Creating Accessible Documents and Forms

Design and Create in an Accessible Authoring Program

Authoring tools like Microsoft Word, Microsoft PowerPoint, and Adobe InDesign make creating accessible documents, forms, and presentations relatively straightforward. Rather than learning entirely new authoring methods, you may simply do the things you’re already doing, just a little bit differently. Even when a document is ultimately published as an accessible PDF, accessible design in the original authoring platform will allow for more sustainable and unchallenging efforts to apply modifications in the future.

Visual Considerations

1. Typography

   • Avoid serif fonts and ALL CAPS (outside of explained acronyms) for purposes of readability.

   • Use size 12 pt. font or larger for documents and size 18 pt. or larger for presentations.

2. Readability

   • Use the simplest language appropriate for your content.

   • Use columns, horizontal line separators, and empty (white) space strategically to improve readability.

   • Use images, graphics, and diagrams to dynamically supplement text.

   • Proofread for misspellings, grammar errors, and broken links.

3. Color

   • Never use color alone to convey meaning.

     • Use headings, accessible tables, lists, and other structural tools to differentiate between categories. Color may still be used to supplement.

   • Ensure appropriate color contrast between foreground and background.

     • Input associated hex keys into a color contrast checker like the WebAIM Contrast Checker.

Structural Considerations

1. Properties

   • Ensure that you include a descriptive title and that the language of the document is set appropriately.

2. Headings

   • Use properly formatted, hierarchical heading structure for section titles only. Use only one Heading 1.

     • Modify heading structure in Word using the styles gallery.

     • Export heading structure in InDesign with paragraph style options.

     • Use built-in slide designs and unique slide titles in PowerPoint.

3. Links

   • Use descriptive links that make sense out of context.

     • Do not use generic phrases like “learn more,” “click here,” or “more information.”

     • Avoid lengthy or complex URLs as link text.

4. Alternative Text

   • Include alternative text that describes the content and function for all non-decorative images.

     • Add alternative text to an object in PowerPoint or Word.

     • Add alternate text to images in InDesign.

5. Lists

   • Use properly formatted, built-in list structure for bulleted and numbered lists.

6. Tables

   • Designate properly formatted header rows and columns for data tables.

     • Use table headers in Word.

     • Use table headers in PowerPoint.

     • Add table headers in InDesign.

   • Avoid merged cells, as Office and InDesign do not provide the necessary markup access and editing tools to scope merged cells accessibly.

Overarching Office and InDesign Resources

• Make Your Word Documents Accessible (Microsoft)

• Make Your PowerPoint Presentations Accessible (Microsoft)

• Creating Accessible PDFs: Required Steps in InDesign (Adobe)

Validate Exported PDFs for Accessibility

When you design a document, form, or presentation with an authoring tool that allows for accessible design and export to PDF accurately, accessibility validation can be quick and easy. When you inherit a PDF, and the original document is unavailable, validation and any subsequent remediation may take some time and effort. Please refer to Remediating Inaccessible Documents and Forms for more information.

Validation Checkpoints

1. Export Accurately

   • When exporting from Microsoft Office, “Save As” PDF in order to generate a tagged PDF.

   • You may also use the Acrobat Tab in Office, if available.

2. Validate Accessibility

   • Validate accessibility for exported PDFs in Adobe Acrobat Pro.

Please refer to Validating PDF Accessibility in Adobe Acrobat Pro or Validating PDF Accessibility in Foxit PhantomPDF for more information.