Document Accessibility Best Practices

Overview

Document accessibility ensures that digital documents—including PDFs, Word documents, PowerPoint presentations, Excel spreadsheets, and other file formats—can be accessed, read, and understood by everyone, including people with disabilities. Accessible documents are essential for inclusive communication, legal compliance, and reaching the widest possible audience.

This comprehensive guide covers best practices for creating accessible documents across various formats and platforms. Whether you're creating reports, presentations, spreadsheets, or forms, these guidelines will help you produce content that works for everyone, including users of assistive technologies like screen readers, magnification software, and alternative input devices.

Why Document Accessibility Matters

Document accessibility is crucial for several compelling reasons:

Legal and Compliance Requirements

Many countries and regions have laws requiring accessible digital content, including documents:

• United States: Section 508 of the Rehabilitation Act requires federal agencies to make electronic content accessible, including documents
• European Union: The European Accessibility Act (EAA) and EN 301 549 set standards for digital accessibility
• Germany: BITV 2.0 requires accessibility for public sector documents
• Canada: The Accessible Canada Act (ACA) mandates document accessibility
• United Kingdom: The Public Sector Bodies Accessibility Regulations require accessible documents

User Experience Benefits

Accessible documents provide better experiences for all users:

• Screen Reader Users: Properly structured documents with semantic markup enable efficient navigation and comprehension
• Low Vision Users: High contrast, proper font choices, and scalable text benefit users with visual impairments
• Motor Impairments: Keyboard-navigable forms and logical structure help users who can't use a mouse
• Cognitive Disabilities: Clear structure, simple language, and logical flow aid comprehension
• Situational Limitations: All users benefit from well-structured, easily navigable documents

Business and Organizational Benefits

• Broader Reach: Accessible documents can be consumed by more people
• SEO and Discoverability: Well-structured documents are more searchable
• Future-Proofing: Properly structured content is easier to maintain and repurpose
• Reduced Legal Risk: Compliance with accessibility standards reduces litigation risk
• Professional Image: Demonstrates commitment to inclusion and quality

PDF Accessibility

PDF (Portable Document Format) is one of the most common document formats for sharing information. However, PDFs are often inaccessible if not created properly. An accessible PDF must be tagged, have a logical reading order, include alternative text for images, and meet other accessibility requirements.

Tags and Structure

PDF tags provide the structural information that assistive technologies need to interpret the content. Tags define headings, paragraphs, lists, tables, and other elements.

Creating Tagged PDFs

The best way to create an accessible PDF is to start with an accessible source document:

• From Word: Use File → Save As → PDF and check "Document structure tags for accessibility"
• From InDesign: Use Export → Adobe PDF (Interactive) with "Create Tagged PDF" enabled
• From HTML: Modern browsers can produce tagged PDFs when printing

Essential PDF Tags

• <Document>: Root element containing all content
• <H1> through <H6>: Heading levels
• <P>: Paragraphs
• <L>: Lists (with <LI> for list items)
• <Table>: Tables (with <TR>, <TH>, <TD>)
• <Figure>: Images and graphics (with alt text)
• <Link>: Hyperlinks
• <Form>: Form elements

Setting Document Properties

Always set essential document properties in Adobe Acrobat:

• Title: Set a descriptive title (File → Properties → Description)
• Language: Set the document language (File → Properties → Advanced)
• Display Document Title: Enable in Initial View settings

Reading Order

Reading order determines the sequence in which screen readers announce content. Incorrect reading order is one of the most common PDF accessibility issues.

Checking Reading Order in Acrobat

Use the Reading Order tool in Adobe Acrobat Pro:

1. Open the PDF in Acrobat Pro
2. Go to View → Tools → Accessibility → Reading Order
3. Click "Show Page Content Groups" to visualize the order
4. Numbers indicate the reading sequence

Fixing Reading Order

To correct reading order issues:

• Use the Order panel (View → Show/Hide → Navigation Panes → Order)
• Drag and drop elements to reorder them
• For complex layouts, use the Tags panel for fine-grained control
• Mark decorative elements as "Background" or "Artifact"

PDF Remediation

PDF remediation is the process of fixing accessibility issues in existing PDFs. This is often necessary for scanned documents or PDFs not created with accessibility in mind.

