Guidelines for creating accessible documents

Accessible documents are easier to use, read, and understand.

When a document is accessible, everyone has the same opportunity to access information, whether or not they have a disability.

It is important to keep accessibility in mind from the start. The following guidelines will help you prevent the most common accessibility barriers. This includes barriers faced by people who use screen readers or other assistive tools.

5. Make your content easy to navigate.

• Give each section of your document a title (and a subtitle, if needed).
• Create headings and subheadings in each section. Headings provide structure. They also make text stand out and help the reader scan the content to quickly find what they need.
  • Write headings in a logical order. Higher-level headings should provide the context for lower-level headings.
  • Do not skip heading levels.
  • Ensure headings are clearly marked as headings. For example, if you are using Microsoft Word, use the Styles function. The Navigation pane under the View menu is a useful tool to verify whether headings have been properly applied. (How to customize or create new styles.)
• Include a table of contents. You can generate one using the built-in feature of your word processing software. Ensure it reflects the headings in the document. (How to insert a table of contents using Microsoft Word.)
• Check the document properties. Make sure they are correct and complete (title, author, subject, and so forth). (How to view or change the properties of an Office file.)
• Use short bullet lists, where possible.
• Ensure your hyperlink text is descriptive.
  • Links must describe the content a person will find once they click on it (for example, Sign up for our newsletter).
  • Avoid generic wording like “Click here” or “Read more.”
  • Avoid using the URL as the link text (unless it is in a printed document).

6. When necessary, use tables to organize complex data. Ensure the table is accessible. 

• A table that is not accessible may not be readable by a screen reader. Make sure all users can access all of the information in a table.
• Use the built-in features of your word processing software to create tables. Add column headings and define the header row.
  • How to create accessible tables using Microsoft Word
• Avoid using nested tables and merged or split cells.
• Avoid blank rows and columns. 
• Avoid leaving a cell empty. If necessary, put an em dash (—) or Not Applicable (use N/A if space is limited) in the cell

8. Add accessibility features for visual and aural (sound) elements such as photos, videos, icons, and diagrams.

• Add alt text to all visual elements. Alt text is a description, such as a short summary. Alt text conveys the meaning and context of an image, such as a photo or chart, that has been pasted into the document. Alt text is read aloud by screen readers. Useful alt text helps the user understand what is on the screen. Well-written alt text reduces uncertainty and improves the user’s experience.
  • How to write useful alt text using Microsoft 365.
• Mark images that don’t add contextual information as “decorative.”
• Describe the audio of a video. 
• Add a text description when important visual information is not fully captured in a video.
• Include open or closed captions (subtitles) on videos posted to websites and social media.
  • Closed captions are generated by a human and can be turned off at any time.
  • Open captions are generated automatically. They are permanently on screen and cannot be turned off.
• Create a transcript of any spoken words that are part of a video or audio recording. Offer the transcript as an alternate format