DAS Communications Manual

The Department of Administrative Services (DAS) Communications Manual is an important resource that provides employees with tools and guidance to ensure consistency in how we communicate to each other, to our partners, clients, and the public.

Consistent communications demonstrate professionalism, competence, and reliability. When those we serve encounter a unified brand across communications, they are more likely to trust the organization. The manual's clear standards help us achieve that consistency.

If you have any questions about the manual, please reach out to DAS Communications at das.communications@das.oregon.gov.

Special note for this version of the DAS Communications Manual

This document was created for DAS employees, however, there are instances where partners throughout the enterprise or external vendors need access to this information. Sections relevant only to DAS employees, such as the commnications approval process, templates, email signature guidelines, and media relations, have been removed.

DAS employees can find the full DAS Communications Manual on the DASH intranet.

Jump to a Chapter on this Webpage

Resources on Other Webpages

Writing Style Guide
Plain Language
Acronym Directory (commonly used DAS acronyms)
Address Requirements for USPS Mail

Introduction

Communications Team

The DAS Communications team helps create, maintain and evaluate the DAS brand. DAS Communications supports the agency’s divisions, major programs, and projects. The DAS Communications team:

Plans, develops, and implements communications strategies.
Advises on complex issues impacting DAS operations and brand.
Manages media relations, plans media strategies, and responds to media inquiries.
Directs and supports crisis communications efforts.
Oversees public records, coordinates between multiple divisions and across the enterprise, and implements mitigation strategies.
Sources, writes, reviews, and edits text, messages, press releases, reports, and presentations.
Oversees DASH, Oregon.gov/das, and Oregon.gov/jobs websites.
Develops presentations and talking points.
Produces, publishes, and monitors social media.
Serves as a clearinghouse for employee and public inquiries.

Working With the Communications Team

If your project affects how employees complete their work or how the public access services and interacts with DAS, then start your conversation with the DAS Communications team as soon as possible to help with communications planning.

DAS Communications can work with you to develop an action plan by:

Determining the best communication strategies and tools to use.
Drafting messaging and reviewing supporting materials.
Identifying methods to communicate for the highest engagement.
Measuring analytics and evaluating strategies.

Contact DAS Communications team by sending an email to das.communications@das.oregon.gov.

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Communications Planning

Planning how you communicate is just as important as planning the work itself. A strong communications plan ensures the right people get the right information at the right time. It helps manage expectations, builds trust and supports successful project implementation. Generally, every project plan has a communications plan.

What is a Communications Plan?

A communications plan is a roadmap for sharing information about your project. It can stand alone or be part of a larger engagement plan, depending on the size and complexity of the work. A clear plan keeps everyone aligned, reduces confusion and ensures consistent messaging. It also helps you measure success and adjust as needed.

Your plan should:

Define purpose and goals: What do you want to achieve through communication? Goals should be clear and measurable.
Identify audiences: Who needs this information? Include primary, secondary, and any overlooked groups.
Outline key messages: What do people need to know? Why is this happening? How will it affect them?
Select channels and tactics: Choose the best ways to reach each audience. For example: email, newsletters, meetings, social media, intranet, and press releases.
Assign roles: Who will deliver the message? Who approves it?
Plan timing: Include start and end dates, milestones, and deadlines for sending messages.
Prepare materials: Talking points, templates, graphics, and other resources.
Address risks and contingencies: Anticipate challenges and plan for alternatives.

Developing a Communications Plan

Use the Communications Plan template to develop your project's communications plan.

Include the following sections when building the plan:

Purpose

Briefly describe the purpose project and what you want to achieve through communication.

Project Leadership

Who is the project owner and who approves the project plan?
Who is the project manager responsible for the project operations?

Timeframe

What is the start and end date for this communications plan?
What are the project’s key dates and milestones and why are the project’s key dates and milestones important?
What communications need to be provided around those dates and milestones?

Audiences

Who needs to receive these communications?

Agency directors, division heads, program leaders, employees, labor, the public, news media, etc.?

Are there any audiences you’re forgetting, you haven’t traditionally included or who you haven’t thought of?

Strategies

What communication methods are most effective for each audience, per communication type?

Messengers

Who is best to deliver the message to ensure it is trusted and well received for each audience?

Channels

Which communication channels will you use?

Email, newsletters, in-person or virtual meetings, social media, intranet articles, community liaisons, press releases, open houses, speaking engagements, all staff meetings, news media tour, fact sheets, etc.

Are there any unestablished channels that you know of that may be more effective?

Supporting Materials

What materials do you need to create?

Talking points for supervisors, presentation, slide decks, graphics, photos, email templates, DASH post, article, newsletter, etc.

