Top Tips: Create Accessible Documents

Need quick, at a glance guidance? This article breaks down the most common accessibility tips for popular apps. It's not all-inclusive, but it hits the big ones.

Creating accessible documents from the start is the most efficient and effective way to ensure everyone can access your information. You'll create materials that are usable by a wider audience. Here are brief guides for common applications. For more in-depth instructions, see additional articles in this Knowledge Base or contact Krista Poppe.

In this article:

1. Microsoft Word
2. Microsoft PowerPoint
3. Microsoft Excel
4. Google Docs
5. Google Slides
6. Google Sheets
7. Apple Pages
8. Apple Keynote

Microsoft Word

Microsoft Word has robust built-in tools to help you create accessible documents.

Use the Accessibility Checker: Go to Review > Check Accessibility. This tool identifies potential issues and provides guidance on how to fix them.

Key things to address:

• Headings: Use true heading styles (Heading 1, Heading 2, etc.) from the Styles pane to structure your document logically. This helps screen reader users navigate.
• Alternative Text (Alt Text) for Images: Add descriptive alt text to all images, charts, and graphics so users who cannot see them understand their content and purpose. Right-click the image, select "Edit Alt Text..." (or "Format Picture" then "Alt Text").
• Meaningful Hyperlinks: Instead of a messy URL or a generic "Click Here," use descriptive text for links, like: Accessibility at Binghamton University.
• Lists: Use Word’s built-in tools for bulleted and numbered lists.
• Tables: Ensure tables have a designated header row and are used for data, not layout. Keep them simple.
• Color Contrast: Ensure sufficient contrast between text and background colors. The Accessibility Checker can help identify some of these issues.

Saving as PDF: When saving, choose File > Save As (or Export), select PDF as the format. Before saving, click Options... (or More options...) and ensure "Document structure tags for accessibility" is checked.

Microsoft PowerPoint

PowerPoint presentations also need to be accessible for all users.

Use the Accessibility Checker: Go to Review > Check Accessibility. This tool will scan your presentation and list any accessibility concerns.

Key things to address:

• Unique Slide Titles: Ensure every slide has a unique title (even if hidden off-screen if visually not desired) to aid navigation.
• Reading Order: Check and adjust the reading order of elements on your slides using the "Selection Pane" (Arrange > Selection Pane). Objects are read from bottom to top in the pane.
• Alternative Text (Alt Text): Provide descriptive alt text for all images, charts, graphs, and other visual elements. Right-click the object, select "Edit Alt Text...".
• Meaningful Hyperlinks: Use descriptive link text.
• Table Structure: If using tables, define a header row and ensure simplicity.
• Slide Layouts: Use pre-defined slide layouts whenever possible as they have built-in structure. Starting with a blank slide and adding text boxes manually creates inaccessible slides. 
• Color Contrast: Ensure text and background colors have sufficient contrast.

Saving as PDF: When saving, choose File > Save As (or Export), select PDF as the format. Before saving, click Options... (or More options...) and ensure "Document structure tags for accessibility" is checked. Also, consider settings for including notes or other relevant information if applicable.

Microsoft Excel

Spreadsheets can present significant accessibility challenges, so it's crucial to structure them clearly.

Use the Accessibility Checker: Go to the Review tab and click Check Accessibility. This tool scans the entire workbook and flags issues.

Key things to address:

• Structure Data in Tables: For any data range, use the Format as Table feature on the Home tab. This defines header rows and columns, which is essential for screen readers.
• Give Sheet Tabs Unique Names: Name every sheet tab descriptively (e.g., "Fall 2025 Enrollment Data" instead of "Sheet1"). Delete blank sheets.
• Avoid Merged Cells: Merged cells can prevent a screen reader from navigating correctly. To center text across columns, select the cells, right-click, choose Format Cells > Alignment, and select Center Across Selection from the Horizontal drop-down menu.
• Use Meaningful Hyperlinks: Clearly describe the link's destination.
• Don't Use Color Alone: Ensure that color is not the only way information is conveyed (e.g., use a "Status" column with text in addition to color-coding cells).
• Add Alt Text: Provide descriptive alt text for all charts, images, PivotCharts, and other floating objects.

Google Docs (with Grackle Workspace add-on)

Grackle Workspace is an add-on that significantly enhances Google Docs' accessibility checking and remediation capabilities. It is available to everyone at Binghamton University. 

Launch Grackle: Grackle Workspace is available to all Binghamton University staff, students, and faculty. Open it from the Extensions menu (Extensions > Grackle Docs > Launch). Grackle will scan your document and provide a step-by-step guide to fix issues.

