Guidelines how to communicate with visually impaired

Introduction

ELEVATE (Enhancing Life Effectively for the Visually impaired with Affordable Assistive Tools and Empowerment) is a European Union funded Erasmus+ project. It focusses on improving daily life for visually impaired individuals.

It addresses key challenges, such as the lack of suitable assistive devices and communication barriers, by developing practical tools and resources.

By promoting inclusion, accessibility, and staff training, ELEVATE empowers both visually impaired individuals and the people who support them.

Why communication is a key issue

For people with visual impairments, daily communication can be challenging—whether navigating websites, filling out forms, or interacting in person.

Visual cues, inaccessible documents, and poorly designed websites often make information difficult to access.

How this guidebook fits into ELEVATE’s mission

The ELEVATE project aims to enhance the independence and participation of visually impaired individuals. While one focus is on hand-made assistive devices, empowerment also comes through effective communication.

This guidebook, published on 7th of May 2025, provides practical strategies for individuals and organizations to ensure their communication is accessible.

Acknowledgements

Apart from the knowledge of the project partners we’ve had a great help from the materials shared on the websites of the Royal National Institute of Blind People, the ‘Digital accessibility solutions’ published by The University of Mississippi, Perkins School for the Blind and AnySurfer.

Disclaimer

The guidelines provided in this document primarily reference Microsoft Office products such as Word and Excel for ease of explanation and familiarity. However, similar tools and features are available in many other office productivity applications (e.g., Google Workspace, LibreOffice, OpenOffice, etc.), though they may use different names or interfaces. The concepts and best practices outlined here can generally be applied across various software platforms.

Digital communication

Documents

Visually impaired users often use software features which visual users don’t use. For example, navigating through a document with shortcuts. Sometimes they rely on software to make documents audible. Applying the following guidelines will help you to make accessible documents.

Font

Word

1.    Text

  1. The Luciole font is used if the Word document will be saved as a PDF. If not, use the Verdana font. For more details check the section Digital communication, Font.
  2. The heading styles are organized in a hierarchal and logical fashion, without missing heading levels. Support page ‘Improve accessibility with heading styles’
  3. List styles are being used, as opposed to manually typed characters. Support page ‘Add bullets or numbers to text’
  4. Text layout is limited to one column
  5. All URLs contain descriptive hyperlinks, for example avoid generic phrases like “click here”. Support page ‘Make link text meaningful’
  6. The color contrast ratio between foreground text and background color is sufficient. Use the free Color Contrast Checker to optimize your content – including text and visual elements.
  7. The text is logical in the Outline View.
  8. The content is read by a  person who did not write it and is evaluated as clear and concise. Support page ‘Keep content clear and concise’

2.    Images

  1. All images, grouped images, and non-text elements that convey information have meaningful alternative-text descriptions. Support page ‘Add alt text to the visuals’. For more information on writing alternative-text, read article ‘Write helpful alt text to describe images’.
  2. Decorative elements should be marked as decorative. Support page ‘Add alt text to the visuals’
  3. Within phrases there are no images which contain text which are intended to be read.
  4. To differentiate elements identification is used that does not rely on color.

3.    Tables

  1. All data tables in the document have designated table properties. For example header row, banded row or total row. Support page ‘Create accessible tables in Word’
  2. Data cells are set so they do not split across pages. Support page ‘Line and page breaks’
  3. If the table continues on more than one page, the table header repeats at the top of the table as it goes from one page to another. Support page ‘Repeat table header on subsequent pages’
  4. Alternative text is added to the table properties. Support page ‘Improve accessibility with alt text’, starts at 01:20.

4.    File setup

  1. Evaluated if a table of content should be added. Support page ‘Insert a table of contents’.
  2. Comments have been removed and formatting marks been turned off.
  3. Track changes have been accepted or rejected and turned off. Support page ‘Turn off track changes’
  4. The file’s language is set to match the majority of the language used. Support page ‘Add an editing or authoring language or set language preferences in Office’
  5. If more than one language is used, set the correct proofing language for that specific block of text. Support page ‘Change the language for selected text’
  6. The document properties for Title, Author, Subject, Keywords, Language, and Copyright Status have  been completed. Support page :’ View or change the properties for an Office file’
  7. The document file name is concise, generally limited to 20-30 characters, and does it make the contents of the file clear.
  8. The document file name does not contain special characters.