Messaging

What are the key messages for each communication and for each audience?
What supporting messages will help explain the change and address concerns?

Explain why this is happening.
Explain how this is happening.
Explain how it will affect or not affect people or processes.

How will you ensure that each audience is confident and clear on the project goals?

Message Presentation

Do your messages meet plain language guidelines?
Are your messages formatted correctly per each communications channel?
Do you need to include images, graphics, or other supporting materials to support messaging?

Potential Obstacles, Risks, and Opportunities

Identify issues that may come up during the planning process and how you will be prepared for them. Examples of issues that may come up:

Poor relations, lack of trust or misinformation stemming from past projects or project decisions.
Mistrust between project managers and audiences.
Confusion or lack of communication with past planning efforts.

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Branding

Why Branding Matters

A brand is more than a logo or color palette. It’s the full experience people have when they interact with an organization. It includes how we speak, how we present, and how we make people feel. For DAS, our brand reflects our mission, values, and commitment to public service.

A strong, consistent brand builds trust, improves understanding, and reinforces professionalism. It helps the public recognize our work and connect it to the broader goals of state government. When we follow shared brand standards, we speak with one clear, unified voice.

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Logos and Marks

Our logo represents us. It’s a key part of our identity, and it should be used consistently across all materials to help the public and our partners recognize our agency.

A logo is defined as an image that uses the same shapes, colors, font arrangement, and visual lock-up of elements, in repeated use. Consistent use of the logo strengthens recognition for DAS and helps build a unified brand.

Unique logos for divisions, program areas, and teams undermine this effort and are not permitted, without exception.

DAS Logo

We offer two main logo formats:

Horizontal logo – Best for wide layouts like letterhead, websites, and banners
Vertical logo – Best for narrow spaces or stacked layouts

Both versions are available in black, white, and blue. Use the version that provides the best contrast and visibility for your layout. Refer to our standards for proper positioning and use of color when working with the DAS logo. 

Unique logos for divisions, program areas, and teams are not permitted, without exception.

State Seal

The Oregon State Seal is the property of the Oregon Secretary of State (SOS). It is a protected symbol with specific usage requirements.

Employees may use the State Seal in DAS reports, presentations, and certificates, as long as they follow SOS guidance.

As with the DAS logo, do not alter, crop, clip, rotate, reduce opacity, or manipulate the State Seal. Always display the full Seal. Employees may use the full color or single-color variants. Refer to color contrast to ensure the Seal is accessible.

Clear Space, Sizing, and Placement of Logos

Maintain size and spacing standards when using the DAS logo, so our most important identifier is prominent, legible, and impactful.

The DAS logo should never appear smaller than ½ inch or 48 pixels long on its shortest side in either the vertical or horizontal versions.

Logos should be sized proportionally to meet this minimum standard. There is no maximum size limit, but use discretion when sizing the logo.

The logo should never be the most dominant element on the page, but instead should live comfortably and clearly as an identifying mark. The DAS logo by itself may be used as a dominant element.

To maintain legibility and impact:

Leave enough clear space around the logo—at least the height of the “D” in DAS
Do not stretch, distort, or rotate the logo
Place the logo in a clean, uncluttered area of your layout
Ensure the logo is large enough to be readable, especially in digital formats

Logo Color

The primary color option for the DAS logo is black and white. It is intended to be used on white or dark colored backgrounds. Do not use the DAS logo over backgrounds that do not provide sufficient contrast. Other permissible color options are shown below.

The logo may never be used in a color not shown here. Backgrounds shown are for illustration purposes only. 

Incorrect Usage of Logos

In addition to the examples mentioned earlier, never treat the logo or logo elements in any of the following ways:

Do not combine the logo with other text, including division or team titles, taglines, or graphic elements.
Do not set the logo in other than the approved colors.
Do not sacrifice legibility.
Do not fill any part of the logo with an image.
Do not create a pattern with the logo.
Do not alter the elements of the logo.
Do not apply shadows or effects to the logo.

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Color Palette

Primary Colors

DAS’ primary colors are medium blue, ocean blue, and grass green. These colors should always be featured prominently in your design work.

Medium Blue

Pantone 7686C
CMYK 98-72-9-1
RGB 0-87-155
HEX #00579b

Ocean Blue

Pantone 3135C
CMYK 81-21-25-1
RGB 26-140-170
HEX #1a8caa

Grass Green

Pantone 370C
CMYK 65-28-76-9
RGB 97-139-93
HEX #618b5d

Secondary Colors

DAS’ secondary colors are indigo, forest green, gold, and pale grey. It’s recommended that secondary colors are used sparingly and only in a supporting role to DAS’ medium blue, ocean blue, and grass green. When using secondary colors, take extra care not to create designs that don’t reflect the DAS brand.

