Avoid document accessibility issues in 8 simple steps

Avoid document accessibility issues in 8 simple steps

1. Start with Structure 

  • Use headings (H1, H2, H3) to organize your content clearly. Screen readers rely on them to navigate. 

  • Avoid using bold or font size alone to create section titles, use proper heading styles in Word, Google Docs, or your LMS editor. In PowerPoint, use the Title box on each slide to ensure accessibility and consistent structure. 

2. Color and Contrast 

  • Ensure text and background colors meet contrast standards (at least 4.5:1 for normal text). 

  • Don’t use color alone to convey meaning (e.g., “items in red are due soon”). Add text labels or icons. 

3. Alternative Text 

  • Write concise, meaningful text for all images. 
    Example: Instead of “chart,” write “Bar chart showing math scores improving from 70% to 90% between 2022 and 2024.” 

  • Decorative images can be marked as “decorative” to avoid cluttering screen reader output. 

4. Captions and Transcripts 

  • Always use captioned videos. If you record your own, tools like Panopto let you edit errors. 

  • Provide transcripts for audio materials to support all learners, including those who prefer reading or have bandwidth issues. 

5. Link Text 

  • Make link text descriptive: 
    The check icon indicates that this is the correct way to make link text descriptive in our document.  “Read the Accessibility Checklist” 

      The X icon indicates that this is not the correct way to add a link in the document.  “Click here” 

  • Avoid repeating “link” or using long URLs as visible text. 

6. Documents and Files 

  • Use accessibility checkers in Microsoft Word, PowerPoint, or Adobe Acrobat before sharing files. 

  • Ensure tables have clear headers and simple structures (avoid merged cells when possible). 

7. Interaction and Engagement 

  • Offer multiple ways to participate in discussion boards, short videos, quizzes, or reflective journals. 

  • Provide instructions both visually and in text for any interactive activity. 

8. Flexibility and Clarity 

  • Share learning goals and deadlines in multiple formats (syllabus, LMS, announcements). 

  • Avoid time-limited activities that disadvantage students with assistive tech or bandwidth challenges. 

Learn more: Visit the Knowledge Nest for quick guides on making your Talon, Word, PowerPoint, and PDF content more accessible. 

Here is a step-by-step guide infographic for word, PowerPoint and PDF documents.  

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