Many accessibility experts recommend avoiding PDFs unless absolutely necessary. Unlike web pages, PDFs are often designed for print and do not “reflow” or adapt to different screen sizes.

Better Alternatives

• HTML/Web Pages. Highly accessible, responsive across devices, and preferred by most organizations.
• Accessible Word/Google Docs. Easier to create and navigate with assistive technology than a flat PDF.
• Web-Based Forms. Using Microsoft Forms or Google Forms provides a much smoother experience than fillable PDF forms.
• EPUB. The best format for long-form reading, as it allows users to customize fonts and sizing.

PDF Quick Start Guide (If You Must Use a PDF)

To be accessible, PDFs require a hidden “tag” layer that tells assistive technologies (like screen readers) how to navigate the content logically.

1. Start with Source. Use accessible styles in Word or InDesign before exporting.
2. Export, Don’t Print. Use “Save As PDF” or “Export” to preserve tags. “Print to PDF” strips them away.
3. Add Metadata. Set a clear document title and primary language in the file properties.
4. Alt Text. Provide descriptive alternative text for all informative images.
5. Test It. Use the Adobe Acrobat Accessibility Checker or a screen reader to verify the reading order.

PDF Courses & Tutorials

• Adobe Acrobat
  • Accessibility Series Overview
    Learn all about how to make accessible PDF files. Tutorials in the series range from the basics of tagging to working with forms.
  • PDF Accessibility Essentials
    This is the Accessibility series in course format on Experience League. In this course, learn how to create, check, and remediate PDFs for accessibility using Acrobat Pro, Premium, and Studio.
  • Create and verify PDF accessibility in Acrobat Pro
    Check and fix accessibility issues.
  • Workflow from Adobe InDesign to Acrobat
    InDesign offers a direct and simple workflow that dramatically reduces the time and effort required to produce accessible PDF documents from an InDesign layout. Most of the tasks are executed within InDesign, with only a few final steps required in Adobe Acrobat. This allows hierarchical and structural information to reside in the InDesign file, making updates faster and easier when you need to generate a revised accessible PDF document.
• How to Test and Remediate PDFs for Accessibility Using Adobe Acrobat DC (GSA)
  U.S. General Services Administration. Section508.gov website. The Accessible Electronic Document Community of Practice (AED CoP) created this series of videos to explain and demonstrate the minimum steps needed to ensure your PDF is Section 508 conformant.

Microsoft Word Quick Start Guide

Build accessibility into the document from the start rather than correcting issues later.

1. Use built-in heading styles (Heading 1, 2, 3). Do not manually format text to look like headings. Follow proper heading order.
2. Add alt text to images. Provide brief, meaningful descriptions. Mark decorative images as decorative.
3. Use built-in list tools. Do not manually type bullets or numbers.
4. Ensure sufficient color contrast. Use approved, high-contrast colors and never rely on color alone to convey meaning. For example, if a field is required, use an asterisk instead of signaling the requirement by color alone (such as red): Required*
5. Create accessible tables. Use tables for data only, include a header row, and avoid merged cells when possible.
6. Use descriptive link text. Avoid “click here” or pasting full URLs. Use text that clearly explains the destination or action, such as “Apply for Scholarships.”
7. Set the correct document language (Review → Language).
8. Run the Accessibility Checker (Review → Check Accessibility) before sharing.

Microsoft Word Courses & Tutorials

• Make your Word documents accessible to people with disabilities (Microsoft)
  This topic gives you step-by-step instructions and best practices on how to make your Word documents accessible and unlock your content to everyone, including people with disabilities. Includes how to work with the Accessibility Checker to tackle accessibility issues, how to add alt texts to images, how to use fonts, colors, and styles to maximize the inclusiveness of your Word documents before sharing them with others.
• Create accessible content (Microsoft)
  This module explores benefits and principles of creating accessible content for diverse audiences and situations. Learn best practices to create accessible content in Microsoft 365. And learn how to check for accessibility issues and address them using the Accessibility Checker.
• How to Make an Accessible Document in Microsoft Word (GSA)
  U.S. General Services Administration. Section508.gov website. The Accessible Electronic Document Community of Practice (AED CoP) created this series of videos to explain and demonstrate the minimum steps needed to ensure your Microsoft Word document is Section 508 conformant.

Google Docs Quick Start Guide

Use built-in formatting tools rather than manual styling to ensure compatibility with assistive technology.

1. Use built-in heading styles. (Format → Paragraph styles → Heading 1, 2, 3).
   Do not manually bold or resize text to create headings. Follow proper heading order.
2. Add alt text to images. Right-click the image → Alt text → Provide a brief, meaningful description. Mark decorative images appropriately.
3. Use built-in list tools. Use the bullet or numbered list buttons. Do not manually type dashes or numbers.
4. Ensure sufficient color contrast. Use our approved high-contrast text and background colors. Do not rely on color alone to convey meaning. For example, if a field is required, use an asterisk instead of signaling the requirement by color alone (such as red): Required*
5. Create accessible tables. Use tables for data only. Keep structure simple and avoid merged cells when possible.
6. Use descriptive link text. Avoid “click here” or pasting full URLs. Use text that clearly explains the destination or action, such as “Apply for Scholarships.”
7. Write clearly and use short paragraphs. Use plain language and formatting tools to improve readability.
8. Check accessibility before sharing. Use Extensions → Accessibility tools (if enabled) and review document structure manually. Alternative: Download the document as a .docx file (File > Download > Microsoft Word (.docx)) and use the Microsoft Office accessibility checker.
9. When exporting to PDF, ensure headings and structure are preserved.