Indigo

Pantone 287C
CMYK 100-91-17-6
RGB 38-59-128
HEX #263b80

Forest Green

Pantone 7735C
CMYK 72-41-81-33
RGB 66-95-63
HEX #425f3f

Gold

Pantone 110C
CMYK 13-25-100-0
RGB 225-185-36
HEX #e1b924

Pale Grey

Pantone 11-4800
CMYK 0-0-0-9
RGB 231-230-23
HEX #e7e6e6

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Font: Types, Sizes, and Styles

Why Fonts and Types Matter

Fonts and types are more than a design choice, it directly affects how people read, understand, and access our content. Consistent use of fonts and styles improves clarity, supports accessibility, and reinforces our identity across all platforms.  

Fonts

Both of DAS’ primary fonts, Montserrat and Aptos, are clean, modern sans serif fonts designed for readability across digital and print formats.

Our fonts should be used consistently to maintain a unified look and feel. Avoid using decorative or informal fonts in your communications. These styles often lack accessibility features and do not align with the DAS brand. 

Primary Heading Font: Montserrat Medium and Semibold

Montserrat Medium and Montserrat Semibold are the official DAS typeface for all headings in communications materials.

Primary Body Copy Font: Aptos

Aptos is the official DAS typeface for all body text in agency communication materials.

Letterhead Font Exception: Palatino Linotype

The official State of Oregon letterhead uses Palatino Linotype font.

Do not alter the letterhead.
Do not use the letterhead font in other official communications.
Use Aptos only for body text on official state of Oregon letterhead.

DAS is committed to ensuring that our digital content and services are accessible to everyone, including individuals with disabilities. Every employee shares responsibility for upholding this commitment by incorporating accessibility into their work, whether creating documents, digital content, or communicating with others.

Microsoft Accessibility Guide

Creating and Saving Your Files

Use the desktop version of each Microsoft app instead of the browser version.
Use DAS templates for all files.
Set both the file name and document title to clearly describe the document’s purpose.

PowerPoint-Specific Requirement: Follow all template instructions and avoid altering built‑in slide layouts (slide masters).

How to Format Your Files

Use built‑in heading and text styles in sequential order.
Create lists using built‑in numbered or bulleted formatting.
Insert page numbers using the page‑number tool (do not type them manually).
Include important header and footer information at the start of the document body.
Avoid inserting text boxes.
Add alt text to all SmartArt graphics.

Excel-Specific Requirements

Name each sheet tab with a descriptive and unique title.
Add a sheet title in the first cell of every sheet.
Hide unused columns and rows and define the print area, if needed.
Mark the end of each worksheet by typing “End of worksheet” after the final row of content.

How to Make Hyperlinks Accessible

Use descriptive text for each hyperlink.
Link URLs to descriptive text rather than spelling out full URLs.
Ensure hyperlinks are underlined and visually distinct from surrounding text.

How to Make Data Visualizations (Charts, Graphs, and Tables) Accessible

If you're not using any of these visualizations, skip to “Final Steps.”

Formatting and Font Size

Label tables, axes, legends, and data points with a unique and descriptive name.
For Word and Excel: Use at least size 12pt font for all text and labels.
For PowerPoint: Use at least size 18pt font for all text and labels.
Credit data sources in the footer, appendix, or adjacent to the data.

Charts

Summarize key points of charts and graphs in a caption or surrounding text. To add a caption, select the Home tab > Styles > Caption.
Use simple chart types (e.g., bar, pie) rather than complex charts (e.g. scatter plots, heatmaps).
Add data labels to charts.
Use more than color to convey information (e.g., bold text, shapes, patterns, textures).
Ensure charts are easy to read and not cluttered.
Avoid rotating text.

Tables

Create tables using the built-in table tool. Select Insert > Table.
Use tables only for data, not for page layout or design.
Remove merged cells and split cells.
Avoid blank cells. Use “N/A,” “0,” or “No Data” instead.
Avoid nesting tables within a table.
Present information in a logical reading order.
Use top row headers, first column headers, or both.
Apply the “Table Header” style to top row and first column headers. Select the header row or column > Table Design > Table Style Options.
Prevent multi‑page tables from breaking mid‑row. Table layout > Properties > Row > Unselect “allow row to break across pages” > Click “OK.”

Final Steps

Remove draft or confidential watermarks and place those labels in the document title or Heading 1, if applicable.
Resolve all tracked changes.
Run Microsoft’s accessibility checker and correct all identified issues.
Follow the DAS Communications Manual for all content, including writing style, branding, and accessibility.
If saving to PDF, use “Save as Adobe PDF” rather than “Print to PDF,” then run Adobe’s accessibility checker.