Step-by-Step Remediation Process

1. Run Accessibility Checker:
   • Tools → Accessibility → Full Check
   • Select all options for comprehensive check
   • Review the results in the Accessibility Checker panel
2. Add Tags (if missing):
   • Tools → Accessibility → Autotag Document
   • Review and correct auto-generated tags
3. Set Document Properties:
   • Add title, author, subject, and keywords
   • Set document language
   • Enable "Display Document Title"
4. Fix Reading Order:
   • Use Reading Order tool to verify sequence
   • Reorder content groups as needed
   • Tag artifacts (headers, footers, watermarks)
5. Add Alternative Text:
   • Right-click images in Tags panel
   • Select Properties → Tag
   • Add descriptive alt text
6. Fix Tables:
   • Ensure tables have proper header rows
   • Set scope for headers (column or row)
   • Avoid merged cells when possible
7. Check Color Contrast:
   • Verify text meets WCAG contrast requirements (4.5:1 for normal text)
   • Don't rely on color alone to convey information
8. Make Forms Accessible:
   • Add tooltips/labels to form fields
   • Set tab order
   • Ensure fields are keyboard accessible
9. Add Bookmarks:
   • Create bookmarks from headings for navigation
   • Useful for documents longer than a few pages
10. Final Check:
    • Run Accessibility Checker again
    • Test with a screen reader (NVDA, JAWS, or VoiceOver)
    • Verify with PAC (PDF Accessibility Checker)

OCR for Scanned Documents

Scanned documents are images and not accessible without Optical Character Recognition (OCR):

• In Acrobat: Tools → Scan & OCR → Recognize Text → In This File
• Select appropriate language
• Choose "Searchable Image" or "Editable Text and Images"
• After OCR, follow full remediation process above

Microsoft Word Accessibility

Microsoft Word is one of the most widely used document creation tools. Creating accessible Word documents is relatively straightforward when you follow proper formatting practices and use built-in accessibility features.

Headings and Structure

Proper use of headings is the most important aspect of document accessibility. Headings provide structure, enable navigation, and help screen reader users understand the document organization.

Using Built-in Heading Styles

Always use Word's built-in heading styles (Heading 1, Heading 2, etc.) rather than manually formatting text to look like headings:

• Heading 1: Document title or main sections
• Heading 2: Major subsections
• Heading 3: Sub-subsections
• Headings 4-6: Additional levels as needed

Heading Best Practices

• Use headings in sequential order (don't skip levels)
• Make headings descriptive and unique
• Don't use headings for visual effect only
• Use the Navigation Pane to verify heading structure (View → Navigation Pane)

Lists

Always use Word's built-in list formatting:

• Use Bullets button for unordered lists
• Use Numbering button for ordered lists
• Avoid manually typing bullets or numbers
• Use Increase/Decrease Indent for nested lists

Images and Alt Text

All meaningful images must have alternative text that describes the image content for screen reader users.

Adding Alt Text in Word

1. Right-click the image
2. Select "View Alt Text" (or "Edit Alt Text")
3. Enter descriptive alt text in the Alt Text pane
4. For decorative images, check "Mark as decorative"

Writing Effective Alt Text

• Be concise but descriptive (aim for 1-2 sentences)
• Describe the content and function of the image
• Don't start with "Image of" or "Picture of"
• Include text that appears in the image
• For complex images, provide a longer description in surrounding text

Accessible Tables

Tables should be used for tabular data only, not for layout purposes. Accessible tables require proper header rows.

Creating Accessible Tables

1. Insert table using Insert → Table
2. Check "Header Row" in Table Design tab
3. Ensure the first row contains column headers
4. Use "Repeat Header Rows" for multi-page tables
5. Avoid merged or split cells when possible
6. Don't use empty cells for formatting

Table Design Best Practices

• Keep tables simple and linear
• Provide a clear caption or heading before the table
• Ensure adequate color contrast in table cells
• Don't rely on color alone to convey information
• For complex tables, consider breaking into multiple simple tables

Hyperlinks

Hyperlinks should have descriptive text that makes sense out of context.

