Any documents you create, such as Word files, Presentations and PDFs, all need to be made accessible before sharing. While it’s easier to build accessibility in as you work, you may also need to improve the accessibility of existing documents.


Good habits for accessible documents

Whatever tool you are using:

  • use proper headings and other built-in styles
  • use real lists and tables
  • add alt text to meaningful images
  • use descriptive links
  • use sufficient colour contrast
  • do not rely on colour alone
  • keep layouts clear and predictable
  • set the correct document language
  • give the file a meaningful name
  • use the accessibility checker provided by the application where available

Check the final version

The level of accessibility can sometimes change when a document is exported or converted, e.g. if you create a PDF from Word or another application, check the PDF afterwards rather than assuming that everything has transferred correctly.

Use the individual guides for Accessible Microsoft Word documents, Accessible Powerpoint presentations and PDF for more detailed instructions.

Sources and further guidance: Microsoft Accessibility Assistant; Adobe PDF Accessibility