Celebrate the 15th Global Accessibility Awareness Day (GAAD)
Patrick AndradeShare This Article
Accessibility Tips for First Timers
Whether you're creating a document, presentation, webpage, or email, accessible design ensures everyone can access and understand your content, including people with disabilities. Here’s how to get started:
1. Use Clear Structure with Headings
- Headings aren’t just for looks; they help screen readers and users navigate your content efficiently. In Word, use built-in heading styles (Heading 1, Heading 2, etc.) or customize your own heading style instead of manually changing font size of “Normal” text.
- Avoid skipping levels (don’t jump from H2 to H4).
- Structured content makes it easier for everyone to follow.
2. Creating Accessible PDFs - Fillable and Navigable
- PDFs can be accessible, but only if they’re built that way. If you're exporting from Word, use its “Create PDF” feature (not just “Print to PDF”) to retain structure.
- Ensure form fields in fillable PDFs are labeled and tagged correctly for screen reader access. Add a clear tab order, so users can navigate logically through the form fields with a keyboard.
- Use Adobe Acrobat’s Accessibility Checker to scan your PDF for common accessibility issues. You can also use the Read Out Loud feature (under View > Read Out Loud) to listen to how a screen reader might interpret your document.
3. Design Accessible and Beautiful Slides
- Use slide templates (Title + Content, Two Content, etc.) instead of creating text boxes manually. This ensures screen readers know what’s a title vs. body content.
- PowerPoint also has built-in accessibility tools for slide structure, which determines the order in which the screen reader navigates the slide.
- Add alt text for images and visuals.
4. Checking Content Colors: Visibility Rules
- Use the WebAIM Color Contrast Checker to make sure your text has enough contrast against the background. Locate the checker here: https://webaim.org/resources/contrastchecker/
- Don’t rely on color alone to convey meaning. Use labels, patterns, or icons to reinforce.
- Accessible can still be beautiful! High contrast, clean design, and clear structure make content more effective for everyone.
5. Keep It Simple & Test Often
- Write clearly and avoid jargon.
- Try navigating your content using just a keyboard (Tab and Enter).
- Use built-in accessibility checkers in Word, PowerPoint, and Adobe Acrobat.
Frequently Asked Questions
Select a question below to expand the answer.
What is the first step to making a document accessible?
Start with structure. Use a clear title, built-in headings, short paragraphs, descriptive links, and readable formatting. A well-structured document is easier for screen readers, keyboard users, and sighted readers to navigate.
Do I need special software to create accessible content?
You can start with tools you already use. Word, PowerPoint, Adobe Acrobat, and many website platforms include accessibility checkers. Specialized tools and assistive technology become important when testing, training, or supporting people with specific access needs.
Is alt text required for every image?
Meaningful images need alt text because they communicate information. Decorative images should be marked as decorative so screen readers skip them. Product photos, diagrams, charts, screenshots, and instructional images need alt text that explains the important visual details.
What is the most common accessibility mistake for beginners?
One common mistake is designing only for appearance. Large bold text is not the same as a real heading. Red text alone is not the same as an error label. A visual layout is not always the same as a logical reading order.
How can workplaces support employees with vision loss?
Workplaces can support employees with accessible documents, inclusive software practices, assistive technology, workspace accommodations, and training. The Chicago Lighthouse Assistive Technology and Accessibility Center can help organizations identify practical next steps.
You Might Also Be Interested In
- Hable One, a portable braille keyboard for smartphone and tablet access
- EZ Key Large Print High Contrast White on Black External Keyboard, designed for easier computer key visibility
- Small Round Orange Bump Dots, tactile markers for appliances, keyboards, remotes, and household objects
Ready to Make Accessibility Part of Everyday Life?
Start with a practical resource like the Windows 11 Low Vision Guide, or explore assistive tools from My Tools for Living that support reading, writing, device access, labeling, and daily independence.
Need help getting started? The Chicago Lighthouse can help. Call 312-666-1331 for accessibility and assistive technology training or workplace support.