Accessibility Checklist for Document Authors

Use this checklist when creating Word, PowerPoint, Excel, PDF, or other downloadable documents. Whenever practical, consider whether the information can be provided as accessible HTML instead.

Document Structure

  • Give the document a meaningful title and set the document title in file properties when supported.
  • Use built-in heading styles in a logical order.
  • Use built-in list tools for bulleted and numbered lists.
  • Set the document language.
  • Use meaningful file names.

Text and Links

  • Use clear, plain language appropriate for the audience.
  • Write descriptive link text rather than “click here” or displaying long URLs.
  • Do not rely on color alone to communicate meaning.
  • Use sufficient color contrast.
  • Avoid using text boxes, manual spacing, or other visual formatting to create structure when semantic tools are available.

Images and Graphics

  • Provide appropriate alternative text for meaningful images.
  • Mark decorative images as decorative when the authoring tool supports it.
  • Do not place essential information only in an image.
  • Provide an accessible explanation or equivalent for complex charts, diagrams, and graphics.
  • Make sure important text embedded in graphics is also available accessibly.

Tables

  • Use tables for data, not visual layout.
  • Identify table header rows and repeat headers across pages when supported.
  • Keep tables simple and avoid merged or split cells when possible.
  • Do not leave blank rows or columns solely for visual spacing.
  • Provide a meaningful table title or surrounding context when needed.

Reading Order and Presentation

  • Check reading order for slides, PDFs, and documents with positioned content.
  • Give every PowerPoint slide a unique, descriptive title.
  • Use a logical reading order for slide objects.
  • Ensure content remains understandable without relying on visual placement alone.
  • Avoid flashing content and unnecessary animation.

Before Sharing

  • Run the built-in accessibility checker and review each issue.
  • Correct accessibility issues before distributing the document.
  • When exporting to PDF, preserve tags, headings, links, and other accessibility information.
  • Check the resulting PDF rather than assuming an accessible source document produced an accessible PDF.
  • Use an accessible HTML alternative when the document cannot be made sufficiently accessible.

Accessibility is a shared responsibility. Use this checklist as a practical starting point and seek additional accessibility expertise when needed.

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