Ensuring that documents are accessible is essential for compliance with accessibility standards such as WCAG and Section 508. The following best practices will help create accessible documents across various formats, including PDFs, Word, PowerPoint, and Excel.

 General Best Practices

  • Use structured headings (e.g., Heading 1, Heading 2) to organize content.
  • Provide descriptive alt text for images and non-text content.
  • Ensure sufficient color contrast for readability.
  • Use clear and concise language to improve comprehension.
  • Avoid using tables for layout purposes; use them only for tabular data.

 Microsoft Word

  • Use built-in styles for headings, lists, and paragraphs.
  • Ensure all images have alt text.
  • Use meaningful hyperlink text instead of generic phrases like "click here."
  • Enable the Accessibility Checker under "Review" to identify issues.

 Microsoft PowerPoint

  • Use slide layouts rather than manually placing text and images.
  • Provide alt text for images, charts, and graphics.
  • Ensure all videos have captions and avoid auto-playing media.
  • Use simple transitions and animations that do not cause distractions.
  • Check accessibility using the Accessibility Checker in PowerPoint.

 Microsoft Excel

  • Use descriptive column and row headers.
  • Avoid merged cells, as they can create navigation issues.
  • Ensure sufficient color contrast between text and background.
  • Use alternative text for charts and graphs.
  • Use the Accessibility Checker to identify and resolve issues.

 PDF Documents

  • Start with an accessible source document (e.g., Word, InDesign).
  • Use tags to define document structure (headings, lists, tables).
  • Ensure that the text is selectable and not an image-based scan.
  • Provide bookmarks for easy navigation in longer documents.
  • Use Adobe Acrobat’s Accessibility Checker to verify compliance.

 Additional Learning Resources