is deemed to be accessible, simply upload it just as any other image or file with the Media Library, or upload field. When creating a link to a document, the document type and file size should be included in the link text, such as, ‘My Download (PDF, 2.3MB)’.

Creating Accessible Documents

  • An accessible PDF document needs to have tags within its content. Tags are hidden elements which help convey the structure of an accessible document to screen readers. By converting an accessible Word document into a PDF, you will often be creating accessibility tags automatically within the document.
  • All documents must be made accessible, unless the document is also available as a web page that meets accessibility compliance. 
  • Consider uploading the document content as an accessible web page instead of a document. 
  • Fix accessibility issues in Microsoft Word before converting the document to a PDF.
  • Create accessible Word templates and use these templates when creating new documents.
  • Set the title and language of your document in the Document Properties.
  • Perform an automated accessibility check in Adobe Acrobat Pro 11 and Microsoft Word 2010 and up with built-in checkers.
  • Perform an automated accessibility check in Google Docs with add-on tools such as Grackle Accessibility Checker.
  • Make sure your document has a filename that is unique, is representative of the content or the purpose of the webpage, is in the same language as the page and is separated by hyphens.
  • Use heading styles (e.g. Heading 1, Heading 2, etc.) to convey meaningful structure and hierarchy in the text document. Headings should contain fewer than 20 words.
  • Use bulleted lists to emphasize individual points.
  • Use numbered lists when conveying a specific order to information.
  • When sorting information into columns, avoid creating a table, and instead use the MS Word column command (Layout tab>Columns).
  • Use an easy to read (sans serif) font with a minimum size of 12 pt.
  • Use a color contrast ratio of at least 4.5:1 so that people with low vision and colour vision deficiencies can perceive the content.
  • Ensure that all non-decorative images have meaningful alternative text.
  • Ensure that all graphics and images receive ample spacing from text (may present issues if converting to PDF file).
  • Ensure that each link describes the destination of the link (not “Click here!”).

Third-Party Embeds

You may want to add third-party embeds to your website’s content. Common embeds include video players, social feeds, and advertisements. When embedding anything third-party, research and run accessibility tests to ensure third-party embeds meet accessibility guidelines.