5.    Accessibility

  1. Displayed all nonprinting characters (shortcut ctrl+8). Check that a new line (shortcut Shift + enter) and new paragraph (enter) are used in the correct way.
  2. Check that the heading style is consecutive. Support page ‘Use the navigation pane in Word’
  3. The built-in MS Office Accessibility Checker, has that been run and the document passes. Do note, this is an indication for accessibility, but not a guarantee. Support page ‘Improve accessibility with the Accessibility Checker’
  4. Screen reader accessibility has been checked. It’s possible to navigate through the document with shortcuts. This step has to be performed by an experienced user.

PDF

1.    Saving a Word document as PDF

2.    Checking the screen reader accessibility of a PDF

The accessibility of a PDF is checked with software PDF Accessibility Checker PAC.

Excel

1.    General information

Keep it simple. Even if you apply the following guidelines, a document with 30 columns will be challenging to navigate with screen reading software.

2.    Text

  1. The Luciole font is used if the Excel document will be saved as a PDF. If not, use the Verdana font. For more details check the section Digital communication, Font.
  2. List styles are being used, as opposed to manually typed characters. Support page ‘Add bullets or numbers to text’
  3. All URLs contain descriptive hyperlinks, for example avoid generic phrases like “click here”. Support page ‘Make link text meaningful’
  4. The color contrast ratio between foreground text and background color is sufficient. Use the free Color Contrast Checker to optimize your content – including text and visual elements.
  5. The content is read by a  person who did not write it and is evaluated as clear and concise. Support page ‘Keep content clear and concise’

3.    Images

It’s possible to add images, however, we strongly recommend that you do not add them.

4.    Tables

  1. All data tables in the document have designated row and/or column headers in table properties. Support page ‘Create accessible tables in Word’
  2. Where appropriate all tables are described and labeled 
  3. Data cells are set so they do not split across pages. Support page ‘Line and page breaks’
  4. If the table continues on more than one page, the table header repeats at the top of the table as it goes from one page to another. Support page ‘Repeat table header on subsequent pages’
  5. To ensure that only relevant information is shown, rows and columns which do not contain data are hidden. Support page ‘hide or show rows or columns’.

5.    File setup

  1. The active worksheets have clear and concise names that allow users and assistive technology to identify the table’s source and content. Support page ’Rename a worksheet’
  2. Comments have been removed and formatting marks been turned off.
  3. Track changes have been accepted or rejected and turned off. Support page ‘Turn off track changes’
  4. The file’s language is set to match the majority of the language used. Support page ‘Add an editing or authoring language or set language preferences in Office’
  5. The document properties for Title, Author, Subject, Keywords, Language, and Copyright Status have  been completed. Support page :’ View or change the properties for an Office file’
  6. The document file name is concise, generally limited to 20-30 characters, and does it make the contents of the file clear.
  7. The document file name does not contain spaces and/or special characters.

6.    Accessibility

  1. Displayed all nonprinting characters (shortcut ctrl + 8). Checked that a new line (shortcut shift + enter) and new paragraph (enter) are used in the correct way.
  2. Checked that the heading style is consecutive.
  3. The built-in MS Office Accessibility Checker, has that been run and the document passes. Do note, this is an indication for accessibility, but not a guarantee. Support page ‘Improve accessibility with the Accessibility Checker’
  4. Screen reader accessibility has been checked. It’s possible to navigate through the document with shortcuts. This step has to be performed by an experienced user.

PowerPoint, checklist document accessibility

1.    General information

PowerPoint is a visual presentation program. The following guidelines are a great start to aim at digitally accessibility. However, it’s possible that the document will not yet be accessible.

