Quick Start Accessibility by Content Type

Documents

Accessible documents need clear structure, readable formatting, and a clean source file. Build accessibility into Word files, Google Docs files, PDF source files, and other editable documents before you share them.

Open Print Version (8.5 x 11)

Quick Focus

Use built-in heading styles, lists, and table tools in Word, Google Docs, or similar editors instead of manual formatting.
Write alt text for meaningful images and charts, then add longer explanations nearby when needed.
Run the Accessibility Checker before export and preserve tags when saving to PDF.

Core Guidance

Do This First

Start with structure. Set the document language, title, heading hierarchy, and list structure before you add detailed content.
Add accessible media and tables. Keep images inline with text, add alt text, and use simple tables with header rows and no blank spacer cells.
Export carefully. When saving to PDF, keep document structure tags and document properties turned on so the accessible source carries through.

Essential Checks

Structure

Use headings, H1, H2, H3, and so on in a logical order so screen reader users can navigate the outline.
Create lists with built-in bullets and numbering so assistive technology can announce list size and order.
Set the document title and language so it is easier to navigate and pronounce.

Media and Links

Add concise alt text to meaningful images and mark decorative images as decorative.
Use descriptive link text instead of vague phrases such as 'click here' or raw URLs.
Avoid floating text boxes and decorative layout tricks that break reading order.

Readability

Keep body text at 4.5:1 contrast or better and avoid low-contrast gray text.
Use plain language and short paragraphs so the document is easier to scan.
Review checker errors, warnings, and tips before sending the file.

Common Problems to Catch

Formatting headings manually with larger bold text instead of applying heading styles.
Using tabs, repeated spaces, or blank lines to create layout.
Putting key information in floating text boxes or images of text.
Exporting a PDF without tags or document properties.

GrackleDocs for Google Workspace Coming Soon!

Grackle adds accessibility checking tools to Google Docs.

It helps you catch issues, fix them, and create more accessible files before you share or export them.

Key WCAG 2.1 AA Checkpoints

High-value checkpoints for documents work
Success Criterion	What to confirm
SC 1.1.1 Non-text Content	Meaningful images, charts, and graphics need text alternatives.
SC 1.3.1 Info and Relationships	Headings, lists, and tables need real structure in the file.
SC 1.4.3 Contrast (Minimum)	Body text and essential visual elements need sufficient contrast.
SC 2.4.6 Headings and Labels	A descriptive outline helps users jump to the right section quickly.
SC 3.1.1 Language of Page	Set the main language so assistive technology reads it correctly.