Documents Best Practices

Accessible documents can be read and used by everyone. They have good document structure, clear writing, and an accessible visual style.

You can make documents accessible by following best practices when creating a document, using accessibility tools to find and fix issues, or reusing templates with accessible design.

• Learn more in Document Accessibility (U-M Canvas)
• Review instructions to make Google Docs more accessible (Google)
• Use Grackle tools for accessibility in Google Docs
• Review instructions to make Word documents accessible to people with disabilities (Microsoft)

Structure

• Use headings to organize your document
  • Headings in Docs (Google)
  • Headings in Word (Microsoft)
• Structure your content with properly formatted lists
  • Lists in Docs (Google)
  • Lists in Word (Microsoft)
• Add a title to your document properties, or metadata
  • Add Title in Docs (U-M ITS)
  • Add Title in Word (U-M ITS)

Images

• Add alternative text to images in your document
  • Alt text in Docs (Google)
  • Alt text in Word (Microsoft)

Tables

• Use table headers to create accessible tables
  • Use simple tables and pin table headers in Docs (Google)
  • Table headers in Word (Microsoft)

Style and Formatting

• Use at least a 12pt simple, sans serif font
• Use font and background colors with good color contrast

Language

• Use plain language to make your writing understandable
• Use unique and concise link text to describe your links

Checker

• Use an accessibility checker to find and fix issues
  • Grackle for Google Docs
  • Built-in accessibility checker in Word

Save and Share

• Preserve accessibility information when sharing your document
  • Use Google Docs sharing features and be aware of limitations on exporting from Docs
  • Save Word file as DOCX and choose correct settings when exporting from Word to PDF

Templates

• Create or use accessible templates for common document types
  • U-M templates
  • Create templates in Word

Training

• Learn more about document accessibility
  • Document Accessibility (U-M Canvas)
  • How to Make an Accessible Document in Microsoft Word (Section508.gov)
  • Fast Track to Accessibility for Document Creators (Deque account required)
  • MS Word Accessibility Techniques (Deque account required)