📑 Structure
Use built-in heading styles and lists. Screen readers use this structure to navigate—without it, users hear documents as one long stream of text.
Why document accessibility matters
Documents are the backbone of university communication—syllabi, reports, forms, newsletters, and presentations. When these aren't accessible, people who use screen readers, have low vision, or have cognitive disabilities face significant barriers.
The good news: making documents accessible is straightforward once you know the key principles.
Core accessibility principles
🖼️ Alternative text
Every meaningful image needs alt text that conveys its purpose. Decorative images should be marked as such.
🎨 Color & contrast
Text must have sufficient contrast against backgrounds. Never use color alone to convey information.
🔗 Meaningful links
Link text should describe the destination, not say "click here." Links should make sense out of context.
📊 Simple tables
Tables should have header rows, avoid merged cells, and include a summary for complex data.
📝 Plain language
Write clearly and concisely. Use short sentences and common words when possible.
Guides by format
Choose your document type for specific instructions:
Microsoft Word
Reports, letters, syllabi, and other text documents.
Word guidePowerPoint
Presentations and slide decks.
PowerPoint guideExcel
Spreadsheets, data tables, and charts.
Excel guideGoogle Docs & Slides
Google Workspace documents and presentations.
Google guidePDF Documents
Creating and remediating accessible PDFs.
PDF guideOutlook and email accessibility.
Email guideUniversal quick checks
Before publishing any document, verify these basics:
- Run the built-in checker — Word, PowerPoint, and Google Docs all have accessibility checkers. Use them.
- Check heading structure — Are you using Heading 1, Heading 2, etc. in logical order?
- Review images — Does every meaningful image have alt text?
- Test links — Do they describe where they go? Can you understand them without surrounding context?
- Verify contrast — Is all text readable against its background?
Common issues to avoid
- Using bold/font size instead of headings — Screen readers can't navigate by visual formatting
- Images of text — Use actual text whenever possible
- Scanned PDFs without OCR — These are just images; run OCR to create searchable text
- Complex tables — Avoid merged cells; split into simpler tables if needed
- "Click here" links — Use descriptive link text like "download the registration form"
- Missing document title — Set the document title in file properties
Quick reference tools
- Printable Quick Reference Cards — One-page cheat sheets for each application
- Interactive Tools — Practice with contrast checkers and alt text
- Accessibility Glossary — Definitions of common terms
- Documents & Media Hub — Full resource collection