{"id":563,"date":"2025-08-19T14:49:00","date_gmt":"2025-08-19T19:49:00","guid":{"rendered":"https:\/\/uwm.edu\/digital-accessibility\/?post_type=documentation_guides&#038;p=563"},"modified":"2026-03-12T10:30:14","modified_gmt":"2026-03-12T15:30:14","slug":"providing-digitally-accessible-documents","status":"publish","type":"documentation_guides","link":"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/providing-digitally-accessible-documents\/","title":{"rendered":"Creating Digitally Accessible Documents"},"content":{"rendered":"\n<div class=\"uwm-l-row\">\n<div class=\"uwm-l-col\">\n<div class=\"wp-block-yoast-seo-table-of-contents yoast-table-of-contents toc-mt-0\"><h2>Table of Contents<\/h2><ul><li><a href=\"#h-use-proper-heading-structure\" data-level=\"2\">Use Proper Heading Structure<\/a><\/li><li><a href=\"#h-choose-readable-fonts\" data-level=\"2\">Choose Readable Fonts<\/a><\/li><li><a href=\"#h-organize-content-with-lists\" data-level=\"2\">Organize Content with Lists<\/a><\/li><li><a href=\"#h-create-descriptive-hyperlinks\" data-level=\"2\">Create Descriptive Hyperlinks<\/a><\/li><li><a href=\"#h-provide-text-equivalents-for-images\" data-level=\"2\">Provide Text Equivalents for Images<\/a><\/li><li><a href=\"#h-use-tables-for-data-not-layout\" data-level=\"2\">Use Tables for Data, Not Layout<\/a><\/li><li><a href=\"#h-ensure-high-color-contrast\" data-level=\"2\">Ensure High Color Contrast<\/a><\/li><li><a href=\"#h-avoid-using-color-alone-to-convey-meaning\" data-level=\"2\">Avoid Using Color Alone to Convey Meaning<\/a><\/li><li><a href=\"#h-use-built-in-accessibility-tools\" data-level=\"2\">Use Built-In Accessibility Tools<\/a><\/li><li><a href=\"#h-related-resources\" data-level=\"2\">Related Resources<\/a><\/li><\/ul><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-use-proper-heading-structure\">Use Proper Heading Structure<\/h2>\n\n\n\n<p>In Word, use the Styles menu to create a sequential heading structure (e.g., Heading 1, Heading 2, etc.). This helps users, including those with screen readers, navigate the document more easily by providing a clear outline of the content.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-choose-readable-fonts\">Choose Readable Fonts<\/h2>\n\n\n\n<p>Use a sans serif font for better readability. Keep text left-aligned and select an appropriate font size based on the context. For example, a 12-point font is acceptable for printed handouts but may be too small for presentations. Adjust font size accordingly, especially for large displays, such as PowerPoint slides.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-organize-content-with-lists\">Organize Content with Lists<\/h2>\n\n\n\n<p>Use bullet points or numbered lists to break up content and make key points stand out. Lists also help improve the document\u2019s readability for everyone, including screen reader users.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-create-descriptive-hyperlinks\">Create Descriptive Hyperlinks<\/h2>\n\n\n\n<p>Use unique, descriptive hyperlinks that clearly inform users about the link\u2019s destination. Avoid vague links like \u201cclick here\u201d or \u201cread more,\u201d and instead use phrases like \u201cDownload the Accessibility Guide\u201d or \u201cVisit 51ÁÔÆæ\u2019s Web Accessibility Page.\u201d<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-provide-text-equivalents-for-images\">Provide Text Equivalents for Images<\/h2>\n\n\n\n<p>Always include alternative text (alt text) for images or mark them as decorative if they don\u2019t convey important content. Alt text should describe the purpose or meaning of the image. Avoid using filenames as alt text. Think about the message the image is intended to convey \u2014 if there is none, mark it as decorative.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-use-tables-for-data-not-layout\">Use Tables for Data, Not Layout<\/h2>\n\n\n\n<p>Only use tables to organize information in rows and columns. Avoid using tables for layout purposes, as this can confuse screen readers and impair navigation.