Document accessibility

Word documents

• Use uniform and hierarchical headings to structure the document
• Use the simplest table configuration possible, and only use tables when needed
  • Tables are best for data, not layout
• Use link text that describes the destination of the link
• Use the editing toolbar to create numbered or bulleted lists (instead of using the Tab key to format lists)
• Use Microsoft Word’s built-in accessibility checker

Learn more about accessible Word documents.

Email communications

• Write short, scannable paragraphs
• Incorporate bullet points with actionable content
• Use clear calls-to-action
• Use plain language
• Use descriptive link text
• Provide alternative text for images
• Use fonts that are 16 pixels or larger
• Use high color contrast
• Caption and transcribe your videos
• Write clear and concise subject lines

Learn more about crafting accessible emails.

PowerPoint presentations

• Give each slide a unique title and place the title within the slide (not above or below it)
• Use sans serif fonts like Red Hat or Arial
• Avoid content-heavy slides and use at least 1.5 line spacing
• Include alternative text descriptions on all images
• Use strong contrast between text and background colors
• Make sure slide content can be read in the correct order

Learn more about accessible PowerPoint presentations on Microsoft’s website.

Download UW-branded PowerPoint templates from University Marketing.

PDF documents

• Start with an accessible document before converting to PDF.
• Learn how to create accessible PDFs.
• Follow Adobe’s PDF guide for accessibility.
• Scanned images of text are not accessible.
  • If you must use a scanned document, it should have at least 300 dpi resolution with no highlights, underlines, binding shadows, or clipped lines.

For video tutorials on how to properly tag PDFs, refer to the LinkedIn Learning course on Creating Accessible PDFs.

Google Docs and Slides

• Use uniform and hierarchical headings to structure the document. How to add headings to a Google Doc
• Use simple tables to display data (and not to structure your document or slide)
• Use link text that describes the destination of the link
• Use the editing toolbar to create numbered or bulleted lists (instead of using the Tab key to format lists). How to add a numbered list or bulleted list

For step-by-step instructions, refer to Google’s guide on how to make your document or presentation more accessible.

Adobe InDesign files

• Use live text and use styles to tag: Paragraphs, characters, objects
• Ensure logical reading order: Control the stacking order of elements and the order of the articles
• Captions, graphics, images: Add alt text to images, “artifact” decorative items, and anchor captions, sidebars, decorative items, and frames
• Tables: Update “header and footer setup” to “repeat header row” for the top row of a table
• Test your work: Make PDFs as you design to be sure the content is flowing correctly

For more detailed information, refer to Adobe InDesign Accessibility.