Use Headings, Lists, and Breaks to increase readability
Use programmatically determinable structural elements to enhance readability for all readers.
Use Headings, Lists, and Breaks to Build Accessible Structure in Microsoft WordWhy Make Documents Accessible?
Documents remain one of the primary methods for communicating information. Unfortunately, many text resources can be inaccessible.
Physical documents, like the 10,906 printed resources provided by the Auraria Library, are inherently inaccessible for people who are blind or have limited vision. Additionally, scans of printed material can be equally, if not more, inaccessible than their physical counterparts. With over one-hundred million digital resources provided by the Auraria Library, it is essential to assess and remediate documents for accessibility before distribution.
The resources on this page provide an overview of document accessibility and guidance on how to use Microsoft Word and Adobe Acrobat Pro to create more accessible documents.
Adobe Acrobat Pro should be only used to remediate existing PDFs. While it is possible to create documents in Adobe Acrobat Pro, Microsoft Word should be the go-to application for MSU Denver employees seeking to create accessible Digital Documents. Not only can Word documents be distributed as accessible resources, they can also be saved as numerous file types while still being able to edit the original document.
For opportunities to learn more about creating accessible content, explore the trainings and services offered by the IAG.
Overview of Document Accessibility
Start here for the basics of document accessibility.
Overview of Document AccessibilityWhat Doesn't Work: Common issues and solutions
Instead: use programmatically determinable styles to support visual indicators.
Note: in Microsoft Word, bold and italics are visual modifiers that cannot be detected by screen readers. The Strong and Emphasis styles should be used instead.
Instead: present the equations in Microsoft Word or Canvas
Instead: use built in tools (i.e. page and section breaks, margins, etc.) to create negative space that screen readers will skip
Instead: use the Insert Tool to insert charts and tables.
Documents created outside of the institution may have images of charts and tables.
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- Tables can be recreated or retagged to be programmatically determinable
- Charts need to be recreated or presented with alternative text and long description (see Make Images Accessible)
Instead: use clear and precise language appropriate for the anticipated knowledge level of the reader.
Idioms and colloquialisms for stylistic purposes should be defined for clarity.
Instead: text based lists are a good alternative for any flowchart process
Instead: use short phrases that indicate the purpose or destination of the link
Exception: Physical documents need full URLs or shortened URLs (such as tinyurl or bit.ly); the purpose of the URL should be indicated within the context.
Accessible Documents with Microsoft Word
Insert Charts and Tables in Microsoft Word
Use the Word built-in tools to create accessible charts and tables.
Insert Images, Charts, and Tables in Microsoft Office
Add Alternative Text to Images and Charts in Microsoft Office
Add alternative text to images to provide a description for students using screen readers.
Create Alternative Text in Microsoft Office
Add Image Captions in Microsoft Office
Add image captions to create more context and make your images more accessible to all readers.
Create Image Captions in Microsoft Office
Save a Microsoft Word Doc as an Accessible PDF
Saving documents as PDF/A locks the accessibility supports into the document.
Save Microsoft Word Documents as Accessible PDFs
Use Microsoft Office Lens to Scan Documents
Office Lens makes it easier to create accessible digital documents from printed resources.
Scan Documents with Microsoft Lens
Strong and Emphasis Styles
Replace Bold and Italic use with Programmatically Determinable styles.
Using the Strong and Emphasis Styles
Using the Microsoft Office Accessibility Checker
Check your work and receive guidance on how to improve accessibility.
Using the Accessibility Checker in Microsoft Word
Microsoft Equation Editor
Create Accessible Formulas and Equations in Microsoft Word
Using the Microsoft Word Equation EditorAccessible Documents Using Adobe Acrobat
Use the Adobe Acrobat Accessibility Checker
Checking the accessibility of PDF documents is integral to ensuring full course accessibility for our students.
Use the Adobe Acrobat Accessibility Checker
Create HTML Documents in Adobe Acrobat
PDF documents convert to HTML that can be embedded onto a web or Canvas page.
Create HTML Documents in Adobe Acrobat DC Pro
Advanced: Remediate PDFs in Adobe Acrobat
PDFs are a common fixture in both academic and professional settings, but they are often inaccessible scans of physical documents.
Remediate PDFs in Adobe Acrobat Pro
Advanced: Additional Long Descriptions
For complex diagrams or graphics, creating an additional Long Descriptions document ensures equitable access.
Creating and Appending a Long Description Addition to a PDF
Advanced: Create Accessible Flyers with InDesign
Flyers are a visual medium that can be inaccessible. Adobe InDesign and Acrobat can be used together to create accessible flyers.
Creating Accessible Flyers Using Adobe InDesignDig Deeper with these Additional Resources (external links)
- Visit Microsoft Word’s Accessibility page for more information on making Microsoft Word documents accessible.
- Visit Adobe Acrobat Accessibility Help for more information on making PDFs accessible.
- Visit General Services Administration: Create Accessible Documents for more information on document accessibility and Section 508 compliance.