Additional Resources

Back to Start of Accessibility Guide

PDF Accessibility Guide

Getting Started

Use Adobe Acrobat Pro (not Acrobat Reader) to complete these steps. If Acrobat Pro is not installed on your DAS computer, contact DAS IT for assistance.
Use the desktop version of Adobe Acrobat Pro rather than the browser version.
Make the original document accessible first before saving as or converting to PDF. Refer to the accessibility guide associated with the application used to create the file.
Create the PDF using “Save as Adobe PDF” instead of “Print to PDF.”
Use Microsoft Forms instead of fillable PDFs, whenever possible, or contact DAS Communications if you must create a fillable PDF for business reasons.

Step-By-Step Videos

Video: How to use Adobe Acrobat’s Fix reading order tool by Pope Tech
Video: Remediate a PDF for accessibility using Adobe’s Accessibility Checker by Pope Tech
Learn more: Common PDF Tags and Their Usage by Section508.gov
Video: PDF Accessibility – Basic Remediation by Tufts Technology Services
Video: The Basics of Tagging by Adobe
Video: Basic Tag Types Explained for PDF Accessibility by The Accessibility Guy
Video: The Frustration of Testing the Reading Order of a PDF by The Accessibility Guy

Document Tags

Check for tags. In the upper left-hand corner, select Menu > View > Show/hide > Side panels > Accessibility tags.
If no tags are found, run the tagging tool. Select the All Tools tab > Prepare for accessibility > Automatically tag PDF.
Review tag structure to ensure headings, lists, tables, and figures are tagged correctly.
Fix the reading order using the “Fix Reading Order” tool. In the tags panel, select All tools > Prepare for accessibility” > Fix reading order. Follow prompts.

Final Steps

Name the PDF file clearly so it reflects the document’s purpose.
Set the PDF document title. In the upper-left hand corner, select Menu > Document properties > Description. Next, enter the title in the “title” field.

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SmartSheet Accessibility Guide

Sheets

Each sheet has a descriptive and unique name.
Each sheet has a title in the first cell.
Hide unused columns and rows and consider defining your print area.
Mark the end of the worksheet by typing “End of worksheet” in the row immediately following the last row of your sheet.

Formatting Your SmartSheet

Hyperlinks use descriptive text.
URLs are hyperlinked to text rather than spelled out.
Hyperlinks are underlined, (if not done so automatically), and a different color from non-linked text.
All important images have alt text and decorative images, used only for visual appeal, are “marked as decorative.”
There are no images of text.

Dashboards

Each widget has a clear, descriptive title.
There is no clutter and information is limited to what is essential.
There is white space between widgets to provide visual separation.

Forms

There are clear instructions to complete the form.
All form fields have clear, unique and visible labels.
There is not placeholder text as a substitute for a label.

Data Visualizations (Charts, Graphs and Tables)

If you're not using any of these visualizations, skip to Final Steps.

Labels

Tables, axes, legends, and data points are clearly labeled with a unique and descriptive name.
All text and labels are at least size 12pt font.

Charts

Key points of charts and graphs are summarized in a caption or surrounding text.
Simple chart types (e.g., bar, pie) are used instead of complex charts (e.g. scatter plots, heatmaps).
More than color alone is used to convey information.
All charts are easy to read and not cluttered.
There is no rotated text.

Tables

Use built-in table tools to create tables. Never draw your own.
Tables are only used for data, not to design the layout of the page.
There are no merged cells or split cells in data tables.
Freeze the header row and column.
Add visual space around text by adjusting column width and row height.
There are no blank cells in the data table.
There are no tables within a table.
Information is presented in a logical reading order.
Data tables have top row headers, first column headers, or both.

Final Steps

All content follows the DAS Communications Manual, including these chapters:

Writing
Branding
Accessibility

Sheet, report, form or dashboard name explains its purpose.
Ensure documents attached to SmartSheet are accessible.

Additional Resources

Smartsheet Accessibility and 508 Compliance
Smartsheet Accessibility Guide for Content Creators

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GovDelivery Accessibility Guide

Formatting Your Newsletter

Select either a standard bulletin or an advanced bulletin template.

For Advanced Bulletins, use the “flexible template” format, not layout‑based templates.

Format the newsletter title and all headings using built‑in heading styles in sequential order.
Create lists using built‑in bullet or number formatting.

Inserting Hyperlinks

Use descriptive link text.
Hyperlink URLs to text instead of spelling them out.
Ensure hyperlinks are underlined and visually distinct from body text.

