Design for All: Print

How to make your print documents easy to readFollow these steps and your printed pages will be easy for everyone to read, including partially sighted readers, and people with Dyslexia.

For more information on designing accessible Word documents, PDFs and PowerPoints see the ITS web pages at www.bbk.ac.uk/its/services/dis_support/staff

We would like to thank RNIB See It Right Clear Print guide lines which have been used to compile this document: http://www.rnib.org.uk/xpedio/groups/public/documents/publicwebsite/public_seeitright.hcsp

Step 1. Choose and easy to read Font Size and Style

Use 12 point minimum for body text (16 point for large print)

Examples:

8 point is newspaper print, 10 point is also used in newspapers 12 point is the minimum for Clear Print 14 point is recommended for Clear Print

16 point to 22 point is large print

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Use a sans serif font (such as Arial). Serifs are the little tails attached to end of a character that confuse partially sighted readers by disguising the shape of the character.

Examples:

This is Arial (14 point) – a clear non-serif font which is easy to read.

This is Times New Roman (14 point) - a font with serifs. Difficult to read.

This is a stylised font - Edwardian Script IT (14 point). Difficult to read.

Step 2. Think about Images Do not run text over illustrations or photographs.

All text should be printed horizontally.

Ensure that information is never conveyed solely by images, diagrams or colour.

Step 3: Use a type face/font that has a strong contrast and is clear and legible

Can ill and 111, be differentiated? Try photocopying and recopying, is it still clear? Light weight fonts are difficult to read, and bold fonts can run together.

Examples:

This is a light weight font in 14 point – difficult to read This is a normal weight font in 14 point – easy to read

This is a bold weight font in 14 point – which can be difficult to read

Step 4: Line spacing should be 1.5 to 2 times the space between words on a line (this is not the same as double line spacing)

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Example:

This is good leadingThis is good leading

This is too tight leadingThis is too tight leading

To change line spacing:

Select the text you want to change

On the Formatting toolbar , point to Line Spacing , and then do one of

the following:

o To apply a new setting, click the arrow, and then select the number

that you want.

o To apply the most recently used setting, click the button.

o To set more precise measurements, click the arrow, click More, and

then select the options you want under Line Spacing.

Step 5: Align text to the left and avoid justifying

Example:

This text is justified to the left and right hand side of the page so that all of the characters and spaces are stretched to make neat margins. This makes it difficult for a partially sighted person to read, particularly on larger font size like this (14 point).

This text is justified to the right margin and has a jagged left hand margin. It is difficult for partially sighted people to read,

because they can’t easily find the beginning of the next line of text (14 point).

This text is centred. This is acceptable for headings, but is not easy to read when used for paragraphs etc (14 point).

This text is justified to the left side only and is easy to read because the gap between words is constant, and each new line is easy to find on the left hand margin (14 point).

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Step 6. Avoid using all caps, italics and underline.

These all disguise the shape of the character:

CAPS BECAUSE there are no tails hanging below the line, or character sticking out above

Underline because any tails below the line are hidden italics because the characters run together.

Step 7. Choose your colours carefully

Avoid pale colours on coloured backgrounds or colours which are indistinguishable by people with colour blindness (e.g. red on green). Try printing in greyscale, if the result is hard to read then chances are some people will find the coloured version hard to read.

Example:

These are examples of pale colours on coloured backgrounds. Hard to read

This would not be visible to someone with red/green colour blindness (the most common)

Step 8. Think about the layout of the text

Ensure layout is consistent and logical. Use headings consistently.

Avoid using text columns like these. Tables for data are fine provided they aren’t too large and complex.

If text columns are to be used try to limit to 2 columns and include a gutter between them.

Use short sentences that are clear and concise. Use bullet points, lists and simple tables rather than long sentences. Words should not be split between lines Provide overviews/summaries of long documents

Step 9. Choosing your paper

Use matt paper and laminates to reduce reflection. Do not print onto glossy surfaces. Use paper that is thick enough so print doesn’t show through.

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Check List for Producing Accessible Print

What to CheckTick when done

Font size 12 and above, preferably 14 point

Using San Serif Font e.g. Arial - simple, with good contrast, clear and legibleLeading – space between lines is adequate (1.5 x)Text Left AlignedNo large blocks of CAPSNo underlineNo ItalicsNo pale text on coloured backgroundNo red on green, or green on redLayout consistent and logicalText columns taken out or limited to 2 on a page with good guttersShort clear sentencesBullet points, lists and simple tables used instead of long sentencesNo words split between linesNo text over the top of picturesAll text printed horizontallyNo information that is conveyed solely through the use of images, diagrams or colourMatt paperPaper thick enough so print doesn’t show throughOverview or summary included for long document

We would like to thank the RNIB for permission to use their See It Right Clear Print Guidelines: http://www.rnib.org.uk/xpedio/groups/public/documents/publicwebsite/public_seeitright.hcsp

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