2.    Text

  1. The Luciole font is used. For more details check the section Digital communication, Font.

3.    Images

  1. All images, grouped images, and non-text elements that convey information have meaningful alternative-text descriptions.
  2. Within phrases there are no images which contain text which are intended to be read.
  3. To differentiate elements identification is used that does not rely on color.

4.    Tables

  1. All data tables in the document have designated row and/or column headers in table properties. Support page ‘Create accessible tables in Word’
  2. Data cells are set so they do not split across pages. Support page ‘Line and page breaks’
  3. If the table continues on more than one page, the table header repeats at the top of the table as it goes from one page to another. Support page ‘Repeat table header on subsequent pages’

5.    File setup

  1. Comments have been removed and formatting marks been turned off.
  2. Track changes have been accepted or rejected and turned off. Support page ‘Turn off track changes’
  3. The file’s language is set to match the majority of the language used. Support page ‘Add an editing or authoring language or set language preferences in Office’
  4. The document properties for Title, Author, Subject, Keywords, Language, and Copyright Status have  been completed. Support page :’ View or change the properties for an Office file’
  5. The document file name is concise, generally limited to 20-30 characters, and does it make the contents of the file clear.
  6. The document file name does not contain spaces and/or special characters.

6.    Accessibility

  1. Displayed all nonprinting characters ( shortcut ctrl+8). Checked that a new line (shortcut Shift+enter) and new paragraph (enter) are used in the correct way.
  2. Checked that the heading style is consecutive.
  3. The built-in MS Office Accessibility Checker, has that been run and the document passes. Do note, this is an indication for accessibility, but not a guarantee. Support page ‘Improve accessibility with the Accessibility Checker’
  4. Screen reader accessibility has been checked. It’s possible to navigate through the document with shortcuts. This step has to be performed by an experienced user.

7.    Sharing your file

  1. Save your file as PDF or HTML format.
  2. Distribute digitally accessible handouts ahead of the presentation.
  3. Have your material available for attendees on a memory stick or available for download.

Powerpoint, checklist presenting to blind and visually impaired

1.    Text

  1. The Luciole font is used. For more details check the section Digital communication, Font.
  2. The color contrast ratio between foreground text and background color is sufficient. Use dark background colours and bright colours for the text to avoid glare. For example, yellow text on a black background. Use the free Color Contrast Checker to optimize your content – including text and visual elements.
  3. Only display the key points
  4. If you need to read a lot of text with a slide, consider placing it in the ‘speaker notes’, rather than on the screen. Support page ‘add speaker notes to your slides’.
  5. Use left justification.
  6. Text must be large enough to be read by most low vision people in the front of the audience and by people with ‘normal’ vision at the back
  7. A recommended text size is no less than 32 point
  8. Use mixed upper and lower case letters rather than all capitals
  9. To emphasize important information underline text, rather than highlighting or putting text in bold

2.    Images

  1. Within phrases there are no images which contain text which are intended to be read.
  2. To differentiate elements identification is used that does not rely on color.
  3. If important information is communicated with visuals, limit to one visual per slide.
  4. Don’t use animations.

3.    Say it!

  1. General rule: If you display it, say it. Imagine that you heard a recording of your presentation on the radio. Would it make sense and would the listener fully understand all the information that was being put across? Tip: make an audio recording of yourself while rehearsing your presentation.
  2. Be aware of the speed when transition slides. Give at least 3 seconds for attendants to adjust to the new slide.
  3. When you introduce yourself, explain the format of the session and when you will take questions.
  4. Explicitly mention the region of interest in the slide, do not just point to it.
  5. Explain each slide in an expressive manner so that the audience understands which area of the slide you are referring to
  6. If you need to read a lot of text with a slide, consider placing it in the “notes”, rather than on the screen. Read it slowly and clearly.
  7. If some attendees join online, read the chat room communication out loud. Consider delegating this task.