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-ensure-high-color-contrast\">Ensure High Color Contrast<\/h2>\n\n\n\n<p>Make sure your text has high contrast with the background for readability. Avoid light text on light backgrounds or dark text on dark backgrounds. Use contrast checkers to verify compliance.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-avoid-using-color-alone-to-convey-meaning\">Avoid Using Color Alone to Convey Meaning<\/h2>\n\n\n\n<p>When emphasizing information, don\u2019t rely on color alone. Pair color with another visual cue, such as bolding or increasing font size, to make the meaning clear for everyone, including colorblind users.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-use-built-in-accessibility-tools\">Use Built-In Accessibility Tools<\/h2>\n\n\n\n<p>Take advantage of accessibility checkers, in applications such as Word, PowerPoint and Excel. These tools can identify potential accessibility issues and offer suggestions for improving your document\u2019s accessibility.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-related-resources\">Related Resources<\/h2>\n\n\n<div class=\"content_block\" id=\"custom_post_widget-1697\">\n<figure class=\"uwm-c-table uwm-c-table--stripe resources-table-3-col\"><table><thead><tr><th>Title<\/th><th>Topic<\/th><th>Source<\/th><\/tr><\/thead><tbody><tr><td><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/accessibility-best-practices-with-excel-spreadsheets-6cc05fc5-1314-48b5-8eb3-683e49b3e593\">Accessibility best practices for Excel spreadsheets<\/a><\/td><td>Excel<\/td><td>Microsoft<\/td><\/tr><tr><td><a href=\"https:\/\/webaim.org\/techniques\/excel\/\">Excel Accessibility<\/a><\/td><td>Excel<\/td><td>WebAIM<\/td><\/tr><tr><td><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-your-outlook-email-accessible-to-people-with-disabilities-71ce71f4-7b15-4b7a-a2e3-cf91721bbacb\">Make your Outlook email accessible<\/a><\/td><td>Email<\/td><td>Microsoft<\/td><\/tr><tr><td><a href=\"https:\/\/uws-ce.instructure.com\/courses\/1897\/pages\/making-powerpoints-accessible?module_item_id=450786\">Making PowerPoints Accessible<\/a>&nbsp;(training video)<\/td><td>PowerPoint<\/td><td>51ÁÔÆæ<\/td><\/tr><tr><td><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-your-powerpoint-presentations-accessible-to-people-with-disabilities-6f7772b2-2f33-4bd2-8ca7-dae3b2b3ef25\">Make your PowerPoint presentations accessible<\/a><\/td><td>PowerPoint<\/td><td>Microsoft<\/td><\/tr><tr><td><a href=\"https:\/\/webaim.org\/techniques\/powerpoint\/\">PowerPoint Accessibility<\/a><\/td><td>PowerPoint<\/td><td>WebAIM<\/td><\/tr><tr><td><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-your-sway-design-accessible-to-people-with-disabilities-c8d9638b-bd09-446f-80a5-234af71e42d9\">Make your Sway design accessible<\/a><\/td><td>Sway<\/td><td>Microsoft<\/td><\/tr><tr><td><a href=\"https:\/\/uws-ce.instructure.com\/courses\/1897\/pages\/making-word-docs-accessible\">Making Word Docs Accessible<\/a>&nbsp;(training video)<\/td><td>Word<\/td><td>51ÁÔÆæ<\/td><\/tr><tr><td><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-your-word-documents-accessible-to-people-with-disabilities-d9bf3683-87ac-47ea-b91a-78dcacb3c66d\">Make your Word documents accessible<\/a><\/td><td>Word<\/td><td>Microsoft<\/td><\/tr><tr><td><a href=\"https:\/\/webaim.org\/techniques\/word\/\">Word Accessibility<\/a><\/td><td>Word<\/td><td>WebAIM<\/td><\/tr><tr><td><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/create-accessible-pdfs-064625e0-56ea-4e16-ad71-3aa33bb4b7ed\">Create accessible PDFs<\/a><\/td><td>PDFs<\/td><td>Microsoft<\/td><\/tr><tr><td><a href=\"https:\/\/helpx.adobe.com\/acrobat\/using\/create-verify-pdf-accessibility.html\">Create and verify PDF accessibility in Adobe Acrobat Pro*<\/a><br>*available for full-time staff<\/td><td>PDFs<\/td><td>Adobe<\/td><\/tr><tr><td><a href=\"https:\/\/helpx.adobe.com\/indesign\/using\/creating-accessible-pdfs.html\">Create accessible PDFs with InDesign<\/a><\/td><td>PDFs<\/td><td>Adobe<\/td><\/tr><tr><td><a href=\"https:\/\/webaim.org\/techniques\/acrobat\/\">PDF