Best Practices for Accessible Document Creation

This article outlines essential practices for creating accessible documents that can be easily navigated and understood by individuals with disabilities, ensuring inclusivity for all readers.

• General Public

• Vanderbilt University Community

  • Faculty and Staff

  • Undergraduate Students

  • Graduate and Professional Students

• VUIT Internal Knowledge 

• Have basic knowledge of document creation tools (Word, Google Docs, PDFs, etc.).

• Have familiarity with formatting options such as headings, alt text, and lists.

Creating accessible documents ensures that content is readable and usable by individuals using assistive technologies such as screen readers. Accessibility not only benefits those with disabilities but also improves usability for everyone by making documents clearer and easier to navigate.

1. Use Proper Headings

• Why: Headings help screen readers understand the structure of a document and allow users to navigate between sections easily.

• How:

  • In Microsoft Word, use the ‘Styles’ option to apply pre-set headings like Heading 1, Heading 2, etc.

  • In Google Docs, apply headings under the 'Format' menu.

• Tip: Avoid using bold or large font size alone for headings; always use designated heading styles.

2. Provide Alt Text for Images

• Why: Alt text (alternative text) describes images for people who can’t see them. This helps screen readers convey the image’s content to the user.

• How:

  • Right-click the image, choose ‘Edit Alt Text,’ and provide a brief but informative description.

  • Make sure to include critical information and avoid unnecessary details.

3. Ensure Sufficient Color Contrast

• Why: Text must be easily readable against its background for people with visual impairments, such as color blindness.

• How:

  • Use high-contrast color combinations (e.g., black text on a white background).

  • Avoid using color alone to convey meaning; pair it with text or symbols.

  • Tools like the WebAIM Contrast Checker can help verify contrast ratios.

4. Use Descriptive Links

• Why: Instead of generic phrases like "click here," descriptive links provide context and tell the user where the link leads.

• How:

  • In your document, create links that describe the destination or action, such as “Download the User Manual” or “Visit Vanderbilt IT Knowledge Base.”

5. Use Lists for Sequential or Related Information

• Why: Lists, whether numbered or bulleted, help organize information clearly and are easily navigated by screen readers.

• How:

  • Use the ‘Bullets’ or ‘Numbering’ tools in Word or Google Docs rather than typing out numbers or symbols manually.

6. Ensure Document Navigation is Intuitive

• Why: For longer documents, it’s important that users can navigate quickly.

• How:

  • Use a Table of Contents with links to each section.

  • In PDFs, ensure bookmarks are enabled for each section.

7. Make Tables Accessible

• Why: Properly structured tables help screen readers communicate data in a meaningful way.

• How:

  • Use simple table structures and include headers for rows and columns.

  • In Word, you can designate header rows under the ‘Table Design’ tab.

8. Provide Captions for Multimedia

• Why: Videos and audio files should have captions or transcripts.

• How:

  • Ensure videos include closed captions or provide a transcript that explains the audio content.

9. Run Accessibility Checks

• Why: Many document creation tools include accessibility checkers that identify potential issues.

• How:

  • In Microsoft Word, go to ‘Review’ > ‘Check Accessibility.’

  • In Google Docs, use third-party accessibility add-ons.

• Screen Reader Can't Navigate the Document: Ensure that headings are used correctly and lists are formatted using the built-in tools.

• Low Contrast Text: Test your document’s color contrast and adjust as needed using high-contrast colors.

• Images Missing Alt Text: Go back and add alt text to all images, especially those that convey important information.

Accessible documents benefit all users, providing clarity and improving overall comprehension. For detailed guidance on document accessibility, refer to resources provided by Web Content Accessibility Guidelines (WCAG).

Web Content Accessibility Guidelines (WCAG)