An Introduction to Creating Accessible Documents

Creating Accessible Documents is the Law

Creating and posting accessible documents to the web is required by federal law and Idaho State University policy. Creating accessible documents also embraces all of ISU’s core values of integrity, community, inclusivity, teamwork, and shared responsibility.

This Office of Civil Rights Video, "Digital Accessibility: Three Points about the Law," details important information about digital accessibility law.

In addition to the laws described above, there was a new mandate in spring 2024. ADA Title II requires urgent accessibility requirements for U.S. state and local governments and their third-party vendors. The deadline to comply with this law is April 2026.

Here's a link to the ADA website explaining the new mandate.

The Deque company has a fact sheet on these new regulations that is more succinct.

Use Your Accessibility Checkers

Becoming aware of problems is the first step in fixing them. Word, PowerPoint, Grackle (for Google Docs), Adobe Pro and other software have built-in accessibility checkers. Here is a quick rundown for using some of the more popular accessibility checkers:

Microsoft Word:

Open your Word document.
Go to the "Review" tab in the toolbar.
Click on "Check Accessibility" (in the Accessibility section).
Review the accessibility issues in the pane and follow the suggestions to resolve them.

Grackle (Google Docs Accessibility Checker):

Open the document in Google Docs.
Install the Grackle Docs add-on from the Google Workspace Marketplace if not already installed.
Open the add-on through Add-ons > Grackle Docs > Start.
Click "Run Accessibility Check" and review the results.
Address issues such as missing alt text, heading structure, and contrast.

Adobe Acrobat Pro (PDF):

Open the PDF in Adobe Acrobat Pro.
Go to "Tools" and select "Accessibility".
Click on "Full Check" under the Accessibility tools.
Choose the accessibility options (e.g., checking for document tags, alt text, reading order) and click "Start".
Review the report and address the flagged issues.

PAC 2024 (PDF Accessibility Checker for a more extensive check)

Download and install PAC 2024 from the official website.
Open PAC 21 and upload the PDF document you want to check.
Click "Check PDF" to start the analysis.
Review the detailed report and follow suggestions for improving document accessibility (e.g., correct tagging, alt text, and reading order).

Title your document in document properties

To ensure accessibility, all documents should have a title. Here’s how to do this in Word, Google Docs and PDFs.

Microsoft Word:

Open your document.
Go to the "File" tab and select "Info".
In the "Properties" section on the right, click "Title".
Type in your desired title and press Enter.

Google Docs:

Open your document.
Click on the document name in the top-left corner (default is "Untitled Document").
Type in your desired title and press Enter.

PDF (Using Adobe Acrobat Pro):

Open your PDF in Adobe Acrobat Pro.
Go to "File" > "Properties".
In the "Description" tab, locate the "Title" field.
Type in your desired title and click "OK" to save.

Ensure proper color contrast

Take proper steps to ensure your text is legible to users with visual impairments, including those with color blindness, by checking if the contrast between text and background meets WCAG (Web Content Accessibility Guidelines). A minimum ratio of 4.5:1 for normal text and 3:1 for large text is recommended for accessibility.

Please note: "Bengal Orange" against a white background is inaccessible. Avoid the use of "Bengal Orange" with white, and learn to use color contrast checkers, which are described below..

Color contrast ensures that text and background colors have sufficient differentiation, making content readable for users with visual impairments. Best practice is to use high contrast between text and background (e.g., dark text on a light background or light text on a dark background).

The Office of Civil Rights "Color Contrast" video explains how to check of sufficient contrast, and why it is important.

Tools to Check Contrast

Use online tools like the WebAIM Contrast Checker to verify that your text meets the required contrast ratio.

Here’s a short guide to using the TPGi Colour Contrast Analyzer and WebAIM Contrast Checker to check color contrast and ensure accessibility:

TPGi Colour Contrast Analyzer

Download & Install: Install the tool from TPGI's website.
Use the Tool:

Open the Color Contrast Analyzer.
Use the color picker to select foreground (text) and background colors from your document or webpage.
The tool will display the contrast ratio and show whether it meets WCAG standards for accessibility (AA or AAA level).
Adjust colors until the desired contrast ratio is achieved.

