Document Accessibility Checklists

Microsoft Word

  • Structure & Headings

    • Use built-in heading styles (Heading 1, Heading 2, etc.) for document structure.
    • Ensure headings are logical and sequential (no skipping from Heading 1 to Heading 4).
    • Use normal paragraph style for body text, not manual font changes.

  • Document Layout

    • Use true lists (bulleted or numbered lists) instead of typing symbols or numbers manually.
    • Avoid using tabs or spaces for alignment— use Word’s alignment tools.
    • Use page breaks (not multiple returns) between sections or pages.
    • Ensure reading order makes sense when read top to bottom.

  • Fonts & Text

    • Use simple, sans-serif fonts (e.g., Calibri, Arial, Verdana).
    • Keep font size at least 12pt for body text.
    • Avoid ALL CAPS or excessive italics.
    • Maintain consistent spacing and alignment (left-aligned preferred).

  • Color & Contrast

    • Ensure sufficient color contrast between text and background (minimum 4.5:1).
    • Do not use color alone to convey meaning (e.g., red text for errors).
    • Use high-contrast themes or the WebAIM Contrast Checker to confirm readability.

  • Links

    • Use descriptive link text (e.g., “Visit the Accessibility Website” instead of “Click here”).
    • Ensure links are underlined or clearly distinct from surrounding text.
    • Avoid using only color to convey that something is a link.

  • Image & Graphics

    • Add alt text to all meaningful images, charts, and graphics.
    • Mark decorative images as “decorative” in the Alt Text panel.
    • Ensure charts or complex images are also described in the text or a data table.

  • Tables

    • Create by using “Insert Table” and now “Draw Table”. 
    • Use simple tables (no merged/split cells when possible).
    • Specify a header row and repeat it on each page if table spans multiple pages.
    • Provide table summaries if data is complex.

  • Accessibility Checker & Metadata

    • Run Word’s built-in Accessibility Checker (Review to Check Accessibility).
    • Add a document title in File > Info > Properties.
    • Ensure language is set correctly (Review to Language to Set Proofing Language).
    • Save as a tagged PDF (File to Save As to PDF to Options to “Document structure tags for accessibility”)

Microsoft PowerPoint

  • Slide Structure

    • Use built-in slide layouts (e.g., Title Slide, Title and Content) — don’t manually add text boxes.
    • Ensure each slide has a unique and descriptive title.
    • Keep slide order logical and consistent for screen reader navigation.

  • Text & Readability

    • Use clear, sans-serif fonts (e.g., Arial, Calibri, Verdana).
    • Use at least 18pt font size for readability.
    • Maintain high color contrast between text and background.
    • Avoid using color alone to convey meaning — add labels or symbols.
    • Keep text concise and avoid cluttered slides.

  • Color & Design

    • Use high-contrast themes or accessible templates.
    • Check color combinations with a contrast checker tool.

  • Links & Navigation

    • Use descriptive hyperlinks (e.g., “Visit the Library website” instead of “Click here”).
    • Check all links to ensure they work as expected.
    • Limit or avoid using transitions and animations.

  • Image & Graphics

    • Add alt text to all meaningful images, charts, and graphics.
    • Mark decorative images as decorative in the alt text panel.
    • Ensure charts and graphs include data labels or summaries in text form.

  • Multimedia

    • Provide captions or transcripts for any audio or video content.
    • Avoid automatic audio playback.
    • Describe visuals or charts in the narration.

  • Tables

    • Use simple tables — avoid merged or split cells.
    • Include header columns and/or rows and ensure they’re identified as headers.
    • Provide a brief text summary of the data if the table is complex.

  • Reading Order

    • Use the Selection Pane to check and adjust reading order.
    • Reading order should follow the logical sequence of the slide (title to main content to images).

  • Accessibility Checker

    • Run Microsoft’s Accessibility Checker (Review to Check Accessibility).
    • Address all listed issues before sharing.
    • Re-run the checker after making changes.

  • Saving & Sharing

    • Save as a .pptx file.
    • If exporting to PDF, select “Enable accessibility and Reflow with Tagged PDF” under “Save Adobe PDF File as” to Options.
    • Test the final version with a screen reader, if possible.

PDF Remediation Checklist

  1. Prep

    • Open in Acrobat Pro
    • Run Accessibility Checker
    • Check if tags exist

  2. Text Layer

    • Run OCR if scanned
    • Confirm text is selectable/searchable

  3. Structure

    • Autotag, then fix manually
    • Apply correct heading levels
    • Tag paragraphs, lists, and tables properly

  4. Reading Order

    • Use Reading Order Tool
    • Ensure logical flow (left to right, top to bottom)
    • Mark decorative elements as artifacts

  5. Images & Links

    • Add alt text to meaningful images
    • Mark decorative images as artifacts
    • Ensure links are descriptive and tagged

  6. Forms (If present)

    • Add tooltips/labels
    • Set tab order

  7. Metadata

    • Set document language
    • Add descriptive title
    • Confirm security allows assistive tech

  8. Final Check

    • Run Accessibility Checker again
    • Test with a screen reader

Additional Resources

For more information on creating accessible documents, visit: