Document accessibility

Documents shared on university websites or in courses should be accessible to everyone, including people who use screen readers or other assistive technologies.

Use the resources below to learn how to create and check accessible documents.

Before posting a document

Before uploading a document to a website or LMS, consider these best practices.

Use a webpage instead of a document when possible

If the information is primarily text, publish it as an HTML page rather than a PDF or Word document.

Start with an accessible source file

If you plan to create a PDF, first make the Word, PowerPoint, or Google document accessible before exporting it.

Add alt text to images

Images should include alternative text that describes their meaning or purpose.

Use headings to structure content

Headings help organize content and allow screen reader users to navigate the document.

Use meaningful link text

Links should describe their destination instead of using vague text like “click here.”

Check color contrast

Ensure text is readable against its background.

Ensure logical reading order

Users should be able to navigate the document in a logical order using a keyboard or assistive technology.

Creating accessible documents

Accessibility features exist in many document tools. Use the resources below to learn how to create accessible documents.

Microsoft Office

Microsoft Office includes built-in accessibility tools that help identify and fix accessibility issues.

Guides:

Tools:

Built-in tool that scans Word and PowerPoint for accessibility issues.

PDF export options:

Use Microsoft's Accessibility Checker first, then use File > Save As, select PDF, and click Options to ensure Document structure tags for accessibility is enabled. Use "Best for electronic distribution and accessibility" on Mac.

Video:

Google Workspace

Google Workspace includes accessibility features and can be enhanced using the .

Guide:

Additional resources:

PDF export options:

Use Grackle’s Export PDF function (rather than Google’s File>Download>PDF Document function) export a cleaner, more accessible PDF.

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PDFs

PDFs are difficult and time-intensive to make accessible. Whenever possible, publish content as an accessible webpage or accessible Google Doc instead.

If a PDF is necessary, ensure the document includes:

tagged structure
proper headings
alt text for images
logical reading order

Guides:

Training:

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Check your documents for accessibility

Before publishing a document, perform a quick accessibility check.

Run an accessibility checker

Use built-in tools like the Microsoft Accessibility Checker or Grackle for Google Docs.

Review headings and structure

Ensure headings are used consistently to organize the document.

Check images for alt text

Images should include descriptions if they convey important information.

Verify links are descriptive

Link text should clearly describe where the link goes.

Test color contrast

Text should be readable against the background.

Export PDFs carefully

When creating PDFs, export from an accessible source file and ensure tags are preserved.

Need help?

If you need assistance creating or fixing an accessible document, contact your campus support team.