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Documents

Files such as Microsoft Office documents and PDF's should be accessible.

Best Practices for Accessible Documents

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Instructions for Webmasters and Editors

Microsoft Office

  • Use the Accessibility Checker on a Mac or Windows
  • On Mac: go to the Review tab, Check Accessibility for report.
  • On Windows: go to File, Info. Click the Check for Issues button.

Word

  • Add Alt Text to visuals and tables. 
  • Make hyperlink text meaningful -- it should give accurate information about the destination.
  • Colors should not communicate information non-sighted users can't see.
  • Text is high contrast from backgrounds.
  • Use headings and styles accurately. For example: Heading 1, 2, 3 instead of Heading 3, 2, 1.

PowerPoint

  • Add Alt Text to visuals and tables. 
  • Make hyperlink text meaningful -- it should give accurate information about the destination.
  • Colors should not communicate information non-sighted users can't see.
  • Text is high contrast from backgrounds.
  • Every slide should have a unique title.
  • Check the reading order of slide elements. Go to Home, Arrange, Selection Pane to reorder elements.
    powerpoint selection pane
  • Use simple tables and use column headers. Empty or merged cells confuse screen readers.
  • Use larger fonts (18pt or larger), san-serif fonts, white space, and avoid all caps.

Excel

  • Add Alt Text to visuals and tables. 
  • Make hyperlink text meaningful -- it should give accurate information about the destination.
  • Sheet tabs should have unique names. Delete blank sheets.
  • Use simple tables and use column headers. Empty or merged cells confuse screen readers.