Documents

Overview

Digital documents include word-processing files, designed documents, and PDFs created or edited in tools such as Microsoft Word, Google Docs, Apple Pages, Adobe Acrobat, Foxit PDF Editor, and Canva. They may be shared by email, posted on websites, uploaded to eLC, or attached to course materials.

Accessibility works best when it is built into the source document. Using the authoring tool’s built-in structure and accessibility features creates a more reliable file and reduces remediation when the document is exported or converted.

Presentation software, including Microsoft PowerPoint and Google Slides, is covered on the Slides page. Spreadsheet and data guidance is available on the Data Visualizations page.

Why document accessibility matters

Common document barriers can prevent people from finding, understanding, or interacting with information. Accessible authoring removes barriers such as:

• Missing headings, list structure, and table headers that prevent reliable screen-reader navigation.
• Low contrast, small text, and fixed layouts that make content difficult to read when enlarged or viewed on a smaller screen.
• Links and form controls that cannot be understood or operated with a keyboard.
• Images, charts, audio, or video without equivalent information.
• Dense writing and inconsistent formatting that make information harder to scan and follow.

Accessible documents also support the University of Georgia’s responsibilities under ADA Title II and WCAG 2.1 AA. Building accessibility into the original file saves time and produces a more consistent experience when content is shared, published, or archived.

Core principles for every document

The tools differ by format, but these practices apply across documents, presentations, spreadsheets, and PDFs.

• Use real structure

  Use built-in headings, lists, and table tools instead of relying on bold text, typed symbols, tabs, or spaces. See the Headings, Lists, and Tables techniques.

• Describe meaningful images

  Provide alternative text for images, charts, icons, SmartArt, and other informative visuals. Mark visuals as decorative when they add no information. See the Images technique.

• Write meaningful link text

  Use link text that describes its destination or action. Avoid “click here,” “read more,” and raw web addresses in body content. See the Links and buttons technique.

• Use sufficient contrast and more than color

  Body text needs at least 4.5:1 contrast against its background, and large text needs 3:1. Pair color with text, a symbol, or another visible cue. See the Color contrast and Visual characteristics techniques.

• Set the title and language

  Give each file a descriptive document title and identify its language so assistive technology can announce and pronounce the content correctly. See the Titles and Language techniques.

• Check the document before sharing

  Run the built-in accessibility checker, then manually review the heading outline, reading order, links, tables, and image descriptions. Automated checkers identify common problems but cannot confirm the full experience.

Document tools and formats

Start with the tool used to create or edit the document. Dedicated DAS guidance is linked where it is currently available, and additional guidance is being developed.