Accessibility: Documents and PDFs
Most inaccessible Word documents come from authors not knowing how to use built-in formatting tools. Many of us are self-taught and focus on appearance over function, leading to frustrating editing experiences and wasted time.
Accessible documents ensure that people with disabilities can read content, understand structure and meaning, and navigate sections, table and links independently. When documents are accessible from the start, there is less rework needed and has a faster redistribution of information, saving both time and resources.
Anytime you are sharing information publicly, especially when documents include policies, forms, instructions, reports or manuals.
- Use the built-in features.
- Add alternative text to images.
- Use tables for data, not layout.
- Ensure good color contrast.
- Run the built-in accessibility checker, but also do a manual review to catch mistakes the computer missed.
Learn more about these resources through these links.
Accessibility can be incorporated alongside required formatting (MLA, APA, Chicago, etc.) and platform choices. By applying a few key practices, content can remain usable and engaging across different formats and tools. To support accessibility:
- Use structured headings to organize content clearly.
- Add alternative text for images and meaningful visuals.
- Ensure sufficient color contrast for readability.
- Include a clear document title and metadata when available.
- Maintain a consistent structure and formatting to support navigation.