Digital accessibility means designing, creating, and selecting digital content that everyone can use, including people with disabilities. Digital accessibility is ensuring everyone can perceive, understand, navigate, and interact with the digital content you create (or choose) in meaningful and effective ways. 

Digital accessibility applies to:

• documents (Word, PDF, PowerPoint, etc.)
• emails
• learning management systems (LMS) and course materials
• third party products (work with IT to request and review VPATs before purchasing)
• videos and audio content
• websites and online forms

Accessibility is not a feature added at the end, instead it’s a design approach that creates with accessibility in mind and removes barriers from the start.

Creating accessible documents ensures that all users, including people with disabilities, can read, navigate, and interact with your content effectively. Whether you’re creating a Word document, PDF, PowerPoint, or another format, accessibility should be built in from the start, not added at the end or an afterthought.

Use Built-In Tools and Features

Most software applications include built-in accessibility features and checkers designed to help us create more inclusive content. Using these tools is one of the easiest and most effective ways to improve accessibility.

For example,

• Microsoft PowerPoint, using pre-designed templates helps ensure proper reading order, color contrast, and slide structure.
• Microsoft Word, applying built-in heading styles (instead of manually formatting text) allows assistive technologies to interpret your document correctly.

Creating with these built-in features puts you much closer to an accessible document than creating content from scratch with manual formatting.

Use Clear Structure

• Organize your document with proper headings (Heading 1, Heading 2, etc.) rather than simply changing font size or style. This creates a logical structure that screen readers can navigate.
• Using bullet points instead of long paragraphs can significantly improve readability and accessibility. Bulleted lists help break information into smaller, easier-to-process chunks, making content more approachable for all users.
• Use the built in bullet and numbering to enhance readability, scanability, and accessibility.

Write Meaningful Content

• Use clear, simple language and avoid unnecessary jargon.
• Write descriptive headings and link text so users understand context without needing additional explanation (e.g., “Download the accessibility guide” instead of “Click here”).

Add Alternative Text

• Provide alternate (alt) text for images, charts, and graphics.
• Alt text should briefly describe the purpose or content of the visual so users who cannot see it still receive the information.

Ensure Sufficient Color Contrast

• Text should have enough contrast against its background to be readable by users with low vision or color blindness.
• Avoid relying on color alone to convey meaning. For example, extended hours in red with no other identifying information.

Use Accessible Tables

• Keep tables simple, include header rows, and avoid merged or split cells, as these can create confusion for assistive technologies.

Make Links Descriptive

• Avoid vague phrases like “click here” or "read more".
• Avoid pasting the full URL as visible text (e.g., https://www.example.com/page123xyzzzzzzzzzzzz)
• Links should have meaningful text and clearly indicate their destination.

Use Readable Fonts

• Choose simple, legible fonts and ensure text size is large enough to read comfortably.

Check Accessibility

• Use built-in accessibility checkers in tools like Microsoft Word, Microsoft PowerPoint, or Adobe Acrobat to identify and fix issues before sharing your document.

Exporting to PDF and Preserving Accessibility

When you create a document using built-in accessibility features, such as heading styles, alt text, lists, tables, etc., then export it to PDF, many of the accessibility elements will carry over into the PDF. This helps preserve the structure and meaning of your content, making the PDF more usable for people who rely on assistive technologies. Please note: exporting to PDF alone does not guarantee PDF accessibility. Prior to distributing or posting a PDF, verify accessibility but using the accessibility checker in Adobe Acrobat. This step helps identify any remaining issues and provides you an opportunity to resolve.

Quick Start Checklist

When creating digital content, whether a document, email, or website, be sure to incorporate accessibility best practices from the start. While websites and webpages may require additional or slightly different considerations than documents and emails, the core principles are largely the same. For helpful guidance, refer to the World Wide Web Consortium (W3C) resource: Introduction to Web Accessibility.

Things to consider (flyer below): Nine things to consider to ensure accessibility for those who may have vision, auditory, cognitive and motor limitations.

Listed below are some accessibility design aspects to consider:

1. Is text I am using legible?

   Am I using a sufficient font size (no less than 12 pt. font)? 

   Is the font style easy to view and read? (Typefaces and Fonts)

2. Is the text real? 

   Is the text content searchable and selectable or a picture of text?

3. Does the content have a descriptive title at the top page?

   Am I am I using headings to provide a structured, hierarchical outline (like a table of contents) that assistive technologies, such as screen readers, use to navigate digital content efficiently?

4. Is link text descriptive and meaningful? 

   Does the text accurately describe the link description or purpose?

5. Good use of color. 

   Is there adequate contrast between text color and the color of the background?

   Does color is the only means of conveying meaning?

6. Can I resize and read up to 400% without horizontal scrolling?

   Can I zoom in without distorting the text?

7. Can I navigate using keyboard only?

   No need for use of mouse?

8. Did I include accurate captions in my video?

   Every video should have accurate closed captions.

   * Use Accessibility Checkers throughout!

   Most times accessibility checkers are built in! Use them throughout the design process and resolve potential issues prior to distributing.