Why? 

If someone needs to use an assistive device to read a digital file (Word, PowerPoint, PDF), that file must have a logical heading structure and proper file properties included.

Creating an accessible file 

1. Content should have a clear structure with useful headings or slide titles.
2. File properties, also known as metadata, such as the file title, need to be complete.
   1. In Word and PowerPoint, "Title" is found under File > Properties > Summary.
   2. For PDFs, check out this short video on PDF metadata.
3. Images should be described with text, using "alternative text" fields.
4. Reading order should be logical.
5. Color contrast must meet accessibility standards.
6. All fonts should be easily readable.  (Leverage the UCSF Font Guide.)
7. Do not use any animations.

Note: Some of your content may qualify as an exception: this includes archived web content and preexisting documents that will never be changed again. Learn more about exceptions in the ADA.gov Fact Sheet.

PowerPoint-specific elements

1. Title all slides. Hidden titles are fine.
2. Limit the amount of text on each slide.
3. Check reading order by selecting Home > Arrange > Selection Pane.
4. For null images, check the "Mark as decorative" check box in the Alt Text dialog box.

PowerPoint resources

• Make your PowerPoint presentations accessible to people with disabilities from Microsoft Support.
• PowerPoint Accessibility from WebAIM.

PDF-specific elements

1. Confirm that the file is not an image.
   
   Check: If you cannot select text with your mouse or with Edit > Select All from the Acrobat or Preview menu, then the file is an image file and won't be read correctly by a screen reader.
   
   Fix: Convert to text by using View > Tools > Recognize Text.

2. Confirm that the file is tagged.

   Check: Go to File Properties (Ctrl+D in Windows, Command+D in Mac). In the bottom left corner of the Document Properties dialog, see the Tagged PDF field. If "Tagged PDF" is "No," the document needs to be tagged.
   
   Fix: Learn more from WebAIM on how to fix issues with the accessibility tags panel.

PDF resources

• LinkedIn learning path curated for UCSF PDF creators (internal to UCSF only).
• PDF Accessibility from WebAIM.
• Making Complex PDFs Accessible

UCSF Branded Templates

The templates below are provided by UCSF Brand Identity. You are responsible for checking that the content added to templates and any design changes meet accessibility standards.

• Word Templates
• PowerPoint Templates

Use accessibility checkers

Passing checkers doesn’t guarantee accessibility. Use them when creating or editing content to provide helpful reminders and explanations for how-to fix.

Word and PowerPoint: Use the Microsoft Accessibility Checkers to flag accessibility issues. It will create an accessibility summary and provide real-time feedback on your progress. 

PDFs: If your PDF is on a public-facing website, use Siteimprove's PDF checker. If you have Adobe Acrobat Pro, use the built-in Adobe Acrobat Accessibility Checker.