WebAIM Contrast Checker

Access the Tool: Go to WebAIM Contrast Checker.
Use the Tool:

Enter the foreground (text) and background color codes (hex, RGB, or use the color picker).
The tool will automatically calculate the contrast ratio and display whether it passes WCAG AA or AAA standards.
Adjust colors if necessary to meet the recommended ratio (4.5:1 for normal text, 3:1 for large text).

Don't Use Color Alone to Convey Information

Relying solely on color (e.g., red for errors, green for success) can be problematic for colorblind users or those with limited vision.

The best practice is to always combine color with another visual cue. For example:

Use text labels or icons alongside color to indicate meaning.
For charts or graphs, include patterns or shapes in addition to color to differentiate items.
Provide descriptive text for any information conveyed through color.

By following these practices, you can ensure your content is more accessible to a broader audience, including those with visual impairments.

The Office of Civil Rights, "Use of Color Alone to Convey Information," provides more details.

Use Accessible Fonts

Using accessible fonts in documents is crucial for improving readability, especially for individuals with visual impairments, dyslexia, or cognitive challenges.

Accessible fonts should have clear, distinct letterforms, consistent spacing, and minimal decorative elements. Sans-serif fonts like Arial, Verdana, and Tahoma are commonly recommended due to their simplicity and readability.

The ISU Office of Marketing and Communications has a list of University-approved, accessible fonts.

When designing accessible documents:

prioritize adequate font size, typically 12–14 points or larger
use proper line spacing
use high color contrast between text and background.
avoid overly stylized fonts or condensed typefaces, as these can hinder readability.

Accessible fonts ensure inclusivity and make content more user-friendly for diverse audiences.

Use proper heading structure and styles for headings

Proper use of heading styles in accessible documents ensures a logical and navigable structure for all users, particularly those using assistive technologies.

Proper use of headings improves readability, enhances user navigation, and supports accessibility standards like WCAG.

This Office of Civil Rights "Heading Structure" explores this topic.

Hierarchy: Use heading styles (e.g., H1, H2, H3) to reflect the structure of the content. H1 should represent the main title, H2 for major sections, and H3 for subsections, and so on. Avoid skipping levels (e.g., jumping from H1 to H3).
Consistency: Apply heading styles uniformly throughout the document to maintain clarity and predictability.
Semantic Meaning: Use the built-in heading features of word processors or web editors instead of manually formatting text (e.g., bold or font size changes). This ensures the document's structure is recognized by assistive technologies.
Avoid Overuse: Only use headings to organize content, not to emphasize text. For emphasis, use formatting like bold or italic instead.

Here’s specific instructions on adding headings to Word, Google Docs, or PDFs.

Here’s how to add headings in Word, Google Docs, and PDFs to create accessible documents:

Microsoft Word

Use Built-in Styles:

Highlight the text you want to make a heading.
Go to the Home tab and select a heading style (e.g., Heading 1, Heading 2) from the Styles group.

Modify Styles (if needed):

Right-click the style in the Styles group.
Select Modify to adjust font, size, or color while retaining its semantic structure.

Google Docs

Apply Heading Styles:

Highlight the text you want to turn into a heading.
Go to the toolbar and select a style (e.g., Heading 1, Heading 2) from the Styles dropdown menu.

Customize Styles:

Format the text as desired.
Open the Styles menu, click Update [Heading Name] to Match to save the formatting for the document.

PDFs (Using Adobe Acrobat Pro)

Tag Headings:

Open the PDF in Adobe Acrobat Pro DC.
Go to Tools > Accessibility > Reading Order.
Select the text and choose the appropriate heading level (e.g., H1, H2).

Check and Fix Tags:

Open the Tags pane (under View > Show/Hide > Navigation Panes > Tags).
Ensure headings are tagged correctly under the document structure.

Properly tagged headings make documents navigable for users with assistive technologies and improve accessibility compliance (e.g., WCAG, Section 508).

Use styles for lists, columns, bullets, numbering

Proper use of styles for lists, columns, bullets, and numbering in accessible documents ensures readability, usability, and compatibility with assistive technologies. Here are best practices for each:

Lists

Use the built-in list tools in your word processor (e.g., ordered or unordered lists) rather than manually creating lists with symbols or spacing.
Bulleted Lists: Use for non-sequential items to indicate equal importance.
Numbered Lists: Use for sequential steps or ranked items.
Ensure list items are concise and maintain consistent formatting.