Creating Accessible Links

• Good: "Download the accessibility guidelines document"
• Bad: "Click here to download"
• Bad: http://example.com/docs/accessibility-guidelines-2024.pdf

Link Best Practices

• Use descriptive link text (avoid "click here" or "read more")
• Make link purpose clear from text alone
• Ensure links are visually distinct (underlined or clearly marked)
• Add ScreenTip for additional context (right-click link → Edit Hyperlink → ScreenTip)

Using the Accessibility Checker

Word includes a built-in accessibility checker:

1. Go to Review → Check Accessibility
2. Review Errors, Warnings, and Tips in the pane
3. Click each issue to see recommended actions
4. Fix issues and re-check
5. Keep Accessibility Checker running while editing

PowerPoint Accessibility

Accessible PowerPoint presentations ensure that all users, including those using screen readers, can understand and navigate your content. This is crucial for both live presentations and shared slide decks.

Slide Layouts

Using built-in slide layouts is essential for accessibility. Layouts provide proper structure and reading order.

Why Slide Layouts Matter

• Establish logical reading order automatically
• Provide proper semantic structure
• Ensure placeholders are announced correctly
• Make slides easier to navigate with screen readers

Using Slide Layouts Properly

• Always start with Home → Layout and select appropriate layout
• Use title placeholders for slide titles (never leave blank)
• Use content placeholders for body text
• Avoid inserting text boxes outside of placeholders
• If you need custom layouts, modify the Slide Master

Slide Titles

Every slide must have a unique, descriptive title:

• Titles help screen reader users navigate between slides
• Even if you hide the title visually, keep it in the title placeholder
• To hide a title: Select title → Format → Selection Pane → Hide icon
• Make titles descriptive: "Q4 Sales Results" not "Slide 7"

Reading Order

Reading order determines how screen readers navigate through slide content.

Checking Reading Order

1. Go to Home → Arrange → Selection Pane
2. Objects are read from bottom to top in the pane
3. Drag objects to reorder them
4. Rename objects with descriptive names

Images and Alt Text

Add alt text to all meaningful images:

• Right-click image → View Alt Text
• Write descriptive text (don't describe decorative images)
• For complex charts, provide detailed description
• Mark decorative images as decorative

Charts and SmartArt

• Add alt text describing the key takeaway
• Include data values for important charts
• Consider providing data table alternative
• Ensure chart colors have sufficient contrast

Animations and Transitions

Animations and transitions can enhance presentations but may cause issues for some users.

Animation Best Practices

• Use animations sparingly and purposefully
• Avoid rapid flashing (more than 3 flashes per second)
• Don't rely on animation to convey information
• Ensure animated content is also conveyed in text
• Allow users to control animation timing
• Test animations with screen readers

Video and Audio

• Provide captions for all videos
• Include transcripts for audio content
• Ensure videos can be controlled (play, pause, stop)
• Don't autoplay media
• Provide audio descriptions for visual content

PowerPoint Accessibility Checker

Use the built-in accessibility checker:

• Review → Check Accessibility
• Address all errors and warnings
• Pay special attention to missing alt text and slide titles
• Keep checker open while editing

Excel Accessibility

Accessible Excel spreadsheets require thoughtful organization, clear labels, and proper table structure. These practices make data comprehensible for screen reader users and others with disabilities.

Workbook Structure

Well-organized workbooks are easier for everyone to navigate and understand.

Sheet Organization

• Descriptive Sheet Names: Use clear names like "Q4 Sales" not "Sheet1"
• Logical Order: Arrange sheets in order of importance or workflow
• Limit Sheet Count: Too many sheets can be overwhelming
• Delete Unused Sheets: Remove empty or unnecessary sheets

Worksheet Layout

• Start data in cell A1 (avoid blank rows/columns at the start)
• Use a simple, linear layout
• Avoid complex, multi-dimensional layouts
• Keep related data together
• Add a title/description at the top of each sheet

Data Tables

Using Excel's Table feature dramatically improves accessibility.

