Accessible Documents & Presentations

Documents and presentations — whether created in Microsoft Word, PowerPoint, Google Docs, or Adobe PDF — must be designed with accessibility in mind. Accessible files ensure that all users, including those using screen readers or assistive technology, can access your materials effectively. Following a few simple guidelines improves readability, navigation, and user engagement across devices and platforms.

Top 5 Universal Guidelines for Accessible Files

Built-in templates provide a strong foundation for accessible design. They:

  • Ensure consistent heading structures, color contrast, and font size
  • Save time and reduce formatting errors
  • Comply with accessibility standards like WCAG and Section 508

UMBC Templates:

  • UMBC PowerPoint Template (available in standard/4:3 and widescreen/16:9 format)
  • UMBC Google Slides Template (available in widescreen/16:9 format)
    Log into Google Slides: Select Template Gallery to access.

Headings guide navigation and give documents structure:

  • Use built-in styles (Heading 1, Heading 2, etc.) — don’t just bold or enlarge text
  • Keep headings in a logical order (don’t skip levels)
  • Break content into smaller sections under clear headings
  • Use the Title and Subtitle styles to identify the document or slide’s main topic

Images, charts, and graphics must include alt text:

  • Keep alt text concise (1–2 sentences focused on the image’s meaning)
  • Avoid “Image of…” or “Graphic of…” (screen readers already announce it)
  • Use alt text for SmartArt and icons if they convey meaning
  • Repeat the essential image text in the body if the image contains embedded words
  • Use AI tools (like Gemini or Copilot) to help get started, but always review and revise

Text should be easy to read across formats:

  • Use sans serif fonts (e.g., Arial, Open Sans)
  • Avoid ALL CAPS, italics, and excessive underlining
  • Use bold or larger font size for emphasis, not just color
  • Underline hyperlinks and avoid relying on color alone to indicate meaning
  • Verify contrast using tools like WebAIM Contrast Checker

Tables can be challenging for assistive tech if not properly structured:

  • Use simple layouts (no merged or split cells)
  • Include clear column headers
  • Avoid blank cells where possible
  • Check that tables display well on mobile devices (avoid horizontal scrolling)
  • Pin header rows in Google Docs or Word for better screen reader navigation

Specific tools used at UMBC

General Tips:

  • Use built-in heading styles in Docs to provide structure (Heading 1, Heading 2, etc.)

  • Add alt text to images and charts (Right-click → Alt text)

  • Use the Grayscale test to check if color alone conveys meaning

  • In Slides, ensure text is not embedded in images

  • Use list styles instead of manually created dashes or numbers

  • Avoid excessive use of bold, italics, and underlining for emphasis

Quick Wins:

  • Use large, legible fonts and consistent formatting

  • Don’t use slide templates with low contrast or over-complicated layouts

  • Always provide descriptive hyperlink text (e.g., “Download course guide” instead of “Click here”)

Helpful Guides:

General Tips:

  • Use the built-in heading styles (Home > Styles) to create a logical structure

  • Add alt text to all non-decorative images (Right-click → Edit Alt Text)

  • Ensure table headers are properly identified and avoid merged cells

  • Maintain good color contrast — especially in slide backgrounds and text

  • Use slide layouts instead of drawing text boxes (PowerPoint)

  • Avoid using images to represent text unless necessary

Quick Wins:

  • Use large, readable fonts (minimum 12pt for Word; 18pt for slides)

  • Provide meaningful link text for hyperlinks

  • Avoid “wall of text” slides — use bullets and spacing

Helpful Guides:

PDFs are commonly used for course materials, handouts, and administrative forms, but they can pose serious accessibility challenges if not created properly. Fortunately, with a few key steps and the right tools, you can make your PDFs accessible.

For basic accessibility, every PDF should include:

  • Tagged content to provide a logical reading order
  • Alt text (descriptions) for images and charts
  • Headings (properly nested using styles from Word or Acrobat)
  • Descriptive link text (not raw URLs)
  • Searchable, selectable text (avoid scanned image PDFs unless OCR is applied)
  • Clear, consistent layout using lists, headings, and columns appropriately
  • High contrast and legible fonts (minimum 12pt recommended)

If you use fillable PDF forms, they must also be accessible. For example, accessible PDF forms must be:

  • Keyboard-navigable

  • Contain clearly labeled form fields

  • Provide instructions for completion

  • Use logical tab order

UMBC provides Adobe Creative Cloud licenses to faculty and staff. This includes Adobe Acrobat Pro, which is required for advanced PDF accessibility checks and form remediation.

Helpful Guides

Accessibility Checkers: Built-In Support

You don’t have to do it alone — Word, PowerPoint, and Adobe Acrobat all include accessibility checkers:

  • Microsoft Word/PowerPoint:
    Go to Review → Check Accessibility
    Review recommended fixes for alt text, heading order, and more.
  • Google Docs/Slides:
    Use third-party tools like Grackle or Chrome extensions to run checks. Note: The free version of Grackle is limited.
  • Adobe Acrobat:
    Use Accessibility Tools → Full Check, then review and fix common issues using the guided report.

Tip: Acrobat’s “Guided Actions” can fix many issues automatically and help you address others step-by-step.

Practice, practice, practice

  • Try remediating a document or presentation using the built-in tools.
  • Start by fixing missing alt text, improving headings, and checking contrast.
  • Consider reviewing your most-used handout or course slide deck.