Accessibility<\/a><\/td><td>PDFs<\/td><td>WebAIM<\/td><\/tr><tr><td><a href=\"https:\/\/www.youtube.com\/watch?v=EH1FYFOasig\">PDF Remediation<\/a> (tutorial video)<\/td><td>PDFs<\/td><td>UW-Whitewater<\/td><\/tr><tr><td><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-your-outlook-email-accessible-to-people-with-disabilities-71ce71f4-7b15-4b7a-a2e3-cf91721bbacb\">Make your Outlook email accessible<\/a><\/td><td>Email<\/td><td>Microsoft<\/td><\/tr><tr><td><a href=\"https:\/\/it.wisc.edu\/learn\/make-it-accessible\/email\/\">Email Accessibility<\/a><\/td><td>Email<\/td><td>UW-Madison<\/td><\/tr><tr><td><a href=\"https:\/\/prod.support.services.microsoft.com\/en-us\/topic\/get-real-time-notification-of-accessibility-issues-while-working-on-microsoft-365-apps-05f1be51-cd93-49cb-87bb-ca04067027ba\">Enable real-time notification of accessibility issues<\/a><\/td><td>General<\/td><td>Microsoft<\/td><\/tr><tr><td><a href=\"https:\/\/support.microsoft.com\/en-us\/topic\/improve-accessibility-in-your-documents-with-the-accessibility-assistant-f01562ca-0119-40ad-8dd6-f6223df50bef\">Use the Microsoft 365 Accessibility Assistant<\/a><\/td><td>General<\/td><td>Microsoft<\/td><\/tr><tr><td><a href=\"https:\/\/it.wisc.edu\/learn\/make-it-accessible\/documents\/\">Document Accessibility<\/a><\/td><td>General<\/td><td>UW-Madison<\/td><\/tr><tr><td><a href=\"https:\/\/it.wisc.edu\/learn\/make-it-accessible\/documents\/testing\/\">Testing Document Accessibility<\/a><\/td><td>General<\/td><td>UW-Madison<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"size-p-md\"><strong><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/related-resources\/\">All related resources<\/a><\/strong><\/p>\n<\/div>\n<\/div>\n\n\n\n<div class=\"uwm-l-col uwm-l-col--4 uwm-l-offset--1\"><div class=\"content_block\" id=\"custom_post_widget-1095\"><nav aria-label=\"Sidebar\" class=\"uwm-p-navigation-list uwm-p-navigation-list--gold-border \"><div class=\"uwm-p-navigation-list--title\"><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/\">Documents &amp; PDFs<\/a><\/div><ul><li><a class=\"current\" href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/providing-digitally-accessible-documents\/\"><span aria-current=\"page\">Creating Digitally Accessible Documents<\/span><\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/presentations\/\">Creating Digitally Accessible\u00a0Presentations<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/checking-microsoft-office-for-accessibility\/\">Checking Microsoft Office Documents for Accessibility<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/pdfs-from-microsoft-word\/\">PDFs from Microsoft Word<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/pdfs-from-powerpoint\/\">PDFs from PowerPoint<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/checking-pdfs-for-accessibility\/\">Checking PDFs for Accessibility<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/tagged-pdfs\/\">Tagging PDFs<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/preexisting-conventional-electronic-documents-guidance\/\">Preexisting Conventional Electronic Documents<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/individualized-conventional-electronic-documents-guidance\/\">Individualized Conventional Electronic Documents<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/publishing-pdfs-for-downloading-printing-only-digital-accessibility-requirements\/\">Publishing PDFs for Downloading &#038; Printing Only<\/a><\/li><\/ul><\/nav><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":11,"featured_media":0,"parent":653,"menu_order":0,"template":"","meta":{"footnotes":"","uwm_wg_additional_authors":[]},"tags":[],"documentation_guides_category":[],"class_list":["post-563","documentation_guides","type-documentation_guides","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Creating Digitally Accessible Documents - 51ÁÔÆæ Digital Accessibility<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/providing-digitally-accessible-documents\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta 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