E-mails

1.    Text

  1. E-mails are great for short and concise messages. Options are available to use heading style, but if you have the impression that you need these, then it’s better to attach a document.
  2. We recommend using the standard font Verdana.
  3. List styles are being used, as opposed to manually typed characters. Support page ‘Add bullets or numbers to text’
  4. All URLs contain descriptive hyperlinks, for example avoid generic phrases like “click here”. Support page ‘Make link text meaningful’
  5. The color contrast ratio between foreground text and background color is sufficient. For example, black text on white or yellow backgrounds.
  6. The text is logical in the Outline View.
  7. The content is read by a  person who did not write it and is evaluated as clear and concise. Support page ‘Keep content clear and concise’

2.    Images

  1. All images, grouped images, and non-text elements that convey information have meaningful alternative-text descriptions.
  2. Within phrases there are no images which contain text which are intended to be read .
  3. To differentiate elements identification is used that does not rely on color.

3.    Accessibility

  1. Displayed all nonprinting characters ( shortcut ctrl+8). Checked that a new line (shortcut Shift+enter) and new paragraph (enter) are used in the correct way.
  2. Checked that the heading style is consecutive.
  3. At the moment of writing, 6th of January 2025, the Outlook built-in Accessibility Checker is unreliable.

Social media

If you schedule a post using third-party software, the accessibility features of the social media platform might not be available.

1.    Post content

2.    Alt text and image descriptions

  1. Informed the person who is writing the post content about the need for alt text.
  2. Together with the person who is writing the post content, clarified what is being communicated with the image. This is most of the time easier in a conversation.
  3. Write the alt text. Even if auto-generated alt text is available, you will have to check and modify if necessary.
  4. Alt text is checked and approved by a person who uses a screen reader.
  5. When creating the post, the alt text is placed in the dedicated area.
  6. Alt text is copied and pasted on at the bottom of the main post.

3.    Accessible video’s

3.1         Video’s which you create yourself

  1. Video participants are aware what’s an accessible video
  2. Video subject decided
  3. Video content takes accessibility into account
  4. Video is recorded
  5. Subtitles are generated or created
  6. Subtitles are checked for mistakes
  7. Subtitles should not be hard coded. In other words, they have to be adjustable on the device of the user.
  8. The video is checked for potential chapters.
  9. Added video chapters. Check how to do so on the upload platform. If not supported: In the video description, add a list of timestamps and titles. Make sure that the first timestamp you list starts with 00:00. For example, 00:00 introduction
  10. Create an audio description track

3.2         Video’s that you’ve received and that can’t be remade with the Accessible video guidelines

  1. Watch the video
  2. Write a video description
  3. Add the video description as text into the post, or point out that it is available in the first comment.
  4. Add video chapters. Check how to do so on the upload platform. If not supported: In the video description, add a list of timestamps and titles. Make sure that the first timestamp you list starts with 00:00. For example, 00:00 introduction.

4.    Detailed explanation of how to ensure accessibility

Hashtags

Emoticons and emojis

For the content of this chapter we want to express our thanks to the authors of two publications:

Alt text and image descriptions

Image descriptions make images accessible for blind and partially sighted people. It’s also known as alt text. They’re simply a written description of an image. Image descriptions aren’t for adding photo credits, inside jokes, extending copy or for boosting Search Engine Optimisation.

Accessible videos

Videos featuring beautifully shot footage accompanied by music are really popular, but did you know they’re not accessible for blind and partially sighted people?

Here are our top tips to help make sure your video content, whether it’s a quick self-shot clip or a multi-million pound advert, is accessible to all. Audio-led vs audio-described content:

Our other top video accessibility tips are:

  1. Always add subtitles. It’s not just people who are deaf or have hearing loss who find captions useful, lots of people do. You can also use auto-captioning features in apps like TikTok and Instagram.
  2. Check auto-generated subtitles before posting. There can be some pretty interesting mistakes!
  3. Use subtitles with white text on black backgrounds, as these are easiest for blind and partially sighted people to read. This is important, because most (93%) of blind and partially sighted people can see something.
  4. Text that you overlay onto videos is not accessible to screen reader technology, so don’t rely on it to get your message across.
  5. Write a video description in your post copy or a first comment if you need to share a video which isn’t audio-led or audio described. Write it like you would alt text, describing what’s happening in the video, for example: “A man walks his dog down a country lane in lush mid-summer sunshine, before heading into a stone cottage to enjoy a cup of tea.”

