Web accessibility ensures that web content is usable by everyone, regardless of physical or mental abilities, technology, or language. Together, we can ensure that our website content is accessible, accurate, and understandable.

requires state and local government organizations, including public universities like 糖心Vlog传媒 Little Rock, to meet specific digital accessibility standards. These regulations ensure people with disabilities can fully participate in education and other services.

Although the university website was designed with accessibility in mind, uploaded documents and PDFs must also meet accessibility standards. This means your documents must be created to be accessible before you upload them to your site.

To create accessible documents, follow the step-by-step guidance for common tools and document types listed below.

Using Microsoft Word

  • : To give a Word document a title, go to File > Properties > Summary. Fill in the title field and select OK.
  • Use correct headings order. Headings should not be decorative. Screen readers rely on a logical heading structure (H1, H2, H3) for in-page navigation.
  • . Alt text describes visual content for people who are blind or have low vision. 
  • . If possible, present data another way, like paragraphs with headings. If you have to use a table, take steps to make sure it’s accessible. Only use tables for data鈥攏ot for layout.
  • . The right font and colors help improve the legibility and readability of your document.
  • Avoid using “Click here.” Instead link to a page title or specific destination, such as “Learn more about the branding guide.”
  • |
  • (Never use “Print to PDF.” This removes accessibility tags. Always use “Save As PDF.”)

How to Save Your Word File as a PDF

Before exporting your Word file as a PDF, run it through Word’s . Whether using a Mac or PC, when you’re ready to export your Word file as a PDF, select File from the main Word menu. Then choose Save As.

Microsoft Word 'File' menu sidebar open with the 'Save As' option selected and highlighted.

The Save As dialog box opens. Where it says Save As, you can keep the original file name or enter a new name. From the File Format dropdown box, choose PDF.

Microsoft Word 'Save As' dialog box with the 'PDF' option selected and highlighted.

Next, select the first of two options: Best for electronic distribution and accessibility.
Click the blue Export and specify where you want to save it such as in Documents, etc.

Microsoft Word dialog box with the Export button highlighted.

Open the PDF in Adobe Acrobat Pro (software is free to employees) and run the accessibility checker to identify any errors. If the document fails any tests, go back to the original Word file to make the necessary corrections.

Once fixed, export the document as a PDF and re-run the Acrobat checker to confirm it passes.

Note: When using Acrobat’s accessibility checker, an automated “Pass” does not always mean the PDF is truly accessible. The Acrobat checker will always flag two items that require manual checks: logical reading order and color contrast. Logical reading order is checked by using or a screen reader to make sure content is read in the correct order. Color contrast is checked by looking at the text to see if it鈥檚 easy to read or using a .

Videos: Accessibility and Word Documents

Using Google Docs

Unfortunately, Google Docs lack some key accessibility functions and have less support for creating accessible content. So, we recommend using Word to create accessible documents.

If you do use Google Docs to create content, be mindful of its limitations and recommendations. Google .

When creating, Google Docs:

  • Use proper headings. Go to the Styles drop-down menu. Choose a heading level (e.g., Heading 1 for the title, Heading 2, Heading 3, etc.)
  • Avoid using decorative images: Do not use images that lack purpose or meaningful content, since Google Docs cannot mark images as decorative.
  • Use alt text (Title vs. Description): Google Docs offers two different fields when you enter alt text. Only enter alternative text in the Description field not the Title field.
  • Avoid using “Click here.” Instead link to a page title or specific destination, such as “Learn more about the branding guide.
  • Avoid using tables. You cannot tag row and column headers in a table in Google Docs. If a table is needed, use Microsoft Word.
  • Avoid using Google Docs to PDF conversion. This creates an inaccessible PDF. Instead, create the document in Google Docs and make it as accessible as possible. Then, save the Word document as a PDF using “Save As.”

Using Adobe Acrobat Pro

We recommend using Word or Google Docs to start creating accessible documents. While Adobe Acrobat Pro (not Reader) can be used to remediate an inaccessible PDF, you should begin with the original Word or Google Docs. Why? The fastest way to remediate a document is at its source file rather than fixing the output file.

While Acrobat Pro has accessibility tools, It’s often a “band-aid” solution for structural issues that should have been handled when the document was first written. Acrobat Pro provides tools to create and verify PDF documents against common accessibility standards. Learn more at:

  • .

Using InDesign

Adobe InDesign is typically used by graphic designers. InDesign鈥檚 streamlined workflow can convert layouts into screen-reader-ready PDF documents. Learn how to:

Videos: Accessibilty and InDesign

Note: Always double check your PDFs for accessibility in Acrobat or another tool because the InDesign export can produce errors.

Additional Resources