How To Make Documents Accessible
In order to make your documents accessible for ADA compliance, such as Word, PowerPoint, PDF, etc., please learn more about the following resources for accessible documents.
Accessible Documents
Quick Tips for Word
Images - If an image presents content or has a function, you must provide an equivalent alternative
text for this image.
Headings - Heading levels should represent the structure of the document. (e.g. Heading 1,
Heading 2, Heading 3, etc.)
Links - Use descriptive link text.
Tip Tool
Accessibility Checker - Word has an Accessibility Checker for identifying and repairing many accessibility issues.
More information about Creating Accessible Word Documents (WebAIM)
Quick Tips for PowerPoint
Slide Theme - Be sure to choose a theme with good contrast and with simple backgrounds.
Slide layouts - These will ensure information on the slides have the correct heading structure and
reading order.
Images - PowerPoint presentations usually include images, and these images need alt texts.
Links - Use descriptive link text.
Tip Tool
Accessibility Checker - PowerPoint includes a tool that will identify many common accessibility issues.
More information about Creating Accessible PowerPoint presentations (WebAIM)
Quick Tips for PDF
The best and easiest way of creating accessible PDF is to create accessible Word first, and then convert it into PDF. Microsoft Word provides a rich structure and style for you to draft your document.
A document created in Word should contain almost all the information necessary for
an accessible PDF.
Tip Tool
Accessibility Checker - The built-in accessibility checker "Full Check" is a good tool to use with a new PDF to identify what issues need to be addressed
More information about Making PDF Documents Accessible (WebAIM)
Accessible Forms
Accessible Web Content
For web content creators: How to create more accessible web content in Cascade Server (WCMS).
For web content creators: How to create more accessible web content in Modern Campus CMS.
For faculty and students: How to make course material more accessible in LMS and download alternative formats.
Social Media Accessibility
Quick Tips for Facebook
- Edit the machine-generated alternative text for images to be more descriptive.
- Provide closed captions for videos and text description for audio.
- Avoid using animated GIF format.
- Ensure sufficient color contrast is used.
Quick Tips for Twitter
- Add or edit alternative texts for images.
- Provide closed captions for videos and text description for audio.
- Put mentions and hashtags at the end of your tweets.
- Avoid using acronyms in your posts
- Avoid using animated GIF format.
Quick Tips for Instagram
- Add or edit alternative texts for images.
- Provide closed captions for videos and text description for audio.
- Put hashtags in the first comment rather than in the post caption.
- Avoid using animated GIF format.
Miscellaneous
Quick Tips for LinkedIn
- Add or edit alternative text for images and ensure they are descriptive.
- Provide closed captioning for videos on LinkedIn.
- Ensure sufficient color contrast is used.
- Use semantic structure for contents to increase readability.
Quick Tips for Outlook
Images - Add alt text to images.
Graphics - describe the shape or SmartArt graphic.
Charts - describe the chart and its context to someone who cannot see it.
Links - add meaningful hyperlink text and ScreenTips.
Color Contrast - use sufficient contrast for text and background colors.
Font Size - use a larger font size (11pt or larger), sans serif fonts.
Tip Tool
Accessibility Checker - Outlook has a built-in tool that will identify many common accessibility issues.
More information about Outlook Accessibility
Quick Tips for Audio and Video
Closed Caption - Provide Closed Caption (CC) for video content.
Audio description - Provide description of important visual information in a video.
YouTube: Learn how to make your YouTube videos accessible.
Making Audio and Video Media Accessible
Additional Resources
- Making images (JPEG & PNG) accessible using alternative text (WebAIM)
- Social Media Accessibility (CSUN Universal Design Center)
- Checklist: Creating Accessible Social Media Posts
- Flyer/Infographics Accessibility (CSUN Universal Design Center)
- Email Accessibility (CSUN Universal Design Center)
- Color Contrast Checker (WebAIM)
- Section 508 Accessibility Training
- Make Your Content Accessible (Microsoft)
- Video Tutorials for Document Accessibility (The University of Alabama)
- Making Email Messages with Images Accessible (Outlook and email marketing platforms)