Creating Accessible Tables

1. Select your data range including headers
2. Go to Insert → Table (or Ctrl+T)
3. Ensure "My table has headers" is checked
4. Click OK

Benefits of Excel Tables

• Automatic association of headers with data
• Screen readers can announce column headers for each cell
• Built-in filtering and sorting
• Structured references in formulas
• Automatic formatting

Table Best Practices

• Always include header row with descriptive labels
• Avoid merged cells (breaks table structure)
• Don't skip rows or columns within table
• Avoid blank rows for spacing (use formatting instead)
• Keep headers visible when scrolling (View → Freeze Panes)

Alternative Text for Tables

Add alt text to provide context:

1. Select the table
2. Right-click → View Alt Text
3. Describe the table purpose and key information

Accessible Charts

Charts must include alternative text and sufficient contrast to be accessible.

Creating Accessible Charts

• Add descriptive chart title (Chart Title → Edit Text)
• Add alt text describing key data points and trends
• Include axis labels and data labels
• Ensure sufficient color contrast
• Don't rely on color alone (use patterns, labels, etc.)
• Keep chart design simple and clear

Chart Alt Text Example

Cell Formatting

• Text Alignment: Use consistent alignment (left for text, right for numbers)
• Number Formats: Apply proper formats (currency, percentage, date)
• Color: Never use color alone to convey meaning
• Fonts: Use readable fonts at adequate size (11pt minimum)

Formulas and Calculations

• Document complex formulas with comments (Review → New Comment)
• Use named ranges for clarity
• Avoid cryptic cell references
• Provide explanation of calculations

Excel Accessibility Checker

Use the built-in checker:

• Review → Check Accessibility
• Fix missing alt text
• Address table structure issues
• Verify sheet names are descriptive

Google Workspace Accessibility

Google Workspace (Docs, Slides, Sheets) is increasingly used for document creation and collaboration. These applications include accessibility features similar to Microsoft Office.

Google Docs

Headings and Structure

• Use Format → Paragraph styles → Heading 1, 2, 3, etc.
• Use Document outline (View → Show document outline) to verify structure
• Use built-in list formatting (not manual bullets)

Images and Alt Text

• Right-click image → Alt text
• Add descriptive alt text
• For decorative images, check "Mark as decorative"

Links

• Use descriptive link text
• Select text → Ctrl+K → Enter URL
• Avoid bare URLs

Tables

• Insert → Table
• Right-click header row → Table properties → Check "Header row"
• Avoid merged cells
• Use table headers for first row and/or column

Google Slides

Slide Layouts

• Use Slide → Apply layout
• Use title placeholders (never leave blank)
• Ensure every slide has a unique title

Alt Text

• Right-click image → Alt text
• Add descriptive text
• Check "Mark as decorative" if appropriate

Reading Order

• Use Arrange → Order to control reading sequence
• Send to back/Bring to front changes reading order
• Test with screen reader to verify

Google Sheets

Sheet Organization

• Use descriptive sheet names (double-click tab to rename)
• Start data in A1
• Freeze header rows (View → Freeze → 1 row)

Headers

• Always include header row
• Bold header text for visual distinction
• Use descriptive labels

Alt Text for Images/Charts

• Right-click chart or image → Alt text
• Describe data and trends
• Include key values

Google Workspace Accessibility Features

• Screen Reader Support: Works with ChromeVox, NVDA, JAWS
• Keyboard Navigation: Comprehensive keyboard shortcuts
• High Contrast: System high contrast modes supported
• Magnification: Compatible with screen magnifiers
• Voice Typing: Tools → Voice typing

Color and Contrast

Proper color contrast is essential for users with low vision or color blindness. All documents should meet WCAG color contrast requirements.