Example of an accessible hyperlink: “Refer to the DAS Communications Manual for more information about accessibility.”
Example of an inaccessible hyperlink: “Refer to the DAS Communications Manual at: https://stateoforegon.sharepoint.com/sites/DAS/SitePages/Communications-Manual.aspx”

Fonts

Use a minimum of 12pt font for all text.
Use larger text for headings to establish hierarchy.
Use font colors that meet contrast requirements.
Use black for body text to improve readability.

Colors

Follow DAS color palette guidelines.
Ensure all colors meet contrast requirements.

Images

Add alternative text when uploading images.
Avoid using images of text.
Size images according to Granicus specifications.
Ensure image hyperlinks follow the hyperlink guidelines in this document.
Repeat image‑based links in the related article text for accessibility.

Inserting Tables

Create tables using the built‑in table tool, not screenshots.
Use tables only for data, not for layout.
Avoid merged cells and split cells.
Remove blank cells.
Avoid tables within tables.
Present information in logical reading order.
Apply header formatting to the top row. Select Row Properties > Header.

Final Steps

Ensure all content follows the DAS Communications Manual:

Writing
Branding
Accessibility

Avoid including a “links in this email” section at the bottom of the newsletter.

Back to Start of Accessibility Guide

eLearning Accessibility Guide

eLearning module content uploaded to tools like Workday must be accessible.

Instructions and Orientation

Provide accessibility instructions upfront.
Identify the course language, if the software allows.

Navigation and Layout

Offer multiple ways to navigate.
Use consistent navigation and layouts.
Ensure predictable interactions without unexpected context changes.

Visual and Display Requirements

Make sure the module works in both portrait and landscape mode.
Allow text resizing up to 200% without loss of content or functionality.
Avoid flashing content that could trigger seizures; no more than three flashes per second.

Interaction and Controls

Ensure all interactive elements are keyboard accessible.
Provide a visible focus indicator for interactive items.
Avoid strict time limits or allow extensions.
Provide clear error messages and guidance for corrections.
Provide alternatives for drag-and-drop interactions.

Technical Structure and Coding

Customize text labels for buttons and other controls.
Use semantic HTML markup for headings, lists, tables and buttons.
Apply appropriate ARIA roles and labels for interactive elements.
Test compatibility with assistive technologies like screen readers.

Additional Resources

Articulate Storyline 360: How to Design and Accessible Course
Create accessible eLearning content in Adobe Captivate
Camtasia: Viewer engagement and accessibility

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Power BI Accessibility Guide

Resources

Design Power BI reports for accessibility
Overview of accessibility in Power BI

Social Media Accessibility Guide

Post Formatting

Avoid long blocks of text—use short, clear paragraphs.
Use heading styles to organize long posts or sections (on platforms that support formatting).
Avoid custom font generators because they cause accessibility and readability issues.

Hashtags

Place hashtags at the end of a post so they don’t interrupt the main message.
Use only a few hashtags (1–3 recommended).
Write multi‑word hashtags in camel case by capitalizing the first letter of each word to improve readability and help screen readers pronounce words correctly.

Here are examples:

With camel case

#ThisIsWithCamelCase
#DASemployee
#StateOfOregon

Without camel case

#thisiswithoutcamelcase
#dasemployee
#STATEOFOREGON

Emojis

Use emojis sparingly because different devices and technologies interpret them differently.
Place emojis at the end of sentences or paragraphs, not in the middle.
Avoid using too many emojis or repeating the same emoji in a row.

Resources

Section508.gov social media guidance
Facebook accessibility
LinkedIn accessibility

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Video Accessibility Guide

Videos must have captions and transcripts that are accessible.

Captions show dialogue, music, and sound effects in sync with the video.
Transcripts provide the full audio in written form.

Many video platforms create transcripts automatically. Always check them for accuracy.

Do not set videos or audio to play automatically because this can be disruptive to users.

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Accessibility Glossary

File Settings

Desktop Application

Use the desktop application of each application. Online versions do not have all the accessibility features. If you're working in an online version, open the file in the desktop application before running final accessibility checks.

To open an online file in the desktop app:

Click the Editing button, which is located between the Catch Up and Share buttons.
Select Open in Desktop.

To make desktop the default for Word, Excel and PowerPoint:

With a document open, click File.
Select Options in the side menu.
In the new window that opens, select Advanced.
Locate File Open Preference.
In the drop-down menu next to Open Word, Excel, and PowerPoint files using, select Desktop.

Document Title

The document title is stored in the file’s metadata. Screen readers read the title aloud when the document opens. The document title is not the same as a heading inside the document.

How to Add a Document Title

Go to the File tab.
Select Info from the side column.
Locate the Properties section.
Enter the title in the Title field.

Tip: Make the file name and document title the same or very similar. This helps avoid confusion and improves searchability.