Fonts

Social media integrated accessibility features

Do note that this information might be outdated.

Facebook

Instagram

  1. Photos: When uploading photos, make sure you add alt text, by navigating to the “Advanced Settings > Accessibility > Write alt text
  2. Reels:
    1. When creating content for Reels, we’d recommend following our advice in the video accessibility section, including making the content audio led or audio described and using subtitles.
    1. You can also make the most of the voiceover function, which allows you to add further description to your content.
    1. Reels allows you to add auto-generated subtitles, but always remember to check them before you post.
  3. Stories
    1. There’s no way to add alt text to describe images on Stories. A workaround we’ve found for this is to type text onto your Story with an image description. It’s up to you whether you display this in your content, alternatively you can hide it behind an image and screen readers will still be able to read it out.
    1. Stickers, such as “question and answer” and “location stickers”, are not currently accessible to screen readers. So, make sure you type text describing them, including the question you’re asking onto your story somewhere.
  4. Instagram accessibility help center

LinkedIn

When uploading images, make sure you add alt text. When uploading select edit photo, click edit, amend your alt text, click done.

TikTok

  1. When creating content for TikTok, we’d recommend following our advice in the video accessibility section, including making the content audio led or audio described and using subtitles.
  2. Check auto-captions generated by TikTok before posting for accuracy
  3. The text-to-speech function is a brilliant way to make sure the text you’ve written on-screen is accessible to all
  4. Consider recording voiceovers for your content, explaining what’s happening on-screen. It’s a recognisable feature that’s used often by creators, so your video will fit in perfectly
  5. The photo carousel feature is inaccessible to blind and partially sighted people.
  6. TikTok accessibility page

X

Digital communication, legal framework

The European Union established the legal foundation for accessible design of websites and mobile applications for public entities with Directive 2016/2102.

This directive mandates that member states incorporate these requirements into national law, aiming to remove digital barriers and ensure information access for all citizens.

The European Accessibility Act (EAA), officially known as Directive 2019/882, extends this obligation to the private sector starting June 28, 2025. Affected areas include e-commerce platforms, mobile applications, and e-books, underscoring the societal importance of digital accessibility.

On a national level, Luxembourg implemented the EU directive through the Law of May 28, 2019, which aligns with the international Web Content Accessibility Guidelines (WCAG) 2.1.
Similar implementations exist in Belgium, Germany, and Switzerland, with the latter voluntarily adopting international standards like the WCAG despite not being an EU member.

In person communication

Descriptions of position and location

When explaining technical devices or work materials, clear and precise language is essential. Avoid vague terms such as “here” or “there,” and instead use specific descriptions like “the button at the top right.” People with visual impairments benefit from being able to explore devices and materials by touch while functions are explained verbally. Patience and respect are crucial to ensure the person fully understands the information.

Pedagogical approach

1.    Sighted guidance and verbal guidance to their desk

Accompanying a blind or visually impaired individual to their desk requires consideration, clear communication, and orientation support.

  1. First, ask if the person needs assistance and explain how you can help, for example: “Would you like me to guide you? I can offer my arm.”
    Offer your arm or elbow so the person has control and can sense your movements.
  2. Walk half a step ahead, allowing the individual to anticipate changes like stairs or doors. Describe the environment clearly and precisely with directions such as “right,” “left,” or “straight ahead,” rather than vague indications like “over there.” For instance, say: “We are approaching a staircase going up” or “A narrow door is ahead.”
  3. When passing doors, indicate whether a door opens and in which direction, and go through first to hold it open. For stairs, specify if they go up or down, pausing before the first step to allow orientation. Move slowly and steadily, announcing the last step with: “That was the final step.”
  4. At the workplace, describe the room by naming orientation points like: “The desk is directly in front of us, about two steps away. To the left is a chair.” Help the person familiarize themselves with their surroundings, including the locations of objects like phones, keyboards, or other essential items.
  5. Conclude by asking if further assistance is needed, such as turning on devices or locating other rooms like the restroom or kitchen.
  6. A structured, empathetic approach promotes security and independence.

