Documents

Do This First

1. Start with structure. Set the document language, title, heading hierarchy, and list structure before you add detailed content.
2. 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.
3. Export carefully. When saving to PDF, keep document structure tags and document properties turned on so the accessible source carries through.

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.