Contrast Requirements

• Normal Text: 4.5:1 contrast ratio minimum
• Large Text (18pt+): 3:1 contrast ratio minimum
• UI Components: 3:1 contrast ratio for interactive elements

Color Best Practices

• Don't Rely on Color Alone: Use text labels, patterns, or icons in addition to color
• Test with Colorblindness Simulators: Verify content works for colorblind users
• Avoid Problematic Combinations: Red/green, blue/yellow, light gray on white
• Use High Contrast Themes: Consider users with contrast sensitivity
• Provide Alternative Indicators: Use both color and text/symbols

Testing Contrast

Use these tools to check color contrast:

• WebAIM Contrast Checker: webaim.org/resources/contrastchecker
• Colour Contrast Analyser: Desktop application for Mac/Windows
• Built-in Checkers: Microsoft Office and Google Workspace accessibility checkers include contrast checking

Fonts and Formatting

Proper font selection and formatting improve readability for all users, especially those with dyslexia or low vision.

Font Selection

• Sans-Serif Fonts: Generally more readable on screen (Arial, Calibri, Helvetica)
• Avoid Decorative Fonts: Stick to clean, simple fonts
• Consistent Fonts: Use 1-2 fonts throughout document
• System Fonts: Prefer fonts available on all systems

Font Size

• Minimum Size: 11-12pt for body text
• Larger for Emphasis: 14pt+ for headings
• Avoid Small Text: Never go below 9pt
• Scalable: Ensure text can be zoomed/magnified

Text Formatting

• Line Spacing: 1.5 or greater for body text
• Paragraph Spacing: Add space between paragraphs
• Line Length: 50-75 characters per line optimal
• Alignment: Left-aligned for left-to-right languages (not justified)
• All Caps: Avoid extended passages in all capitals

Emphasis

• Bold: Use for strong emphasis
• Italic: Use sparingly (can be hard to read)
• Underline: Reserve for links only
• Avoid: Blinking, moving, or flashing text

White Space

• Use white space to separate sections
• Avoid dense, crowded layouts
• Provide margins around text
• Break up long blocks of text

Forms in Documents

Accessible forms in documents ensure that all users can complete and submit information successfully.

Form Fields in Word

• Use Developer tab → Controls (enable in File → Options → Customize Ribbon)
• Use Content Controls instead of legacy form fields
• Add descriptive placeholder text
• Group related fields logically

Labels and Instructions

• Clear Labels: Every field needs a visible label
• Position: Place labels immediately before field (left or above)
• Instructions: Provide clear instructions at beginning
• Required Fields: Mark required fields clearly (not just with asterisk)
• Format: Specify expected format (e.g., "MM/DD/YYYY")

Fillable PDFs

Creating accessible fillable PDFs in Adobe Acrobat Pro:

1. Tools → Prepare Form → Start
2. Acrobat will detect form fields automatically
3. Add labels to all form fields (right-click → Properties → General → Name)
4. Add tooltip text for additional help
5. Set tab order (Pages → Page Thumbnails → right-click → Page Properties → Tab Order)
6. Test with keyboard navigation (Tab to move between fields)

Form Best Practices

• Keep forms simple and logical
• Group related information
• Provide error messages and validation
• Allow sufficient space for responses
• Include contact information for assistance
• Test with screen readers and keyboard only

Scanned Documents and OCR

Scanned documents are images and completely inaccessible without optical character recognition (OCR) and proper remediation.

When to Avoid Scanning

Whenever possible, avoid scanning documents entirely:

• Start with digital documents (Word, PDF, etc.)
• Convert existing digital files rather than printing and scanning
• Request original digital files from source

OCR Process

If you must work with scanned documents:

1. Scan at High Quality:
   • Minimum 300 DPI resolution
   • Black and white or grayscale for text documents
   • Ensure pages are straight and clear
2. Apply OCR:
   • Adobe Acrobat: Tools → Scan & OCR → Recognize Text
   • Select correct language
   • Choose "Searchable Image" or "Editable Text"
3. Verify OCR Accuracy:
   • Check for recognition errors
   • Correct any misread characters
   • Pay special attention to numbers, special characters
4. Full Remediation:
   • Add tags and structure
   • Set reading order
   • Add alternative text to images
   • Fix tables and forms
   • Follow complete PDF remediation process

OCR Limitations

• OCR is never 100% accurate
• Poor quality scans produce poor results
• Handwriting is difficult to recognize
• Complex layouts may confuse OCR
• Always manually review and correct OCR output

Testing and Validation

Thorough testing is essential to ensure documents are truly accessible. Use a combination of automated tools and manual testing.

