Accessible Documents Overview
Learn the fundamentals of document accessibility that apply across Microsoft Office, Google Workspace, Adobe, and other tools.
Why Document Accessibility Matters
Documents are how we share information, policies, reports, and educational content. When documents aren't accessible:
- Screen reader userscan't navigate or understand the content
- Users with low visionmay not be able to read text or see images
- Users with cognitive disabilitiesmay struggle with complex layouts
- Everyonemisses the ability to search, copy text, and reflow content
Legal Requirements
Under the ADA, Section 504, and Section 508, universities must ensure documents are accessible. This includes:
- Course materials (syllabi, handouts, assignments)
- HR documents (policies, forms, benefits info)
- Public communications (newsletters, reports)
- Web-published documents
Core Principles
These principles apply to all document types:
1. Structure
Use built-in styles for headings, lists, and paragraphs. Never rely on visual formatting alone (bold, larger font) to indicate structure.
2. Alt Text
Every meaningful image needs alternative text that conveys the same information. Decorative images should be marked as such.
3. Reading Order
The document should make sense when read linearly from top to bottom, left to right—the way assistive technology reads it.
4. Color Independence
Information conveyed with color must also be available through text, patterns, or other means.
5. Sufficient Contrast
Text must have adequate contrast with backgrounds—at least 4.5:1 for normal text, 3:1 for large text.
6. Meaningful Links
Link text should describe the destination. Avoid "click here" or raw URLs.
Application-Specific Guides
Each application has its own tools and techniques. Choose your guide:
Microsoft Office
Google Workspace
Headings and Structure
Headings are the most important accessibility feature in documents. They:
- Create a navigable outline for screen reader users
- Help all users scan and find information
- Improve SEO for web-published documents
- Enable automatic table of contents generation
Heading Rules
- Use built-in styles:Don't just make text bold and bigger—use Heading 1, Heading 2, etc.
- Follow hierarchy:H1 H2 H3 (don't skip levels)
- One H1:Most documents should have one H1 as the title
- Be descriptive:Headings should indicate section content
Heading Hierarchy Example
H1: Annual Report 2025
H2: Executive Summary
H2: Financial Overview
H3: Revenue
H3: Expenses
H3: Projections
H2: Key Achievements
H3: Student Success
H3: Research Highlights
H2: Looking ForwardCommon mistake:Using headings for visual styling (making something look important) rather than structure. Only use headings for actual section titles.
Images and Alt Text
Alternative text (alt text) describes images for users who can't see them.
Types of Images
| Type | How to Handle | Example |
|---|---|---|
| Informative | Describe the content and purpose | "Bar chart showing sales increased 25% in Q3" |
| Decorative | Mark as decorative or use empty alt | Background patterns, spacer images |
| Functional | Describe the action | "Submit form button" |
| Complex | Brief alt + detailed description nearby | Infographics, detailed diagrams |
Writing Good Alt Text
- Be concise:Aim for 125 characters or less
- Be specific:"Student using laptop in library" not "person"
- Include context:Consider what the image contributes to the document
- Skip "image of":Screen readers already announce images
- Include text in images:If an image contains text, include that text
Charts and Graphs
For data visualizations:
- Provide alt text summarizing the main takeaway
- Include the data in an accessible table nearby
- Or provide a text description of key data points
Tables
Tables should be used for tabular data only—never for layout.
Table Requirements
- Header row:Designate the first row as headers
- Simple structure:Avoid merged cells when possible
- Clear headers:Column headers should describe the data below
- Alternative for complex tables:Consider breaking into multiple simple tables
Example: Accessible Table
| Course | Days | Time | Room |
|---|---|---|---|
| ENG 101 | MWF | 9:00 AM | Modern Languages 210 |
| MATH 120 | TTh | 2:00 PM | Mathematics 105 |
Links
Link text should make sense out of context—screen reader users often navigate by links alone.
Do
- View theaccessibility policy
- Download thebudget report (PDF, 2.4 MB)
- Register for the workshop
Don't
- Click herefor the policy
- Budget report:https://example.com/budget-2025.pdf
- To register,click here
Link Tips
- Avoid "click here," "read more," "learn more" as link text
- Don't use raw URLs—hyperlink descriptive text instead
- Indicate file type and size for downloads
- Don't open links in new windows unexpectedly
Color and Contrast
Color Should Not Be the Only Indicator
If you use color to convey meaning, also use:
- Text labels
- Patterns or icons
- Underlines for links
- Bold for emphasis
Contrast Requirements
- Normal text:4.5:1 contrast ratio
- Large text (18pt+ or 14pt bold):3:1 contrast ratio
- Tip:Stick to dark text on light backgrounds for body content
Choosing the Right Format
Different formats have different accessibility strengths:
| Format | Best For | Considerations |
|---|---|---|
| Web page (HTML) | Most content; flexible, searchable | Easiest to make accessible; best choice when possible |
| Word (.docx) | Editable documents | Good accessibility support; users can modify |
| Final/print documents | Must be properly tagged; harder to remediate | |
| PowerPoint (.pptx) | Presentations | Good support; export to PDF carefully |
| Excel (.xlsx) | Spreadsheets, data | Tables need headers; avoid complex formatting |
Tip:When in doubt, publish content as a web page. HTML is the most accessible format and works best across devices and assistive technologies.