Creating Digitally Accessible Documents

Use Proper Heading Structure

In Word, use the Styles menu to create a sequential heading structure (e.g., Heading 1, Heading 2, etc.). This helps users, including those with screen readers, navigate the document more easily by providing a clear outline of the content.

Choose Readable Fonts

Use a sans serif font for better readability. Keep text left-aligned and select an appropriate font size based on the context. For example, a 12-point font is acceptable for printed handouts but may be too small for presentations. Adjust font size accordingly, especially for large displays, such as PowerPoint slides.

Organize Content with Lists

Use bullet points or numbered lists to break up content and make key points stand out. Lists also help improve the document’s readability for everyone, including screen reader users.

Create Descriptive Hyperlinks

Use unique, descriptive hyperlinks that clearly inform users about the link’s destination. Avoid vague links like “click here” or “read more,” and instead use phrases like “Download the Accessibility Guide” or “Visit UWM’s Web Accessibility Page.”

Provide Text Equivalents for Images

Always include alternative text (alt text) for images or mark them as decorative if they don’t convey important content. Alt text should describe the purpose or meaning of the image. Avoid using filenames as alt text. Think about the message the image is intended to convey — if there is none, mark it as decorative.

Use Tables for Data, Not Layout

Only use tables to organize information in rows and columns. Avoid using tables for layout purposes, as this can confuse screen readers and impair navigation.

Ensure High Color Contrast

Make sure your text has high contrast with the background for readability. Avoid light text on light backgrounds or dark text on dark backgrounds. Use contrast checkers to verify compliance.

Avoid Using Color Alone to Convey Meaning

When emphasizing information, don’t rely on color alone. Pair color with another visual cue, such as bolding or increasing font size, to make the meaning clear for everyone, including colorblind users.

Use Built-In Accessibility Tools

Take advantage of accessibility checkers, in applications such as Word, PowerPoint and Excel. These tools can identify potential accessibility issues and offer suggestions for improving your document’s accessibility.