Document & Media Accessibility | Accessibility at Arizona

What this page helps you do

Create documents, slides, emails, and media that work with screen readers, magnifiers, captions, and keyboard navigation.
Pick the right checklist and pattern for Word, Google, PDFs, newsletters, and video.
Decide when you can remediate content yourself and when to request guided or full-service help.

Executive summary

Use semantic structure, alt text, and contrast in authoring tools before exporting.
Caption or describe every required media asset; accuracy must reach 99% for instructional content.
Retain accessible source files for future updates and Title II audits.
Apply official UA templates and Quickstart color tokens so branding stays accessible.

If you only do one thing:turn on the Accessibility Checker in Word or PowerPoint and fix the top issues before you export or upload.

Request doc & media training

Quick wins (5–10 minutes each)

These four actions deliver the biggest impact with the least effort. Do one today.

Run the Accessibility Checker

In Word or PowerPoint:Review Check Accessibility. Fix alt text, headings, and contrast issues before exporting.

5 min

Microsoft: Accessibility Checker

Use heading styles, not bold

Apply Heading 1, 2, 3 from the Styles menu instead of making text bold. Screen readers use headings to navigate.

2 min

WebAIM: Semantic Structure

Turn on auto-captions

Upload to Panopto, enable machine captions, then scan for errors in names, numbers, and jargon.

5 min per 10 min video

W3C: Captions/Subtitles

Write meaningful link text

Replace "click here" with descriptive text like "Download the budget report (PDF)". Links should make sense out of context.

2 min

WebAIM: Link Text

Minimum, better, best for documents & media

Minimum:New documents and media avoid obvious barriers (no image-only PDFs for required content, captions on required videos, headings instead of manual spacing, readable color contrast).
Better:Teams use the checklists in this hub, remediate high-traffic and student-facing content, and keep accessible source files for anything published as PDF.
Best:Colleges and units standardize on accessible templates, bake accessibility checks into content workflows and editorial calendars, and log remediation decisions for Title II reviews.

Guides by format

Microsoft 365

Word, PowerPoint, Excel, and Outlook checklists with styles, alt text, tables, and export guidance.

Google Workspace

Docs, Sheets, Slides, and Gmail tips including alt text, heading shortcuts, and accessible exports.

PDF & Adobe

Acrobat tagging workflows, InDesign exports, Premiere captions, Firefly prompts.

Media & Streaming

Captioning decision tree for Panopto, Zoom, YouTube, and social video plus audio description cues.

Email & Newsletters

Use bulletproof buttons, alt text, and descriptive subjects for campus-wide communications.

Newsletter pattern

Shared overview

Applies to every format: structure, alt text, contrast, descriptive links, accessible exports.

Documents overview

UA branding & Quickstart

Keep the Block A logo, typography, and palettes accessible across Word, Slides, and graphics.

Design & Graphics (Canva)

Guidance for using Canva and other design tools to create accessible flyers and graphics.

External playbooks

Compare UA standards with national references.

WebAIM resourcesfor documents, media, and evaluation.
Deque Universityfor remediation labs and code samples.

Quick checklists

Select a checklist to export as markdown or PDF.

Before & after examples

Syllabus

See how heading styles, descriptive links, and accommodation statements improve readability.

View syllabus example

Slide deck

Compare manual text boxes vs. template-based slides with proper reading order.

View slide deck example

Accessible HTML email with bulletproof buttons and alt text.

View newsletter example

Document remediation services

When timelines are tight or files are especially complex, Arizona offers three levels of support. Use the consultation form to start the process—well help you pick the right option.

Self-service (preferred)

Teams remediate their own files using UA templates, Microsoft Accessibility Checker, and Acrobat tagging tools. Ideal for recurring syllabi, newsletters, and reports.

Follow theDocuments overviewand relevant checklists.
UsePDF remediationsteps for tagging, reading order, and form fields.
Attach checker reports (DOCX/PPTX/PDF) when submitting to Trellis, D2L, or public sites.

Guided remediation

We pair with you through office hours or working sessions to fix issues together. Best for first-time authors or teams transferring ownership of legacy content.

Book a session via theAccessibility consultation form.
We review 1–3 representative files, provide annotated feedback, and share reusable snippets.
Includes optional screen-reader spot checks (JAWS/NVDA for Windows, VoiceOver for macOS).

Full-service remediation

For high-volume legacy PDFs or executive deliverables, we coordinate with UCATT Multimedia and approved vendors. Requires lead time and funding.

Submit source files plus PDFs, due date, and audience details.
We estimate effort, route through procurement if vendors are required, and share status updates.
Final delivery includes tagged PDFs, accessibility checker reports, and remediation summary.

Need to triage fast? Emailaccessibility@arizona.eduwith “Document remediation” in the subject and attach the files along with context (public vs. internal, deadline, contact).

Support & escalation

Digital Accessibility consultation– review complex templates or high-profile documents.
UCATT Multimedia– caption procurement, Adobe training.
Microsoft Disability Answer Desk– product-specific help (chat/phone).
Google Workspace Support– admin cases for Docs/Slides issues.

Learn from the source

We curate guidance—these organizations set the standards. Bookmark them for deep dives.

Document & Media AccessibilityUpdated