Columns

Use the column feature in your word processor to create multi-column layouts instead of using tabs or manual spacing.
Ensure content flows logically and can be easily read by assistive technologies.
Avoid excessive use of columns, as they can complicate navigation for some users.

Bullets

Use simple, standard bullet symbols (e.g., circles, squares) rather than decorative or complex icons.
Ensure bullets are properly aligned and consistent throughout the document.
Avoid nesting more than two levels of bullets to maintain clarity.

Numbering

Use numbering for items that require a specific sequence or hierarchy.
Apply consistent numbering styles (e.g., Arabic numerals, Roman numerals) across the document.
Avoid restarting numbering unnecessarily within the same section.

By adhering to these practices, you ensure that the document remains clear, well-structured, and accessible for all users, including those relying on screen readers or other assistive technologies.

Here’s how to use styles in Word, Google Docs, and PDFs to ensure accessibility:

Microsoft Word

Lists: Use the Bullets or Numbering tools in the Home tab to create ordered or unordered lists. Avoid manually typing symbols or numbers.
Columns: Use the Columns feature under Layout > Columns to create structured columns. Avoid using tabs or spaces.
Bullets and Numbering: Choose simple, clear bullet styles or numbering formats from the Paragraph group.

Google Docs

Lists: Use the Bulleted List or Numbered List buttons in the toolbar to create lists. Avoid manual symbols or numbers.
Columns: Go to Format > Columns to create columns. Adjust spacing for readability.
Bullets and Numbering: Use default styles from the toolbar for uniform and accessible formatting.

PDFs (Using Adobe Acrobat Pro)

Lists: Ensure lists are tagged correctly in the Tags pane. If untagged, use Reading Order or Edit PDF to structure them.
Columns: Verify column reading order using Accessibility > Reading Order. Adjust tagging if necessary.
Bullets and Numbering: Ensure list bullets or numbers are tagged properly for assistive technologies by checking the Tags pane.

Using built-in tools ensures proper semantic structure, making documents accessible and easier to navigate with assistive technologies.

Use Alternative Text for Images, Graphics, and Decorative Images

Using alternative text (alt text) in accessible documents ensures that images and graphics are meaningful to individuals using screen readers. Alt text provides a concise description of the image's content or purpose, enabling users to understand its significance without visual interpretation.

Creating alt text ensures your content is accessible to users relying on screen readers, enhancing document usability for all.

This Office of Civil Rights "Alternate Text" provides details.

Key guidelines include:

Informative Images: Provide clear, descriptive alt text that conveys the image’s essential information.
Complex Graphics: Summarize key insights in the alt text or provide a more detailed explanation in the main text or a caption.
Decorative Images: Mark decorative images as such (e.g., "decorative" or null alt text "") to avoid distracting users with irrelevant details.

Proper use of alt text enhances accessibility and ensures all users can fully engage with the document's content.

Short guide for creating alternative text in in Word, Google Docs, and PDFs

Microsoft Word

Insert Image: Click on Insert > Pictures and select your image.
Add Alt Text: Right-click the image, select Edit Alt Text.
In the Alt Text pane, provide a brief, descriptive summary of the image’s content or function (e.g., “A group of people attending a conference”).
For decorative images, leave the Alt Text field empty or write "" (empty quotes) to ensure screen readers skip it.

Google Docs

Insert Image: Click on Insert > Image and select your image.
Add Alt Text: Right-click the image and select Alt text.
In the Alt Text dialog, enter a description of the image in the Description field.
For decorative images, leave the Description field blank or enter "".

PDFs (Using Adobe Acrobat Pro)

Add Image: Open the PDF in Adobe Acrobat Pro and go to Tools > Edit PDF > Add Image.
Tag Image: After the image is inserted, go to Tools > Accessibility > Set Alternative Text.
Enter a clear, concise description of the image.
For decorative images, check the option for Mark as Decorative to skip alt text.

Best Practices for Alt Text:

Be concise yet descriptive (e.g., "A blue car parked on a street").
Avoid using phrases like "image of" or "picture of."
For complex images like charts, provide a summary of key points or a link to a more detailed description if necessary.
For decorative images, leave alt text empty or indicate they’re purely decorative.