File Name

The file name is what you see when saving the document. It appears at the top of the window when the file is open. Choose a file name that clearly describes the purpose of the document.

Slide Master

The template in Microsoft PowerPoint that controls the layout, formatting, and default styles for all slides.

Template

A pre‑formatted file that supports consistent branding and accessibility.

Back to Start of Accessibility Glossary

Formatting and Readability

Alignment

Align text to the left. Left‑aligned text gives readers a consistent starting point for each line, which improves readability for everyone, including people with dyslexia, low vision, or cognitive disabilities.

Right‑aligned, centered, and justified text have specific uses, but they can reduce readability when used for long paragraphs. Justified text, while common in print, can create uneven spacing that makes digital content harder to read.

Built-In Styles

The preset formatting options in Word, PowerPoint, and Excel, such as Heading 1, Heading 2, Normal, or Title. Using built‑in styles helps screen readers understand the structure of a document. Refer to Headings.

When you save a document for the web, include both a file name and a document title. These help users and screen readers understand the document’s purpose before they open it.

Use Normal style for all body text.

Color Contrast

The difference in brightness between text and background colors.

When placing text over images, gradient background or shapes, text must have a contrast ratio of at least 4.5 to 1. This means the lighter color text must be 4.5 times brighter than the darker color background. Large text, such as 16 point bold, and icons can have a lower 3 to 1 ratio between foreground and background colors.

Use a tool like the WebAIM Contrast Checker to confirm your colors meet accessibility requirements.

Examples of acceptable color contrast between the DAS logo and background:

Examples of unacceptable color contrast between the DAS logo and background:

Font Styles: Bold, Italic, Uppercase Text, Strikethrough, Superscript and Subscript

The style of a font affects its readability.

Use normal or medium weight font styles.
Avoid long sections of italic or bold text. Both italic and bold text can degrade readability. Both are best used for limited sections of contrast.
Avoid long sections of UPPERCASE text. Uppercase text has a serious negative effect on readability, and screen readers may misread uppercase text as acronyms.
Screen readers don’t announce strikethrough, superscript, or subscript text.

Headings

DAS Microsoft Word templates use built‑in styles for all headings and text.

Built‑in styles tell assistive technology how your document is organized, help screen readers navigate quickly, and make the document easier for everyone to read. You can find styles in the Home tab under Styles.

How to Organize Headings

Think of headings like an outline or nested bullet points. They must follow a clear order:

Heading 1 (H1) – Used only for the document title
Heading 2 (H2) – Major sections

Heading 3 (H3) – Subsections
Heading (H4, H5, H6) – Smaller nested levels, used only when needed

Heading Rules

Use only one H1 in a document.
Follow heading levels in order. Never skip (e.g., H1 to H3). Skipping levels breaks navigation for assistive technology.
Use the built‑in heading styles from the Styles gallery. Do not create your own custom heading styles.
Learn more: Section508.gov document headings

Lists

Use List Paragraph for bulleted or numbered lists.

Letter Spacing

Use only one space after a period as it provides a clear visual cue that a sentence has ended.

Line Spacing

Distinguishing between lines of text can be difficult when the eye has to travel from the end of one long line to the beginning of the next. Using more line spacing makes it easier for readers to distinguish individual lines.

DAS recommends writers strive for text that has a medium density, meaning neither very dense nor very loose. Shorter text may have 1.0 linespacing, while longer text may need 1.15 or 1.5 spacing. Effective use of headers and subsections can help alleviate reading fatigue in documents. 

Text Box

A floating text container that may not be read by screen readers. Avoid using text boxes.

Text Color

Color must not be the only means of conveying information. If color signifies meaning, incorporate additional visual cues like a symbol or text to convey the information.

For example, using red color text to emphasize is not a best practice. To call attention to an important piece of text, use color in conjunction with other emphatic elements, such as bold and underlined text.

Generally, DAS does not recommend using color to call attention to important information, even in combination with emphatic text. 

White Space

White space, also called negative space, reduces clutter and provides definition to content. This gives the viewer a clear overview of a document or webpage. Avoid overly dense documents, but also avoid using too much white space, which can disorient a reader.

DAS recommends using whitespace throughout a document in a consistent manner. 

Back to Start of Accessibility Glossary

Descriptive Links, Hyperlinks, and URLs

Descriptive Link Text

Link text should clearly state the purpose or destination of the link. Use specific wording that tells users what they will access.

Example: The Section508.gov descriptive links website provides instructions.

Contextual Clarity

Write link text so it makes sense when read by itself. This supports users who navigate through links using assistive technologies and may not hear the surrounding sentence.

Do: Learn more about descriptive links.
Don't: Learn more about descriptive links, click here.