2.    Organizing personal belongings

3.    Adjusting to light and seating preferences

Ask how they prefer to be seated, considering light conditions. People with partial vision may favour positions free from reflections or glare. Ensure the seating area is well-lit but not too bright, aligning with their comfort. Adequate coordination ensures the person feels safe and comfortable from the start.

4.    Positioning with the individual

  1. Respect the unique abilities of the blind or visually impaired person, including cognition, motor skills, language, social interaction, and emotional needs. Tailor your support to their strengths and challenges. Convey information clearly and at an appropriate pace, adapting to their motor skills during navigation or tactile exploration. Be patient with communication, offering clear and precise language to minimize misunderstandings. Show empathy by being attuned to their mood and preferences, fostering trust and collaboration.
  2. Maintain eye-level interaction, whether seated or standing, to make communication more natural and respectful. Avoid leaning over the individual, as it may feel uncomfortable. If possible, choose a position where you sit diagonally opposite, which is often more comfortable. If the individual has better hearing on one side, position yourself accordingly. Minimize background noise, as it can hinder understanding.
  3. For those with partial vision, avoid wearing patterned clothing, which can be distracting or irritating. Ensure the workspace is organized for easy orientation and free of unnecessary clutter. Provide high contrast and good lighting to improve recognition of facial expressions and lip movements. Using lipstick to emphasize lips can make lip-reading easier.
  4. If explaining physical objects, always ask permission before guiding their hand to the object. Avoid sudden touches and announce your actions to prevent discomfort. Allow enough time for the person to explore the object at their own pace to understand its shape, structure, and functions.
  5. Provide precise labels for buttons, switches, or elements and explain their functions, ensuring proper orientation. Clear guidance and patience foster trust and understanding.

Using touch for exploration

For blind or visually impaired individuals, using real objects or tactile models to explain abstract concepts such as directions or large objects can be very helpful. Examples include tactile maps or 3D models, enabling orientation through touch.

Guided movements

Guided movements, where the individual’s hand is directed to an object or surface, should always be carried out with prior consent and explanation. This approach enhances understanding and engagement through tactile exploration.

Printing

Print readability

The following items are a small list of factors which influence print readability. Each of them are individual specific.

The legibility.info articles, starting with readability, is a useful resource for more information.

3D print braille

Additional information about the project

Project Goal

With Erasmus+ support, we further developed and shared our prototyping expertise, focusing on Assistive Devices in daily living activities (ADL). Using a bottom-up approach, we addressed client challenges, abilities, and needs through accessible prototyping techniques.

This project aligns with Erasmus+ values, including inclusion, diversity, civic engagement, and enhancing staff competencies. Our goal is to promote equal opportunities, increase social engagement, and empower staff to better support people with disabilities.

How did we achieve this goal?

  1. Offer an accessible method to introduce people to tailored assistive device prototyping:
  2. Developed e-learning content and hands-on assignments focused on prototyping without machines.
  3. Created a decision-making tool for machine-based prototyping to guide users through more advanced techniques.
  4. Made disability organizations confident in communicating their activities:
  5. Implemented guidelines for effective online communication with the visually impaired.
  6. Utilized tools to improve external communication efficiency.
  7. Introduced podcasting as a new medium for outreach and engagement.
  8. Received specialized training:
  9. Be among the first to receive training on using the ICF Core Set Vision, which will become the standard for defining the functioning of visually impaired individuals.

Partners

Info and contact

Funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or Epos vzw. Neither the European Union nor the granting authority can be held responsible for them.

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