Document & Media hub
Executive summaries, format tabs, checklists.
Open hubWhat this page helps you do
- Create documents, slides, and PDFs that work with screen readers and magnifiers.
- Use the right checklists and templates to reduce remediation time.
- Know when to self-remediate and when to request a consultation.
Executive summary
Every document must be ready for screen readers and magnifiers before it leaves your desktop:
- Structure: apply heading styles, real lists, and table headers so assistive technologies can announce content correctly.
- Descriptions: write concise alt text and include captions/transcripts for media.
- Validation: run Microsoft/Google accessibility checkers and remediate flagged issues.
- Distribution: share both source files and tagged PDFs; avoid image-only emails.
Use the sections below for quick direction and drill into format-specific playbooks in the Document & Media hub.
Top tasks
| Task | Steps | Primary Tools |
|---|---|---|
| Author accessible Word/Google docs | Use heading styles → add alt text → run checker → export tagged formats. | Microsoft 365, Google Workspace |
| Create inclusive slide decks | Use templates → confirm reading order → describe visuals → caption embedded media. | PowerPoint, Google Slides |
| Remediate PDFs | Fix source → tag in Acrobat → verify reading order → publish statement. | Adobe Acrobat Pro |
Impactful principles & tools
Accessible content is faster when you rely on shared rules plus automated checks. Tie every document and campaign to the WCAG 2.2 AA highlights below.
Structure & alternative text
- Apply built-in heading styles (SC 1.3.1) and keep link text descriptive.
- Write alt text using the WebAIM decision tree; note when images are decorative.
- Confirm lists and tables read correctly by previewing in screen-reader mode.
- Follow the Meaningful Links guide for descriptive, format-aware link text.
Testing & monitoring
- Run the Microsoft Accessibility Checker (Word/PowerPoint/Excel) or Grackle (Google) until no errors remain.
- Scan published pages with Accessibility Insights or WAVE to confirm headings, contrast, and form labels.
- Use the campus DubBot license for ongoing newsletter/archive audits; export issues to Trello/Jira.
Adobe PDF remediation
When PDFs are required, follow the Adobe remediation workflow:
- Tag the document tree and set reading order.
- Label form fields and buttons; add tooltips where necessary.
- Re-run Accessibility Checker in Acrobat and attach the report to Trellis/consult tickets.
Manual review before publishing
Use this five-minute sweep to catch issues before files go live:
- Keyboard through the document or email template to ensure the tab order makes sense.
- Run Microsoft Accessibility Checker (or Grackle) and fix every error.
- Open the exported HTML/PDF in a browser and run Accessibility Insights FastPass for quick WCAG coverage.
- Spot-check headings, alt text, and contrast with WebAIM WAVE; note findings in your content log.
- Schedule (or append to) the next DubBot crawl so newsletters/archives stay compliant.
This checklist keeps reviews content-focused—no developer tooling required.
Guidance
Microsoft 365 & Google Workspace
Follow the Word/PowerPoint basics and Google Workspace checklist. Always run built-in accessibility checkers.
Drill down: PowerPoint slides, Excel tables, Outlook email.
PDF creation
Use PDF remediation workflow for legacy files. Provide accessible source files alongside PDFs.
Email & newsletters
Use email guidance plus Outlook/Gmail checklists to ensure alt text, contrast, and descriptive links.
Template snippets: Do/Don’t library, event statements.
UA branding & color schemes
Start from official UA templates and Quickstart patterns to maintain the Block A logo, typography, and approved palettes.
- Reference the UA Brand & Accessibility guide for palette ratios and template links.
- Use color pairings documented in Color & Contrast guidance to keep text ≥ 4.5:1.
- When exporting graphics, test them in grayscale/high-contrast modes to confirm UA colors remain distinguishable.
Plain language & alternative text
Pair UA templates with inclusive writing tips from WebAIM.
- Follow WebAIM’s alt text guidance so descriptions convey intent, not decoration.
- Write headings and link text that describe the outcome (“Download syllabus (accessible PDF)”).
- Use the WebAIM evaluation quick reference during peer review.
Tools & contacts
Grackle / Accessibility Checker
Automated review add-ons for Google Workspace; built-in Microsoft checker.
View stepsAccessibility consults
Request template reviews or remediation support.
Request helpWebAIM checklists
Quick reminders for headings, contrast, tables, and media descriptions.
Open checklistAssistive technologies to account for
Documents must be usable for readers relying on:
- JAWS and NVDA for Windows-based document reading and editing.
- VoiceOver and TalkBack for PDFs and cloud docs opened on mobile devices.
- Fusion and ZoomText for large-print review and color adjustments.
Include alt text, meaningful headings, tagged tables, and avoid scanned-only PDFs so these AT solutions can interpret content. Reference Assistive Technology Coverage.
Training & community
- Accessible Documents Essentials (monthly).
- PDF remediation labs (bi-monthly).
- Communications & Marketing accessibility roundtable.
Self-serve: Document & Media hub, training calendar.
Feedback
Email accessibility@arizona.edu or join the Content Creator Teams channel. Last reviewed: 2026-01-05.
Next steps for content creators
- This week: Run the Accessibility Checker on your top 3 shared templates and fix any errors.
- This month: Adopt UA templates and add tagged PDFs for required materials; schedule a remediation session if you have legacy scanned files.
- Ongoing: Add source files and tagged exports to your publishing workflow and log issues in the unit tracker for DubBot follow-ups.
If you need help, request a consultation via the Accessibility consultation form.
Related guides you may need
Your work may overlap with these roles:
Teaching Faculty?
Course-specific accessibility and Brightspace guidance.
Faculty guideMarketing & Comms?
Campaign-specific guidance and brand accessibility.
Communications guideAll Roles
Browse all role-based guides.
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