Meaningful Link Text To Display

Use descriptive words or phrases, not raw URLs, as link text. Long URLs can be confusing and difficult to read. Use a descriptive phrase that represents the link’s destination. These steps improve clarity and readability, especially for people using screen readers.

Do: The Section508.gov descriptive links website provides instructions.
Don't: The Section508.gov website provides instructions at: https://www.section508.gov/blog/accessibility-bytes/document-headings/.

Link Styling

Links should be visually recognizable. In most cases, applications will recognize a link and automatically apply color and font link styling changes. If this does not occur, use consistent formatting, such as underlining or color, so users can easily identify text that is clickable.

Example: The statewide policies that apply to the Executive Branch are posted on the Department of Administrative Services website.

QR Code Accessibility

When including a QR code, also provide the URL or a short description of where the code leads. This ensures users who cannot scan the QR code can still access the same information.

Image‑Based Links

If an image functions as a link, the alt text must explain the link’s destination or action. Avoid alt text that only describes the image’s appearance.

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Images and Visual Elements

Alternative Text (Alt Text)

Alt text is a short description that explains the image’s meaning. If an image adds important information or context, include alternative (alt) text.

Add alt text for images that add meaning, such as:

Organization logo
Chart showing expenditures
Promotional graphics

Skip alt text for decorative or redundant images, like:

Icons that repeat what the text already says (e.g., a calculator icon next to “Budget Deadlines”)
Graphic dividers or layout elements

If an image is decorative, used only for visual appeal, look for the “mark as decorative” option when adding alt text.

If you choose to use the “Generate alt text for me” feature in Microsoft 365 programs like Word or PowerPoint, make sure to review the generated alt text for accuracy before finalizing your work.

Tips for Writing Alt Text

Explain what the image means.
Keep it short and clear.
Share the same information as the image.
Focus on the message, not just how the image looks.
Do not repeat text that’s already on the page.
Skip extra or unnecessary details.

Resources

Section 508.gov: Authoring Meaningful Alternative Text ‒ examples of good and bad alt text.
WebAIM alternative text ‒ explains why context matters in alt text. Screen readers can’t read text inside of images, so images alone are not accessible. If an image is important for understanding the content, include a text description.

Decorative Image

An image used only for styling and not important to meaning. Mark as decorative.

Images of Text

Text shown inside an image, which screen readers cannot read.

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Data: Charts, Tables, Graphs

Axis Labels

Text that identifies what the X‑axis and Y‑axis represent in a chart.

Blank Cells

Empty table cells that may cause confusion for screen reader users.

Chart Clutter

Visual noise in charts that makes information harder to read, such as extra gridlines, decorative graphics, or too many labels.

Complex Table

A complex table includes multiple levels of headers, grouped categories, or merged cells that require more detailed markup. These tables should be simplified when possible. Learn more about simple versus complex tables.

Data Labels

Values that appear directly on a chart or graph, such as above each bar.

In PowerPoint, add data labels to charts by clicking the chart. Three icons will appear in near the upper-right corner of the chart. Click the “Chart Elements” button at the top of the list. Then, check the box next to “Data Labels” to enable data labels. Refer to the ‘Charts and Graphs Guide’ instructional slide in the hidden slide section of the presentation template.

Merged Cells

Combined table cells that are difficult for screen readers to interpret.

Nested Table

A table inside another table, which causes navigation issues for screen readers.

Row Break

A setting that splits table rows across pages. Turn off for accessibility.

Simple Table

A simple table uses a single header row or column, with no merged cells or multi‑level headers. Structure the table so each data cell clearly links to one row header and one column header. Learn more about simple versus complex tables.

Split Cells

Cells that are divided into multiple smaller cells within a table, which can complicate header associations.

Table Header Style

Formatting that marks a row or column as table headers.

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Adobe PDF

Set Document Title

Like Microsoft 365 files, PDFs need a clear, meaningful document title so users, and assistive technologies, can identify the file’s purpose.

To set the document title:

Select “Menu.”
Select “Document properties.”
Under the Description tab, enter the title in the “Title” field.

To set the document language:

Select “Menu.”
Select “Document properties.”
Under the Advanced tab, locate the “Reading options” section.
Choose the correct language from the “Language” dropdown.

Setting both title and language is critical for screen reader users and improves document discoverability.

Tag a Document

Tags provide the structural foundation of an accessible PDF. They tell assistive technologies what each element is, such as a heading, paragraph, list, table, or image, and define the correct reading order. Tags also link content across pages, such as lists that continue from one page to the next.

General PDF Remediation Process:

Check for existing tags.

