Document Accessibility: 3 top tips from an Accessibility Expert
James Baverstock | 20 Sep 2024Do you know how to make your documents accessible?
Document accessibility is crucial but often overlooked compared to web accessibility. It significantly impacts many people, and everyone who creates documents as part of their job can contribute to making them accessible. Discover three top tips to help you start thinking about the accessibility of the documents you produce. 
James Baverstock is a Principal Accessibility Consultant at AbilityNet who specialises in document accessibility. He contributes to AbilityNet’s training programmes for Microsoft Office, PDF (Portable Document Format), and InDesign accessibility, as well as conducting accessibility audits for PDFs and Office documents. As a certified Accessible Document Specialist (ADS) from the International Association of Accessibility Professionals (IAAP), he is well-versed in the field.
1. Optimise document structure
When creating a document in Microsoft Word, use appropriate heading styles to mark out sections of your content. Utilise Heading 1 for your main heading and nest other headings appropriately, such as Heading 2, Heading 3, etc., to create a logical structure.
Using lists can also break up your content and improve readability. Properly styled headings and lists enhance readability for everyone, especially users of screen readers or braille displays, by making the structure more accessible.
2. Utilise the Microsoft Accessibility Checker
Always use the Microsoft Accessibility Checker when working with Word or other Office applications like PowerPoint, Excel, or Outlook. This tool identifies accessibility issues such as images without alternative text and instances of low color contrast between text and background.
To use the checker in Word, go to Review > Check Accessibility. The checker will highlight problems like charts lacking alternative text and hard-to-read text contrast issues. It also provides additional information on why these issues are problematic and offers guidance on fixing them. Keeping the accessibility checker active while you work allows you to identify and address issues in real time.
3. Ensure PDFs are tagged
When creating PDFs, always ensure they are tagged. Tags act like invisible labels that inform screen readers about document elements such as headings, lists, tables, alternative text for images, and the reading order of the content.
To check if a PDF is tagged, look for the “Tagged PDF” field in the Document Properties. Office applications can produce tagged PDFs by default when saving to PDF. By using headings and lists and following the accessibility checker’s guidance, these accessibility features should carry over to the tagged PDF. Adobe InDesign also offers robust tools for producing tagged PDFs.
Avoid printing to PDF in Office applications and InDesign, as this does not produce tags. Instead, use the Save As Adobe PDF option or select PDF as the format when saving. If you use different software for producing PDFs, ensure it can create well-tagged PDFs, as not all applications offer this capability.
Learn about document accessibility
Implement these practices to make your documents more accessible to everyone. For more detailed guidance, check out our following resources:
- For individual learning: How to create accessible documents with Word training course
- For you and your team: Organise accessible document team training
- For your organisation: Creating accessible content in Office 365
Speak to our accessibility experts
This blog is a transcription of AbilityNet’s TechShare Pro conference 2023 selection of bite-sized 'Lightning Talks' from accessibility experts, highlighting top tips and advice on accessibility topics. Watch the video recording below.
Join us for TechShare Pro 2024 in person in London or online for two days of sharing and learning about accessibility, disability inclusion and much more...
