Documents
Documents like Word files, spreadsheets, and Google Docs should be easy for everyone to read and use. Simple steps like using headings, descriptive links, and alt text for images help people using assistive technologies—and make documents better for all readers. Use the resources on this page to learn how to create accessible documents.
For guidance on making PDFs accessible, see the PDF Accessibility [link] page.
Before you create a document
Build accessibility in from day one. When documents are structured correctly at the start, they’re much easier to maintain and need far less fixing later. Whenever you can, choose accessible formats like HTML webpages, Word documents, or Google Docs instead of PDFs. They’re more accessible, work better on mobile, and are easier to update.
Who is responsible?
Anyone who creates, uploads, edits or distributes documents for instruction, communication, marketing, promotion, or other academic or business purposes is responsible for ensuring those materials are accessible.
What standards do you need to meet?
All documents must comply with the required WCAG 2.1 AA standards. These guidelines are referenced in WMU’s Digital Accessibility Policy (coming soon) and in the ADA Title II federal regulations.
What to do?
Use the following best practices to help ensure your documents are accessible to all users.
- Headings: Use true, nested headings (Heading 1 → Heading 2 → Heading 3) to organize content.
- Reading order: Ensure content follows a logical reading order.
- Lists: Use built-in ordered (numbered) or unordered (bulleted) list tools.
- Tables: Use tables only for data—not for layout. Include header rows (and columns when applicable), avoid merged or split cells when possible, and keep tables simple and readable
- Images: Provide meaningful alt text for informative images. Mark decorative images as decorative/empty alt (alt="").
- Links: Use descriptive link text that clearly indicates the destination or action (e.g., “Download the accessibility guide” instead of “click here”). Check for and fix broken links regularly.
- Color and contrast: Ensure sufficient contrast for text and essential visuals; do not rely on color alone for meaning.
- Language and titles: Set the document language in the document settings. Provide a clear, descriptive document title to help users understand the content and context.
- Fonts and formatting: Use accessible, easy-to-read fonts such as Montserrat, Arial, Calibri, or Verdana. Use at least 12-point font, avoid excessive italics, all caps or underlining, and use consistent spacing and alignment.
Exporting to PDF (only when needed)
If a PDF is required, export the document properly to preserve accessibility features.
Use "Save As" or "Export to PDF (tagged)" or Adobe PDF Maker. This helps retain:
- Heading structure
- Tags
- Reading order
- Bookmarks
- Accessibility metadata
Run a PDF accessibility check after exporting to confirm that tags, reading order, and other accessibility features were preserved. For step-by-step guidance, visit the Accessible PDFs page.
What tools are available?
- Check accessibility while you work in Word, Excel, and PowerPoint
- Word document Accessibility Checker (video)
- Grackle for Google Workplace
What training and resources are available?
Word
- Make your Word documents accessible
- Improve accessibility with heading styles (video)
- Improve accessibility with alt text for image (video)
- Create accessible links in Word (video)
- Create accessible tables in Word (video)
- Check the accessibility of your document (video)
- Headings in Microsoft Word
- Siteimprove Accessibility for Word
Excel
- Accessibility best practices with Excel spreadsheets
- Start with an accessible Excel template (video)
- Create more accessible tables in Excel (video)
- Create more accessible charts in Excel (video)
- Siteimprove Accessibility for Excel
Google Docs
Siteimprove Learning Hub
To learn how to sign in to Siteimprove's Learning Hub using WMU's single sign-on (SSO) and access training resources, visit the Siteimprove: Learning Hub initial setup help article in goWMU.