Updates to the Americans with Disabilities Act (ADA) Title II regulations require public institutions to deliver digital content—including websites, mobile apps, course materials, videos, documents, social media, audio, and emails—in ways that are accessible and inclusive for everyone. The Web Content Accessibility Guidelines (WCAG) Version 2.1, Level AA is the technical standard for state and local governments' web content and mobile apps. 

Digital accessibility is a shared responsibility. MSU-Northern's Office of Teaching and Learning Excellence (OTLE) maintains this page as a hub for resources, how-to guides, tools, and information that supports the ongoing work of digital accessibility and meeting federal accessibility requirements.

Making Documents Accessible - Helpful Tips

  • File Naming: Use clear, descriptive names without generic placeholders like "Document1".
  • Properties: Set the document title within the file metadata (File > Info).
  • Language: Define the primary document language in the settings.
  • Headings: Use built-in styles (Heading 1, Heading 2, etc.) in a logical, sequential hierarchy without skipping levels.
  • Lists: Use built-in bullet or numbering tools rather than manual characters.
  • Reading Order: Organize content in a logical flow and avoid complex layouts like floating text boxes or excessive shapes.

  • Font Choice: Use readable, sans-serif fonts (12pt minimum recommended).
    • Arial, Calibri, Tahoma, Verdana, and Helvetica
  • Alignment: Keep text left-aligned to avoid the uneven spacing of justified text.
  • Contrast Ratio: Ensure text maintains a minimum contrast ratio of 4.5:1 against the background.
  • Color Dependency: Never use color as the only way to convey meaning or data.
  • Alt Text: Provide accurate alt text for meaningful images and mark decorative items as "decorative" (i.e., images that do not convey content).
  • Complex Graphics: Include text descriptions for charts, graphs, or diagrams.

  • Links: Ensure hyperlink text is descriptive and makes sense even if read out of context.
  • Table Purpose: Use tables only for data, never for visual layout.
  • Table Design: Identify header rows and avoid merged or split cells that confuse screen readers.

  • All form fields are properly labeled.
  • Instructions are provided in text, not only visually.

  • Tagging: Confirm the PDF is properly tagged to identify headings, lists, and images.
  • Searchability: Ensure the document is not a "scanned image" and includes OCR text.
  • Forms: Verify that all form fields are accessible and clearly labeled.
  • Accessibility Checker: Use the built-in accessibility tool in Adobe Pro (All Tools > View More [if all tools are not visible] > Prepare for Accessibility > Check for Accessibility).

  • Consistency Check: Use the Styles pane to verify that heading levels are consistent.
  • Breaks: Ensure section or column breaks do not interrupt the natural reading order.
  • Use "Export" or "Save As" to preserve your built-in styles and heading hierarchy when converting to PDF; "Print to PDF" will lose the accessibility formatting.
  • Accessibility Checker: Use Microsoft's built-in Accessibility Checker (Review tab > Accessibility Checker).

  • Layouts: Place all content within standard slide layouts rather than inserting floating text boxes.
  • Unique Titles: Give every slide a unique, descriptive title.
  • Selection Pane: Use the Selection Pane to verify and set the correct reading order for each slide.
  • Animations: Keep animations minimal and ensure they don't rely on timing alone.
  • Reading Order: Verify reading order of slides. PowerPoint will tag items in the order they were added to the slide.
  • Accessibility Checker: Use Microsoft's built-in Accessibility Checker (Review tab > Accessibility Checker).

  • Sheet Naming: Provide descriptive names for every worksheet tab.
  • Cell A1: Place a meaningful starting point or summary in cell A1.
  • Clarity: Minimize blank rows and columns to keep data sets tight for screen readers.
  • Accessibility Checker: Use Microsoft's built-in Accessibility Checker (Review tab > Accessibility Checker).

Making Documents Accessible - Resources