An accessible digital document is well-structured, providing visual information in a non-visual format. Examples of digital documents are PDFs and Microsoft Office files. There are many more. They exist on a website, sent in an email or shared in various ways. The information on this page is specific to Microsoft Word, but the principles apply to all text documents. Building accessibility into the document from the start is best practice.

Plan, organize and structure

Follow accessible structure best practices. Assistive technology interprets electronic documents based on structure, same it does for web pages. Plan the organization and structure. 

Using built-in tools for headers, lists, and tables creates document structure. Use markup properly rather than for visual effects like bolding or adding spaces. Become familiar with the steps required to produce accessible PDFs.

Write in clear language and use descriptive links

Clear simple, jargon-free language is easier for everyone to understand. Links should be clear where they are going. Avoid "read more" and "click here" for link text, but if you have to, include a title attribute in the code.

Give images alt attributes or null alt attributes

Follow accessible image best practices. Provide alternative text that gives context when the images are missing or unviewable. For images that do not convey useful information or are considered decorative, use null alt attributes to allow a screen reader to skip it.

Follow the UCSF Editorial Style Guide

The UCSF Editorial Style Guide, linked from the UCSF Brand Identity Editorial Expression page, standardizes frequently used terms, punctuation, and style. This creates brand consistency for communicators when writing for and about UCSF. It improves clarity and readability across all communications outlets.

Check your work

Always check your work. Use the built-in accessibility checkers when you can.

Accessible PDF documents

Generally, you’ll need to convert or export from another document format to create a PDF. Then you can link to or upload it to your website. It is easier to produce accessible PDFs beginning with an accessible source document. Each new version of MS Word and other software improves accessibility features. When possible use the latest software version.

Word, Excel, Outlook, and PowerPoint accessibility checkers

The Microsoft Accessibility Checker flags for potential accessibility issues, like the spelling/grammar checker. Apply suggested solutions so someone with a disability can read and get to your content. Use the Microsoft Accessibility Checkers to find issues and get suggested solutions.

Accessible PowerPoint Tips

Templates

Use an accessible template. Make sure that the slide design, colors, contrast, and fonts are accessible to all audiences. 

Slide titles

Give every slide a unique, descriptive title, even if it isn’t visible (screen readers can better navigate). This creates a semantic heading structure for future PDF conversion.

Text

Limit the amount of text on a slide. The bigger, the better; less text, the better; minimum font size of 14 points.

Visuals

Add alt text to visuals that contain information or text. Check the “Mark as decorative” box for images that don’t convey meaningful content. Always check auto-generated alt text descriptions.

Color contrast

Check for color contrast compliance between text and background colors. Use tools to simulate color deficiencies to determine whether similar shapes of different colors are distinguishable.

Animations

Avoid animations and automatic slide transitions. This movement can be distracting, may induce nausea or seizures, and may not give users enough time to read the slide content.

Built-in checker

PowerPoint has a built-in Accessibility checker that keeps track of accessibility issues in real-time. This doesn’t guarantee accessibility, but is a good reminder to think about accessibility when creating or editing content.

Reading order

The Reading Order pane sets the order in which a screen reader reads the slide contents. This is especially important to check if extra text boxes and images are added to the slide. 

Download your printable Accessible PowerPoint Tips flyer

Other document formats

When possible, convert other kinds of documents to HTML, as HTML documents are easier to make accessible. The principles that apply to MS Word also apply to all text documents. Plan, organize, and structure for best results. Write in clear language, use a hierarchical structure, give images alt tags, use descriptive links, and check your work.