Imagine opening a document filled with tiny text, fuzzy images, and a jumble of unstructured content with no rhyme or reason. Now, try navigating that document without a mouse, without a keyboard shortcut, or without being able to see it at all. For millions of individuals with disabilities, these aren’t just minor inconveniences—they create real barriers to learning, productivity, and equal access to information.
When documents and presentations are structured with accessibility in mind, they become easier to read, navigate, and engage with—for everyone. Whether you’re working with Word documents, PDFs, or PowerPoint slides, using accessibility best practices ensures that your content is clear, organized, and inclusive from the start.
In this post, we’ll explore how to design accessible documents effectively, covering essential techniques like proper headings, alt text, and readable fonts, as well as how to check accessibility with built-in tools to ensure your content is accessible to all.
Why Document Accessibility Matters
Many organizations unintentionally create documents and presentations that exclude people with visual, cognitive, or motor impairments. But accessibility isn’t just about compliance with laws like ADA and Section 508—it’s about ensuring that everyone can access and interact with your content.
- Screen reader users depend on properly structured documents. Without headings, lists, and alt text, screen readers can’t navigate or interpret content effectively.
- People with visual impairments rely on readable fonts and high contrast. Small, cluttered, or low-contrast text makes reading difficult—even for people without disabilities.
- Structured documents benefit all users. Well-organized documents help everyone scan and find information quickly, improving comprehension.
By designing accessible documents from the start, you ensure that no one is left behind.
Best Practices for Structuring Accessible Documents
1. Use Headings and Styles for Easy Navigation
Proper use of headings in Word, PDFs, and PowerPoint slides creates a logical structure, making documents easier to navigate with screen readers and keyboard shortcuts.
How to Use Headings Correctly:
- In Word & Google Docs: Use Heading 1, Heading 2, Heading 3, etc., instead of manually bolding text.
- In PDFs: Ensure documents are tagged PDFs so assistive technology can recognize headings.
- In PowerPoint: Use built-in slide layouts instead of adding text boxes manually.
Avoid: Making text bigger and bold instead of applying actual heading styles—this does NOT make content accessible!
2. Add Alt Text to Images, Charts, and Graphics
Alternative text (alt text) provides descriptions of images so that screen reader users can understand visual content.
How to Write Effective Alt Text:
- Be concise but descriptive. Instead of “Graph of sales data,” say “Bar chart showing a 20% increase in sales from Q1 to Q2.”
- Avoid redundancy. If an image is decorative, mark it as “decorative” so screen readers skip it.
- You don’t need to label it an image. Screen readers will announce an image, so you do not need to include “image of…” in your alt text.
How to Add Alt Text:
- Word & PowerPoint: Right-click the image → “Edit Alt Text”
- PDFs: Use Adobe Acrobat’s Accessibility Tools
3. Use Readable Fonts and Sufficient Contrast
- Choose clear, sans-serif fonts like Arial, Calibri, or Verdana for better readability.
- Ensure high contrast between text and background (e.g., black text on a white background).
- Avoid using color alone to convey meaning—use labels or symbols too.
Avoid: Fancy script fonts, light gray text, or red/green color combinations that are unreadable for colorblind users.
4. Check Document Accessibility with Built-in Tools
Most modern software includes built-in accessibility checkers that identify and suggest fixes for common issues.
Where to Find Accessibility Checkers:
- Microsoft Word & PowerPoint: Go to Review → Check Accessibility
- Powerpoint: Go to Home → Arrange → Selection Pane to set the reading order
- The reading order is listed from bottom to top (the lowest item is read first).
- Drag or rearrange objects in the correct order (e.g., title first, then content).
- Google Docs & Slides: Use the Grackle add-on for accessibility reports
- Adobe Acrobat (PDFs): Go to Tools → Accessibility → Full Check
➤ Pro Tip: Fixing accessibility issues before sharing documents saves time and effort compared to making last-minute fixes!
Final Thoughts: Accessibility is for Everyone
Designing accessible documents and presentations isn’t just about accommodating disabilities—it’s about creating clear, well-structured, and user-friendly content that benefits everyone. When information is easy to read, navigate, and understand, all learners and professionals can engage more effectively.
By incorporating accessibility from the start, you’re not just ensuring compliance—you’re improving the overall quality and usability of your content. Small changes, like using proper headings, adding alt text, and checking readability, can make a huge difference in how your materials are received.
- Commit to accessibility today by reviewing your next document or presentation with an accessibility checker.
- Lead by example—help colleagues understand that accessibility isn’t extra work; it’s a best practice.
- Remember: When content is accessible, everyone wins.
Let’s build a world where barriers are removed before they even exist.
