Creating Accessible Digital Content

Use slide titles for every slide

• Each slide should have a unique and descriptive title.
• Avoid blank titles—this helps users navigating via screen readers.

Enable the Outline View (PowerPoint) or check the Slide Titles in Google Slides.

Ensure proper reading order

• Arrange slide content in a logical reading order.
• Use the Selection Pane (PowerPoint) or Tab key navigation to verify order.

Navigate slides using the Tab key—ensure elements follow a meaningful sequence.

Use accessible text formatting

• Use sans-serif fonts (e.g., Arial, Calibri, Verdana).
• Ensure font size is at least 24pt for readability.
• Maintain high contrast between text and background.

Run an Accessibility Checker in PowerPoint or Google Slides.

Provide alternative text for images & graphics

• Add descriptive alt text for meaningful images, charts, and infographics.
• Mark decorative images as decorative (PowerPoint) or leave blank.

Right-click an image and select Alt Text.

Ensure descriptive links

• Use meaningful link text rather than raw URLs.
• Example: “Learn more about accessibility” instead of “Click here.”

Scan for generic phrases like “Click here” and replace with contextual links.

Avoid using color as the sole means of communication

• Use patterns, labels, or underlines to differentiate key elements.
• Avoid red/green combinations that may be difficult for colorblind users.

View slides in grayscale mode or use a color contrast checker.

Enable automatic captions for live presentations

• Use built-in captioning tools
• Provide a transcript for pre-recorded presentations.

Enable real-time captions and test for accuracy.

Share presentations in an accessible format

• Export slides as tagged PDFs to retain structure.
• Avoid distributing slides as images or scanned PDFs.

Open exported PDFs in Adobe Acrobat and use the Accessibility Checker.

Use proper headings & structure

• Apply true heading styles (H1, H2, H3, etc.) instead of just bolding text.
• Maintain a logical order (e.g., don’t skip from H1 to H3).
• Ensure headings accurately describe sections.

Use the document’s built-in Navigation Pane (Word/Google Docs) to verify structure.

Provide alternative text for images

• Add concise but descriptive alt text to meaningful images.
• Decorative images should be marked as decorative (Word) or left without alt text.
• If an image conveys complex data (e.g., charts), include a text summary nearby.

Right-click an image and check for an “Alt Text” option.

Ensure descriptive links

• Use meaningful link text (e.g., “View the accessibility guide” instead of “Click here”).
• Avoid raw URLs unless necessary.

Scan document for phrases like “Click here” or “Read more” and replace them with descriptive text.

Use tables properly

• Define column headers using the table properties.
• Avoid merged or empty cells that disrupt reading order.
• Include a table caption or summary for context.

In Word, select the table, go to “Table Design,” and check for a Header Row.

Ensure sufficient color contrast

• Ensure text has at least a 4.5:1 contrast ratio with its background.
• Avoid using color alone to convey meaning.

Use a color contrast checker or test by converting the document to grayscale.

Use accessible fonts & formatting

• Choose readable fonts (e.g., Arial, Calibri, Verdana).
• Use a font size of at least 12pt for body text.
• Ensure line spacing is at least 1.5 for readability.

Scan document for small or hard-to-read text.

Verify reading order & logical flow

• Ensure content is read in the intended order (especially in PDFs).
• Avoid placing text inside floating text boxes that disrupt navigation.

Use Tab key navigation or screen reader preview.

Convert to an accessible PDF (if needed)

• Export correctly from Word/Docs instead of printing to PDF.
• Ensure tags, alt text, and headings remain intact.
• Use Adobe Acrobat’s Accessibility Checker for validation.

In Acrobat, open the Accessibility Checker (Tools > Accessibility > Full Check).

Provide captions for all video content

• Captions should be synchronized, accurate, and complete.
• Use closed captions that can be turned on or off.
• Include speaker identification and non-speech sounds (e.g., [music playing]).

Enable captions and verify accuracy by watching the video.

Offer transcripts for audio & video

• Transcripts should include spoken dialogue and relevant sounds.
• Make transcripts available as downloadable text or HTML.

Open the transcript and ensure it matches the spoken content.

Provide audio descriptions for visual content

• Audio descriptions narrate important visual details not conveyed through dialogue.
• Particularly important for videos with significant visual elements (e.g., charts, demonstrations).

Play the video with audio description and confirm key visuals are described.

Use an accessible media player

• Ensure playback controls are keyboard accessible.
• Provide a contrast-friendly interface for visibility.

Test media controls using only a keyboard and screen reader.

Ensure live video accessibility

• Provide live captions for webinars and virtual meetings.
• Consider offering sign language interpretation.

Enable live captions and confirm accuracy during playback.

Write descriptive and clear text

• Use plain language and avoid unnecessary jargon.
• Capitalize each word in hashtags (#CamelCase instead of #alllowercase).
• Keep posts concise and scannable with proper spacing.

Read the post aloud to ensure clarity and ease of understanding.

Provide alternative text for images

• Add alt text to all meaningful images.
• Be descriptive but concise (focus on key details).

Enable a screen reader and verify how the image is described.

Ensure video content includes captions and transcripts

• Use auto-generated captions with manual corrections or upload your own captions.
• Provide a link to a transcript.

Play the video with captions on and verify accuracy.

Use descriptive links

• Avoid generic “Click here” phrases—use clear and informative link text.
• Shorten links with accessible URL shorteners that allow for descriptive slugs.

Review all links to ensure they describe the destination.

Make emojis and special characters readable

• Use emojis sparingly, as screen readers will read them aloud.
• Place emojis at the end of a sentence, not in the middle of text.
• Avoid excessive use of special characters and symbols.

Use a screen reader to test how emojis and special characters are announced.

Ensure posts are keyboard navigable

• Interactive elements (polls, buttons, forms) should be accessible via Tab and Enter keys.
• Avoid interactive graphics that require hover actions without alternatives.

Try navigating the post using only a keyboard.

Provide high-contrast images and graphics

• Text in images should have at least 4.5:1 contrast against the background.
• Avoid light text on a bright background.

Use a contrast checker to verify readability.

Limit animated and flashing content

• Avoid rapid flashing content to prevent triggering seizures.
• Provide an option to pause or stop animations if applicable.

Play the animation and ensure it complies with WCAG flashing thresholds.