Making Documents Accessible

Accessible documents are easier for everyone to read and use. Follow these basic steps when creating documents in Microsoft Word.

Use heading styles
Use Word’s built-in Styles menu to structure your document. Headings should follow a logical order (Heading 1 → Heading 2 → Heading 3).

Format text for readability
Use clear formatting such as a sans-serif font, 11 pt or larger text, 1.5 line spacing, and left-aligned text when possible.

Organize content with lists
Use bulleted or numbered lists to break up text and highlight important points.

Create accessible tables
Use tables only for tabular data, not layout. Add header rows or columns and include a table caption describing the content.

Add alt text to images
Provide alt text for all non-decorative images so users who cannot see the image can understand its meaning. Keep descriptions short and descriptive.

Use sufficient color contrast
Ensure text and visual elements contrast clearly with the background. A 4.5:1 contrast ratio is recommended for most text.

Write descriptive links
Use link text that clearly describes the destination (avoid “click here”). For printable documents, consider including the full URL.

Run the Accessibility Checker

Microsoft Word includes an Accessibility Checker that helps identify common issues. Select the Accessibility icon in the status bar to review detected issues and suggestions.

Automated checkers will not catch every accessibility issue, but they are a helpful tool for identifying common problems.

Accessible spreadsheets help ensure all users can understand and navigate your data.

Apply general accessibility practices
Follow general document accessibility practices such as adding alt text to images, including table headers, and writing descriptive links.

Use tables to organize data
Format datasets as tables when possible so header rows are clearly associated with data.

Avoid blank cells for formatting
Do not use blank rows, columns, or cells to create spacing or layout. Screen readers may interpret these as the end of the data.

Use descriptive sheet names
Give each worksheet tab a unique and descriptive name that reflects its content.
To rename a sheet, right-click the sheet tab and select “Rename.”

Learn more about accessibility in Office
Review the Accessibility in Microsoft Office Suite module in the Digital Accessibility Essentials course.

Accessible presentations help ensure all users can understand and navigate slide content.

Apply general document accessibility practices
Follow accessibility practices such as adding alt text to images, using descriptive links, including table headers, maintaining color contrast, and choosing readable fonts.

Use built-in slide layouts
Create slides using Home → New Slide layouts. These are structured so screen readers can interpret slide content.

Include a title on every slide
Each slide should have a unique title in the title placeholder to help users understand slide content and navigate the presentation.

Use layout placeholders instead of manual text boxes
Use the content placeholders provided in slide layouts rather than manually inserting text boxes.

Check the reading order of slide elements
If a slide contains multiple elements, confirm they are read in a logical order using Arrange → Selection Pane.

Learn more about accessibility in Office
Review the Accessibility in Microsoft Office Suite module in the Digital Accessibility Essentials course.

Accessible PDFs help ensure all users can read and navigate document content.

Start with an accessible source document
The best way to create an accessible PDF is to begin with an accessible Word or PowerPoint document. Refer to the appropriate sections above for guidance.

If working with a scanned document, ensure it has been processed with optical character recognition (OCR) and properly tagged.

Use a guide for converting Word to PDF
The National Center on Disability and Access to Education (NCDAE) provides a helpful cheat-sheet for converting Word documents to PDF with step-by-step instructions.

Complete additional training
Review the PDF Accessibility and Remediation module in KU’s Digital Accessibility Essentials course or explore training on LinkedIn Learning.

Request help with a PDF
If you need assistance remediating a document, Submit the Request Digital Accessibility form.

Accessible emails help ensure all recipients can read and understand the message.

Use clear and accessible language
Write in simple terms and use short paragraphs or bullet points when possible.

Provide alt text for images
Add alt text for images unless they are purely decorative. Alt text should follow the WebAIM alt text guidelines.

Avoid full-image emails
Do not use a full-page image as the email content. If an image must be used, include detailed alt text or provide a link to a webpage with an accessible version of the content.

Use headings and styles
Use proper headings and formatting to organize content and improve readability.

Avoid tables unless necessary
Avoid using tables for layout. If tables are used to present data, ensure they include appropriate HTML table markup and headers.

Do not rely on color alone
Use text, symbols, or formatting in addition to color to communicate meaning.

Use sufficient color contrast
Ensure text and background colors have strong contrast for readability.

Avoid patterned backgrounds
Use simple backgrounds to prevent readability issues.

Ensure attachments are accessible
Any documents attached to the email should also meet accessibility guidelines.