Accessible Digital Documents
Let's learn how you can make your documents accessible for everyone.
Creating Accessible Microsoft Word Documents
From the REVIEW tab in the Ribbon of Word, choose the Accessibility Checker. This will launch the accessibility assistant.
Follow the steps that are displayed in the assistant to make sure your document is made accessible.
Use the built-in styles to designate heading levels.
Use concise and descriptive heading language.
Use a logical hierarchical heading structure beginning with a Heading 1.
Heading levels should be nested, and no heading levels should be skipped.
Avoid using multiple Heading 1 designations.
Modify heading styles to present the desired visual presentation.
Headings should describe the topic or purpose of the content below them.
Note: The heading designations should match the visual presentation of the heading text.
A table of contents (TOC) is recommended for large documents.
A document larger than 20 pages may report an accessibility error if it does not have a TOC or Bookmarks.
- Choose a location for your TOC and use the built-in TOC tools.
- Choose your format preference.
- Customize your TOC to select the ‘Levels’ based on nested heading levels (H1, H2, H3, etc.).
It is recommended to use page numbers that are right aligned and utilize Tab leaders.
Use the built-in list feature when creating an ordered (numbered) or unordered (bullet) list.
Ordered lists should be used when list items need to be understood in a specific order.
Unordered lists should be used when the order of the items does not matter.
Links are a foundational element to a user’s digital experience.
Learning to create accessible link text can improve your emails, websites, course pages, and documents.
Making links accessible means making them perceivable (visually distinct from surrounding text) and making the purpose or destination of the link understandable.
The display text for hyperlinks should be clear and provide an accurate description of the link destination.
Tables organize information in a simple, easy to use format.
For sighted users, reading the column and row headings provides a starting point to understand how the data is presented.
Screen readers can only announce each cell one at a time, reading from left to right, top to bottom.
If the table headers are not properly assigned to cells, the user will not be able to understand what the data in each cell represents.
Simple tables can be used to organize data in rows and columns.
Tables must have descriptive columns and/or row headers to describe the data.
Learn how to create accessible tables by visiting the Perkins School for The Blind website.
Accessible usage of color and contrast allows people to find and perceive content.
When considering use of color in your design, it’s important to understand that color may look different to your audience – or they may not be able to see it at all.
Alternative text (or alt text describes the content and purpose of an image.
Alt text is metadata added to an image that does not appear visually but is announced by screen readers.
Ensure all videos include human-edited captions of spoken dialogue and descriptions of other audio such as sound effects and applause.
All videos must also have an accompanying audio description track or text transcript that describes both its audio and visual elements.
Provide transcripts for audio-only recordings.
Creating Accessible PDF Documents
What is an Accessible PDF?
An accessible PDF (Portable Document Format) is a document that can be accurately navigated and read by assistive technologies, and it ensures that all members of the university community, including individuals with disabilities, can perceive, understand, navigate, and interact with it.
Accessible PDFs contain structural tags that help define a logical reading order, use meaningful headings, have alternative text for images and links, have tables that are tagged properly, have descriptively labeled links and uses colors with sufficient contrast.
At The Ohio State University, accessible documents are required under ADA Title II and Section 508 obligations.
Accessibility is not only a legal requirement but a commitment to inclusive excellence and equitable access to information.
The most effective way to create an accessible PDF is to build accessibility into the source document before exporting.
Ways to Make Accessible PDFs
Adobe Acrobat Pro includes built-in tools for reviewing and remediating PDF accessibility.
Add the Prepare for Accessibility tool to your Tools panel to access features such as the Accessibility Checker, Reading Order tool, Tags panel, and Set Alternate Text feature.
To add the Prepare for Accessibility tool in Adobe Acrobat Pro, open your PDF, select "All Tools" from the top-level menu, scroll to "Prepare for accessibility," and select "Add".
The Accessibility Checker in Acrobat Pro identifies common issues such as missing tags, document titles, or alternative text.
While helpful, automated tools cannot determine whether content is meaningful or logically structured.
Always begin by choosing the “Prepare for Accessibility” tool running the “Check for Accessibility” task.
You will be presented with any errors it finds and you will be prompted to perform manual review of the document’s tag structure and reading order.
Acrobat remediation should supplement—not replace—accessible authoring practices in the original source document.
Visit Adobe Acrobat Accessibility Guide to learn more.
The most reliable way to produce an accessible PDF is to start with an accessible Microsoft Word document.
Use built-in heading styles, structured lists, simple tables with header rows, meaningful hyperlink text, and sufficient color contrast.
Before exporting, run Word’s Accessibility Checker. When saving as PDF, ensure that “Document structure tags for accessibility” is enabled.
Never use “Print to PDF,” which removes structural tags.
Visit Microsoft Word Accessibility Checker Limitations to learn more.
Alternative text provides a description of images, charts, and diagrams so that screen reader users receive equivalent information.
Effective alt text is concise, contextual, and focused on meaning. Decorative images should be marked as decorative.
Complex visuals may require a brief description plus additional explanation in surrounding text.
Visit Authoring Meaningful Alternative Text to lean more.
Accessible PDF forms are fillable, digital documents that allow individuals with disabilities to read, navigate, and complete them independently.
These must include properly labeled form fields, logical tab order, and clear instructions.
In Acrobat Pro, use the Prepare Form tool to define field names and tooltips.
Forms will still need to be remediated by a PDF specialist to be made fully accessible.
Whenever possible, consider whether a web-based form may provide a more straightforward way to collect your data.
Simple forms may be added to your Drupal site. Ohio State faculty and staff are able to use Qualtrics which has been vetted for accessibility.
Screen readers convert digital text into speech or braille.
They rely on properly tagged content to interpret headings, lists, tables, images and form fields.
Documents that lack structure—such as scanned images of text—are not accessible.
When authoring content, consider how the document will sound when read aloud.
Many instructors use handwriting on slides and document as part of their teaching.
Handwriting presents a challenge for accessibility because it is not stored as text in the document.
There are techniques for remediating handwriting so that it can be accessible.
Products such as Mathpix can be helpful in converting handwriting and math to text and some handwriting recognition is built into PowerPoint.
For deeper guidance, review standards and best practices related to PDF/UA, WCAG 2.1, and ADA Title II digital accessibility requirements.
Developing consistent workflows for document creation and remediation supports long-term compliance and inclusive access.
Visit WCAG 2.1 Guidelines and Glossary of Accessibility Terminology in PDF documents to learn more.