Does your content need to be a digital document, or can it simply be a webpage?
Digital documents–like articles, reports, spreadsheets, and presentation slides– all have similar digital accessibility requirements. However, achieving those requirements can vary by file type and software.
Before creating a digital document, ask if it can be a webpage instead. Webpages are a more accessible format overall and adapt to user settings and preferences more easily. If possible, consider creating an accessible webpage instead.
Accessible digital documents resources
- Accessible math in PDFs
- Adobe: Acrobat DC Accessibility Guides
- Adobe: PDF Accessibility Overview
- Adobe: Using the Acrobat Pro DC Accessibility Checker
- Google: Make your document, presentation, sheets & videos more accessible
- LinkedIn Learning: Creating Accessible PDFs
- Microsoft: Dictate in Microsoft 365
- Microsoft: Excel Accessibility Guide
- Microsoft: Immersive Reader in 365
- Microsoft: PowerPoint Accessibility Guide
- Microsoft: Word Accessibility Guide
- Microsoft: Visio Accessibility Guide
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Measure color contrast
If you are unsure whether the color contrast is sufficient, use a color contrast checker to compare the foreground and background colors. Many design programs include built-in contrast tools, and there are also browser extensions and downloadable applications available to measure color contrast.
Color contrast minimums:
- Text: 4.5:1
- Icons and graphics: 3:1
Use tools, such as the WebAIM contrast checker, to evaluate color contrast ratios.
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Use color in accessible ways
Color coding can help organize information visually, but it should never be the only way information is conveyed. Always pair color with clear text labels, patterns, or icons so the meaning is accessible to people who cannot perceive color differences.
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Include text alternatives for images
When you add an image, include a text description—commonly called alt text. Most document and web authoring tools allow you to add image descriptions that are not visible on the screen but can be accessed by assistive technologies, such as screen readers.
Complex images, including graphs, charts, diagrams, and other data visualizations, often require more detailed descriptions. If the necessary explanation is longer than one or two sentences, include a full text description in the body of the document so all users can access the same information.
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Write in plain language
Writing in plain language makes your message clearer for everyone. Clear, direct writing supports accessibility by reducing unnecessary complexity and helping more people understand and act on your message.
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Embed accessible media
If your document includes embedded video or audio clips or links to such resources, ensure you are sharing accessible media.
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Use built-in accessibility tools
Many document creation tools — including Adobe Acrobat, Microsoft PowerPoint, Excel, and Google Sheets — have built-in accessibility features.
Use these tools to check your document for common accessibility issues. Accessibility checkers can automatically identify potential problems and guide you on how to fix them, helping you create content that works for more people.
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Tag element types
Certain elements — such as images, tables, headings, and footnotes — must be properly tagged so assistive technologies can interpret them correctly.
Some accessibility tools can apply tags automatically. However, you should always review automated tags to ensure they are accurate and reflect the structure and meaning of your content.
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Set the correct reading order
Your document may have a clear visual layout, but assistive technologies rely on an underlying reading order to present content correctly. Make sure the content is structured so it is read in the intended sequence.
Some accessibility tools can set a reading order automatically. However, you should always review it to confirm the order is accurate and reflects how the content is meant to be read.
User story: Use of color
Manuel needs to provide information for a grant application. A colleague sends a PDF of the application with the areas that need Manuel’s response highlighted in red.
Manuel has limited color perception, and it is difficult for him to see the difference between sections that are highlighted red and sections that are not. This slows down his response time, and he has to ask clarifying questions to make sure he’s covered everything.
Remove the barrier: The grant application sections are both highlighted red and marked with Manuel’s initials in high-contrast text. Manuel can easily see his initials, so he can get to work on the request right away.