Built-in Accessibility Checkers

Microsoft Office

• Word, PowerPoint, Excel: Review → Check Accessibility
• Checks for common issues
• Provides recommendations
• Keep checker open while working

Adobe Acrobat Pro

• Full Check: Tools → Accessibility → Full Check
• Select all options for comprehensive check
• Review detailed report
• Address all errors and warnings

PDF-Specific Tools

PAC (PDF Accessibility Checker)

• Free tool from Access for All foundation
• Comprehensive PDF/UA validation
• Detailed error reporting
• Download from access-for-all.ch

CommonLook PDF Validator

• Professional PDF accessibility testing
• Section 508 and WCAG validation
• Integration with Acrobat Pro

Screen Reader Testing

Testing with actual screen readers is crucial:

Windows

• NVDA: Free, open-source (nvaccess.org)
• JAWS: Most popular commercial screen reader

macOS

• VoiceOver: Built into macOS
• Press Cmd+F5 to enable
• Use with Safari for best results

What to Test

• Can you navigate through document with Tab key?
• Are headings announced correctly?
• Is reading order logical?
• Are images described appropriately?
• Are tables announced with headers?
• Are links descriptive?
• Can you complete forms?

Manual Testing Checklist

• ☐ Document has descriptive title
• ☐ Language is set correctly
• ☐ Headings are used properly (sequential order)
• ☐ All images have appropriate alt text or are marked decorative
• ☐ Links are descriptive (not "click here")
• ☐ Tables have header rows
• ☐ Lists use proper formatting
• ☐ Color contrast meets requirements (4.5:1 minimum)
• ☐ Color is not the only means of conveying information
• ☐ Document is keyboard accessible
• ☐ Reading order is logical
• ☐ Form fields are labeled
• ☐ No flashing content (3 times per second)
• ☐ Tested with screen reader
• ☐ Automated checker shows no errors

Accessible Templates

Using and creating accessible templates ensures consistency and saves time when producing multiple documents.

Using Accessible Templates

Microsoft Office

• File → New → Search "accessible"
• Microsoft provides accessible templates for common document types
• Templates include proper heading structure, styles, and layout

Google Workspace

• Template Gallery includes accessible options
• Look for templates marked "accessible"
• Customize while maintaining structure

Creating Accessible Templates

When creating your own templates:

1. Start with Accessibility:
   • Define proper heading styles
   • Set up consistent color scheme with good contrast
   • Create placeholder layouts using proper structure
2. Document the Template:
   • Include instructions for maintaining accessibility
   • Provide examples of proper usage
   • Note which styles to use for different content types
3. Test Thoroughly:
   • Run accessibility checker
   • Test with screen reader
   • Verify with multiple document types
4. Distribute and Train:
   • Share templates with team
   • Provide training on proper usage
   • Update templates as standards evolve

Template Best Practices

• Include pre-defined heading styles
• Set up accessible color palette
• Define list styles
• Create placeholder text examples
• Include sample alt text formats
• Set default fonts and sizes
• Lock template structure to prevent changes

Organizational Templates

For organizations:

• Create standard accessible templates for common document types
• Establish accessibility guidelines for template usage
• Provide training on creating accessible documents
• Designate accessibility champions or reviewers
• Regularly update templates to meet current standards

Best Practices Summary

Follow these essential best practices for all document types:

Document Type Quick Reference

Resources and Further Reading

• WebAIM: Extensive resources on document accessibility (webaim.org)
• Microsoft Accessibility: Office accessibility guidance (microsoft.com/accessibility)
• Adobe Accessibility: PDF accessibility resources (adobe.com/accessibility)
• WCAG 2.1: Web Content Accessibility Guidelines (w3.org/WAI/WCAG21)
• Section 508: U.S. federal accessibility standards (section508.gov)
• PDF/UA: ISO standard for PDF accessibility (pdfa.org/resource/pdfua)

Getting Help

If you need assistance with document accessibility:

• Consult your organization's accessibility team
• Engage professional remediation services for large projects
• Take accessibility training courses
• Join accessibility communities and forums
• Work with users with disabilities for feedback