How to Create Accessible Documents
If you incorporate accessibility best practices into your work every time you consider sharing documents digitally, ensuring accessibility compliance will become a natural part of your process fairly quickly.
- Adobe Acrobat and Reader Accessibility Guide
- Adobe InDesign Accessibility Guide
- Word Document Accessibility Guide
- Excel Spreadsheet Accessibility Guide
- Google Suite Documents Accessibility Guide
Only share content as a document when absolutely necessary.
It's always a better idea to provide content as information on the screen rather than inside a document. This is a best practice that helps everyone interacting with your content, not just those using assistive technology. You should only present content in a document if, for someone reason, there is no other alternative.
Organize information under headings and subheadings.
All users rely on headings and subheadings to navigate and understand the document. Use the built-in heading feature provided by the software you are using to create headings and subheadings.
Use the list option provided by your software toolbar.
Any content organized as a list should be created using the built-in options in your toolbar for bulleted lists and number lists rather than manually created. Doing this helps those using screen readers better understand how the content is organized.
Consider alternative text for all images.
Alternative (alt) text describes an image in words for someone who cannot see the image, for whatever reason. In very rare cases, an image might be "decorative," which means it contributes no additional information to the content on the page, and can be marked as such.
Adding Alt Text in Specific Platforms
Identify the document’s language.
Set the language of the document (English, Spanish, etc.) to ensure that screen readers will read a document correctly.
Setting Language When Exporting Word or InDesign to PDF
Use tables correctly.
Only use tables to display data that belongs in a table, never to control the layout of your information. Keep the following in mind when creating tables:
- Use the table option in the toolbar offered by your document creation program.
- Set column and row headers.
- Keep your tables as simple as possible.
Make text easy to read.
Your document will need to have the right contrast ratio between the color of the text and the color of the background behind it. This ensures that those with vision-related disabilities like low vision, color blindness, and nearsightedness can read your text. Even if text looks easy to read to you, it's always a good idea to check it with the WebAIM Contrast Checker.
Make fillable forms accessible.
Adobe Acrobat Pro is the best document tool for making this type of form accessible.
Check Your Accessibility Before Uploading
Always check for accessibility issues that you'll need to correct before you upload and share your document.