Google Docs Courses & Tutorials

• Make your document, presentation, sheets & videos more accessible (Google)

PowerPoint Quick Start Guide

Design slides with accessibility in mind from the start, using built-in tools rather than manual formatting.

1. Use built-in slide layouts. Always choose a standard slide layout (Home → Layout). Do not manually add text boxes to create structure.
2. Use proper reading order. Ensure slide content follows a logical reading order (Review → Check Accessibility → Reading Order Pane).
3. Add alt text to images, charts, and graphics. Right-click object → Edit Alt Text → Provide a concise description. Mark decorative images as decorative.
4. Use sufficient color contrast. Ensure strong contrast between text and background. Use our approved high-contrast text and background colors. Do not rely on color alone to convey meaning. For example, in a “Project Status” slide, don’t just use a red circle for “Delayed” and a green circle for “On Track.” Add icons (like an “X” or a “Checkmark”) or text labels inside the shapes.
5. Limit text and write clearly. Use plain language and short bullet points. Avoid dense paragraphs.
6. Use built-in list tools. Do not manually type dashes or symbols for bullets.
7. Make hyperlinks descriptive. Avoid “click here” or pasting full URLs. Use text that clearly explains the destination or action, such as “Apply for Scholarships.”
8. Ensure videos include captions. All spoken content must have accurate captions.
9. Avoid flashing or rapid animations. Minimize motion and avoid content that flashes more than three times per second.
10. Run the Accessibility Checker. Review → Check Accessibility before sharing or presenting.

PowerPoint Courses & Tutorials

• Make your PowerPoint presentations accessible to people with disabilities (Microsoft)
• Create accessible content (Microsoft)
  This module explores benefits and principles of creating accessible content for diverse audiences and situations. Learn best practices to create accessible content in Microsoft 365. And learn how to check for accessibility issues and address them using the Accessibility Checker.
• How to Author and Test Microsoft PowerPoint Presentations for Accessibility (GSA)
  U.S. General Services Administration. Section508.gov website. The Accessible Electronic Document Community of Practice (AED CoP) created this series of videos to explain and demonstrate the minimum steps needed to ensure your Microsoft PowerPoint presentation is Section 508 conformant.

Google Slides Quick Start Guide

1. Use built-in slide layouts. Avoid manually adding text boxes for structure.
2. Maintain logical reading order. Arrange content in the correct visual order (top-to-bottom, left-to-right).
3. Add alt text to images and graphics. Right-click → Alt text → Provide a brief, meaningful description.
4. Use sufficient color contrast. Ensure strong contrast between text and background. Use our approved high-contrast text and background colors. Do not rely on color alone to convey meaning. For example, in a “Project Status” slide, don’t just use a red circle for “Delayed” and a green circle for “On Track.” Add icons (like an “X” or a “Checkmark”) or text labels inside the shapes.
5. Keep slides simple and readable. Use plain language and short bullet points.
6. Use descriptive link text. Avoid “click here” or pasting full URLs. Use text that clearly explains the destination or action, such as “Apply for Scholarships.”
7. Provide captions for embedded videos.
8. Test with keyboard navigation. Ensure users can move through slides and content without a mouse.

Google Slides Courses & Tutorials

• Present slides with captions (Google)
• Make your document, presentation, sheets & videos more accessible (Google)

Microsoft Excel Quick Start Guide

1. Use clear column and row headers. Structure data in a simple grid with one header row.
2. Convert data ranges into Tables. (Insert → Table). This improves navigation and structure.
3. Avoid merged cells when possible.
4. Add alt text to charts and images.
5. Use sufficient color contrast. Use our approved high-contrast text and background colors. Do not rely only on color to communicate status. For example, a column where the status is clearly written out, or a symbol is used in combination with the color. Done ✓
6. Label sheet tabs clearly.
7. Run the Accessibility Checker. (Review → Check Accessibility).

Microsoft Excel Courses & Tutorials

• Accessibility best practices with Excel spreadsheets (Microsoft)
• How to Make an Accessible Spreadsheet in Microsoft Excel (GSA)
  U.S. General Services Administration. Section508.gov website. The Accessible Electronic Document Community of Practice (AED CoP) created this series of videos to explain and demonstrate the minimum steps needed to ensure your Microsoft Excel spreadsheet is Section 508 conformant.

Google Sheets Quick Start Guide

1. Use a clear header row. Freeze the header row (View → Freeze) for easier navigation.
2. Keep table structure simple. Avoid merged cells and blank rows within data.
3. Add alt text to charts and images.
4. Use high-contrast colors. Use our approved high-contrast text and background colors. Do not rely only on color to communicate status. For example, a column where the status is clearly written out, or a symbol is used in combination with the color. Done ✓
5. Name sheets clearly and logically.
6. Ensure logical reading order.

Google Sheets Courses & Tutorials

• Make your document, presentation, sheets & videos more accessible (Google)

Microsoft Visio Quick Start Guide

1. Use built-in templates and shapes.
2. Add alt text to shapes and diagrams. Right-click shape → Format Shape → Alt Text.
3. Provide clear, descriptive titles. Group related objects logically.
4. Ensure sufficient color contrast. Use our approved high-contrast text and background colors.  Do not rely solely on color to convey meaning—use labels or patterns. For example, differentiate elements by shape (e.g., diamonds vs. rectangles) rather than just by color.”
5. Simplify complex diagrams where possible.
6. Run the Accessibility Checker before exporting.
7. Export as a tagged PDF if sharing externally.

Microsoft Visio Courses & Tutorials

• Make your Visio diagram accessible to people with disabilities (Microsoft)
• Make a diagram accessible in Visio for the web (Microsoft)