Select the “Menu.”
Select “View.”
Select “Show/hide.”
Select “Side panels.”
Select “Accessibility tags.”
If the “Accessibility tags” panel indicates the document is untagged, continue to the next step.

Automatically tag the PDF: Automatic tagging provides a starting point, but manual review is always required.

Select the “All tools” tab.
Select “Prepare for accessibility.” You may need to choose “view more.”
Select “Automatically tag PDF.”

Review and correct tags: Correcting structure ensures that screen readers announce content in a logical and predictable order.

Verify correct heading levels are used. Refer to Heading Levels.
Check that tables have table headers applied.

<Table> for table
<TR> for table rows
<TH> for table headers
<TD> for table data

Check that lists are tagged correctly.

<L> for list
<LI> for list item
<Lbl> for list label (list item number or a bullet point)
<LBody> for list item content

Set the reading order in the tags panel.

Select the “All tools” tab.
Select “Prepare for accessibility.” This might be found after selecting “View more.”
Select “Fix reading order” and make sure it is accurate.

Run the Accessibility Checker.

Select the “All tools” tab.
Select “Prepare for accessibility.”
Select “Check for accessibility.”
Results will appear in the “Accessibility Checker” pane. Right‑click each issue to view explanations or follow guided steps to resolve the problem.

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Accessibility Checker Tools

Adobe Accessibility Checker

Use Adobe Acrobat’s accessibility checker to identify issues with tags, headings, reading order, tables, and other core PDF elements. The tool is a strong resource, but it will not find everything, so always manually review tags and structure using the steps in the Adobe PDF section. Run the Accessibility Checker:

Select the “All tools” tab.
Select “Prepare for accessibility.”
Select “Check for accessibility.”
Results will appear in the “Accessibility Checker” pane. Right‑click each issue to view explanations or follow guided steps to resolve the problem.

Microsoft Word, PowerPoint, and Excel

Use Microsoft’s built-in Accessibility Checker to find accessibility issues. While the tool is helpful, it will not catch everything, so always complete a manual review using the Accessibility Guides at the start of this chapter. In Word, PowerPoint, and Excel:

Go to the Review tab.
Select Check Accessibility.
A menu appears with several options. For the full accessibility check, select Check accessibility.
Fix any items that are listed in the accessibility assistant.

Logical Reading Order

The sequence in which screen readers read content.

Reading Order Pane

A tool showing the order in which screen readers will read slide or PDF content.

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Social Media

Camel Case

A hashtag style where each word begins with a capital letter, (e.g., #AccessibilityMatters). This improves readability and helps screen readers pronounce each word.

Caption

A short explanation placed under a chart, table, or image.

Custom Font Generator

A tool that creates decorative, stylized text for social media. These fonts often break accessibility and should be avoided.

Emoji Accessibility

Using emojis in ways that maintain clarity and do not confuse screen readers. This includes placing them at the end of sentences, limiting quantity, and avoiding repeated emojis.

Hashtags

Keywords or phrases preceded by a pound sign (#) that categorize content and make it easier for users to find related information. When used, they should be short, meaningful, and written in plain language to support clarity and accessibility.

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Web Accessibility

HTML-First Approach

DAS uses an HTML‑first approach. Whenever possible, content should be added directly to DAS webpages or published as a new webpage rather than uploaded as a separate document. Structured HTML provides the best experience for users of assistive technology.

Document Uploads

PDF is the preferred file format when a document must be uploaded, but it still needs to be made accessible. Use formats like Word, Excel, or PowerPoint only when required for specific tasks, such as providing a template, and offer an accessible alternative whenever possible.

Webpages

Webpages are preferred because they are easy to update, searchable on the site and through search engines, and simple to link to other related content.

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Stock Photos and Icons

Why Stock Photos and Icons Matter 

Stock photos and icons support text in reports and presentations. They can make information easier to scan, understand and remember.

Icons

Microsoft programs offer icons for employee use. Select Insert > Icons to search the Icons catalogue. DAS recommends employees follow accessibility guidelines and appropriately include alt text. Right click on the icon and select “View Alt Text” to review and enter text to describe the icon.

Stock Photo Library for Employee Use

Free, high resolution stock photo collections of Oregon landscapes, destinations, activities, and cultural and historical sites are available online from the Oregon State Archives. Employees can search photos by keyword or category.

After selecting a photo, click the download icon. Make sure to add alt text in the Microsoft program you are using to display the photo. You may copy the photo’s description provided by State Archives for alt text use.

Note: Any photos used from the State Archives Oregon Scenic Images website must include a photo credit. Adjacent to the image in your file, in the footer, or in the appendix, insert “Gary Halvorson, Oregon State Archives.”

Microsoft programs also offer stock photography. Select Insert > Picture > Stock Images to view options.

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