Blog

This month we are updating the Accessibility section of the Knowledge Base, as web accessibility is becoming increasingly important for public sector websites.

We've created a guide that explains why accessibility is important, and how it applies to PHE publications:

Introduction to accessibility

What we need to make accessible

If you want to make your document accessible, we've explained how to do this for the most popular formats:

Accessible spreadsheets (ODS)

Accessible text documents (ODT)

Accessible slidesets (ODP)

Tagging: PDF/As and document structure tags

Recently we sent out our Digital Content Survey, asking what new topics colleagues at PHE would like to see in the knowledge base.

We were asked to create:

• an expanded accessibility section
• information about the new taxonomy
• more guidance on content types

In response to this feedback, we are pleased to release these new articles in the knowledge base:

How to use the taxonomy

Save a document in an open format

Tagging: PDF/As and document structure tags

Consultations

We will be adding further articles to the knowledge base in response to the survey, please keep checking the blog to stay up to date.

You can also select 'Watch This Blog' to be automatically updated.

Open formats are becoming increasingly more important when publishing content at Public Health England.

In this blog post, we will look at:

• what open formats are, and what they mean to you
• why we are moving away from formats like Microsoft Word and Excel documents (.doc and .xls)
• how you can get started using open formats

What are open formats?

Open formats are file types that can be accessed by everyone, no matter what their requirements.

These open file types are:

• suitable to be edited and saved in many different programs, not just Microsoft Office Suite
• compatible with accessibility software, such as screen readers
• easy to access on multiple devices

Why do we need to switch to open formats?

We need to make sure that pages are accessible for everyone.

Everything we publish must be in keeping with the GDS guidelines on publishing accessible documents, and making websites accessible. 

In addition, we must be compliant with the Open Standards principles set out by the Cabinet Office.

But isn't it better to publish in well-known formats, like Microsoft Word?

Because most workplaces use software such as Microsoft Office and Adobe Acrobat, we get used to saving files in certain formats.

But formats such as Microsoft Word documents (.DOC) and PDFs, have some disadvantages.

These 'closed' file types are:

• difficult to access for users with accessibility requirements, such as partially-sighted users
• incompatible with certain software, or older versions of Office Suite
• difficult to share effectively between government departments

For this reason, we need to either use an open format, or provide an open format alternative for the users who require it.

How do I save my document as an open format?

We've created a step by step guide in our knowledge base that can help you with this.

Which open format should I use?

There is an open format equivalent to most of the familar file types. Most of these can be accessed from your software's Save As... menu.

Please see below for some examples:

But what if my audience expects the document in a familar format?

While they are unfamiliar, open formats usually open correctly in multiple software programs or internet browsers.

For this reason, we find it is not usually an issue for GOV.UK users to receive a document in an open format, instead of Word or Excel.

However, you always have the option to upload a document to GOV.UK in both a closed format and an open format.

Please see below for an example:

What software can be used to access open format documents?

There are now many free programs that will enable users to access open documents, without needing to purchase commercial software.

This includes:

• Google Docs, Sheets and Slides
• LibreOffice
• WPSOffice

Many of these programs include the option to open and save closed format documents (such as Microsoft Word and Excel files).

This means that even if someone opens an open format document, they can choose to save it as .DOC or .XLS if they like.

If you have any questions about open formats that hasn't been covered in this blog post, why not get in touch with us at digitalcontent@phe.gov.uk.