How to make accessible documents

Document Accessibility

Document accessibility applies to all documents, whether they are posted to a website, a file sharing application, or distributed through email. In general, accessible documents have structural formatting in the form of headings, tables, and lists that allow users to navigate the document. They use descriptive text that describe photos, charts, and graphs to users. When your documents are accessible, everyone can access them, regardless of physical abilities.

Microsoft Word

Common accessibility checks for Word documents:

• Use heading and paragraph styles in your document

• Add document properties for title, subject and author

• All photos, charts and graphics should have alt text descriptions added to them

• Hyperlinks should contain meaningful text and not just “click here”

Accessibility Checker Cannot Check"

• Tables that are too complex

• Image color and contrast or indications based on color choice

• Missing document properties

• Correct language settings

• Proper list formatting

Run the Accessibility Checker

1. On the ribbon, select the Review tab. 
2. Select Check Accessibility

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  Fig 1. Accessibility Checker

1. Review your results. You will see a list of errors, warnings, and tips with how-to-fix recommendations for each.

Fix Errors with Recommended Actions

We recommend that you use the help tips that are incorporated within the Accessibility Checker to fix any errors.

Under Inspection Results in the right column.

You can apply a one-click fix by selecting an action, or select the arrow button next to an action for more options. Below is an example of a fix:

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  Fig 2. Inspection Results

Update Website Content

It is recommended that documents uploaded to the

WSU website be PDF documents.

Best method: Start with a fully accessible Word document. This is an important step in translating accurate accessibility tags and structures from your document to the PDF file.

We recommend using Adobe Acrobat DC. [Software_Center|Instructions for installing Adobe Acrobat], plus you must have VPN running if you are off campus. Using the Save As or print to PDF option in Word may not create reliably accessible PDF files. As a result, you would have to manually add tags when you run the Adobe Accessibility checker, which can be more of a laborious process than if it were done in Word.

When you install Acrobat DC or Pro, an “Acrobat” tab will be added to the Word Ribbon.

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  Fig 3. Create PDF