Key things Grackle helps you address:

• Document Title & Language: Ensure these are correctly set.
• Headings: Grackle checks for logical heading structure (Heading 1, Heading 2, etc.) and helps you apply them correctly.
• Images: Prompts you for alternative text.
• Tables: Checks for table headers and proper structure.
• Lists: Verifies correct list formatting.
• Color Contrast: Identifies text with insufficient contrast against its background.

Follow Grackle's guidance to address each identified issue directly within its interface. Use the "Re-Check" button at the top of the Grackle sidebar to ensure no accessibility issues remain, and then use the "Export to PDF" button for an accessible PDF.

Google Slides (with Grackle Workspace add-on)

Similar to Google Docs, the Grackle Workspace add-on is essential for making Google Slides accessible.

Launch Grackle: Open Grackle from the Extensions menu (Extensions > Grackle Slides > Launch). It will analyze your presentation and highlight accessibility issues.

Key things Grackle helps you address:

• Presentation Title & Language: Ensures these fundamental elements are set.
• Unique Slide Titles: Checks that each slide has a title for navigation.
• Reading Order: Helps you verify and correct the reading order of elements on each slide.
• Images & Objects: Guides you in providing appropriate alt text for all visual content.
• Tables: Checks for proper table structure, including headers.
• Color Contrast: Detects issues with text and background color combinations.

Follow Grackle's guidance to address each identified issue directly within its interface. Use the "Re-Check" button at the top of the Grackle sidebar to ensure no accessibility issues remain, and then use the "Export to PDF" button for an accessible PDF.

Google Sheets (with the Grackle Workspace add-on)

Use the Grackle add-on for Sheets to find and fix accessibility issues in your spreadsheets.

Launch Grackle: Open it from the Extensions menu (Extensions > Grackle Sheets > Launch). It will scan your workbook and report issues in a sidebar.

Key things Grackle helps you address:

• Workbook & Sheet Properties: Checks for a document title and ensures all sheets have unique, descriptive names.
• Merged Cells: Identifies any merged cells so you can remove them to improve navigation for screen readers.
• Table Headers: Verifies that data tables have a defined header row (tip: use View > Freeze > 1 row to create a standard header row).
• Color Contrast: Detects issues with text and background color combinations.
• Charts & Images: Flags any charts or images that are missing alt text and provides a simple way to add it.
• Hidden Content: Alerts you to hidden rows or columns that might still be read by assistive technology.

Apple Pages

Apple Pages includes features to help you create accessible documents. While it doesn't have a single "Accessibility Checker" button like Microsoft Office, focusing on proper document structure is key.

Key things to address:

• Structure with Styles: Use Paragraph Styles (e.g., Heading 1, Heading 2, Body) to define the structure of your document. This is crucial for navigation with assistive technologies. Access styles from the Format sidebar.
• Alternative Text (Descriptions): Add descriptive text for images, charts, audio, and video. Select the object, go to the Format sidebar, choose the Image, Movie, or Audio tab, and enter text in the Description field.
• Table of Contents: Generate a Table of Contents (Insert > Table of Contents) from your heading styles to provide an overview and navigation.
• Lists: Use the built-in list formatting tools for bulleted or numbered lists.
• Tables: For data tables, ensure they are simple. You can indicate header rows and columns in the Table tab of the Format sidebar.
• Color Contrast: Manually ensure that text has sufficient contrast with its background.

Exporting: When exporting to PDF (File > Export To > PDF), ensure "Include accessibility tags" (or similar wording, often enabled by default if structured well) is active. Consider EPUB as an alternative accessible format.

Apple Keynote

For accessible presentations in Keynote, focus on clear structure and descriptions for visual elements.

Key things to address:

• Slide Layouts and Titles: Use built-in slide layouts and ensure each slide has a unique, descriptive title. Titles can be added in the slide navigator or directly on the slide.
• Alternative Text (Descriptions): Provide descriptions for all images, shapes, charts, audio, and video. Select the object, open the Format sidebar, and enter descriptive text in the Description field of the Style or Image/Movie/Audio tab.
• Reading Order: Check the reading order of objects on each slide. Go to View > Show Object List. The order in this list (bottom to top for VoiceOver) determines how assistive technologies will read the slide. Drag items to reorder them.
• Tables: If using tables for data, ensure they are clearly structured. Designate header rows/columns in the Table tab of the Format sidebar.
• Color Contrast: Choose colors for text and backgrounds that provide strong contrast.
• Presenter Notes: While presenter notes can add context, they are not a substitute for alt text on images or clear slide content.

Exporting: When exporting to PDF (File > Export To > PDF), ensure accessibility features are included. Exporting to PowerPoint (.pptx) may also preserve some accessibility features, but PDF is often preferred for final distribution.