Accessible Documents
Structure is the foundation of accessibility.
A document without structure is just a wall of text to a screen reader. When we use proper headings, lists, and meaningful links, we allow users to navigate our content efficiently. An accessible document is also easier to maintain, convert to PDF, and read on mobile devices.
Quick Wins
Before you hit “Save” or “Export,” verify these 6 essentials:
Headings
Use built-in Styles (Heading 1, Heading 2), not just bold text. This creates a navigation map for assistive technology
Alt Text
Right-click images to add a text description. If an image is purely decorative, mark it as such.
Meaningful Links
Avoid "Click Here." The link text should describe the destination (e.g., "Download the Annual Report").
Tables
Keep them simple. Always designate a Header Row. Avoid merged cells or complex nesting.
Reading Order
Ensure content flows logically. In PowerPoint, check the "Selection Pane" to verify the order elements are read.
Language
Set the document language (e.g., English or French) in the Review tab so screen readers use the correct pronunciation.
Authoring Guidelines
DOC
Microsoft Word
- Styles Pane: Always use the official Styles pane for titles and headings.
- Lists: Use the Bulleted or Numbered list buttons. Don’t type manual hyphens.
- Spacing: Use paragraph spacing settings instead of hitting “Enter” repeatedly to create white space.
PPT
Microsoft PowerPoint
- Styles Pane: Always use the official Styles pane for titles and headings.
- Lists: Use the Bulleted or Numbered list buttons. Don’t type manual hyphens.
- Spacing: Use paragraph spacing settings instead of hitting “Enter” repeatedly to create white space.
XLS
Microsoft Excel
- Styles Pane: Always use the official Styles pane for titles and headings.
- Lists: Use the Bulleted or Numbered list buttons. Don’t type manual hyphens.
- Spacing: Use paragraph spacing settings instead of hitting “Enter” repeatedly to create white space.
PDF Accessibility
PDFs are often where accessibility breaks. A PDF must be “Tagged” to be readable
Source Matters
Make your Word/PPT accessible before exporting.
Save As PDF
Always use “Save As” or “Export to PDF.” NEVER use “Print to PDF”: this strips all tags and creates an image.
Acrobat Pro
Always use “Save As” or “Export to PDF.” NEVER use “Print to PDF”: this strips all tags and creates an image.
PDF Checklist
- Document is Tagged
- Title Property is set
- Language is defined
- Tab order matches visual order
- Images have Alt Text
Recommended Tools
PAC 2026 (PDF Accessibility Checker)
A free tool for deep technical validation of PDFs
Publish & Review
Before you publish to the intranet or send to a client
Run the Checker
Use “Review > Check Accessibility” in Office apps
Peer Check
Ask a colleague to navigate it using only their keyboard.
Export Settings
Ensure “Document structure tags for accessibility” is checked when saving as PDF.
References
Technical specifications and authoring practices for complex components
WCAG for Documents
Understanding Success Criteria 1.3.1 (Info and Relationships) and 1.3.2 (Meaningful Sequence)
