Adobe PDF
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Adobe PDF
This covers essential skills to tackle the most common accessibility issues in Adobe Acrobat Pro. We'll focus on the critical pillars of PDF remediation: structure (tags and headings), reading order, and verification. My hope is that this will be a big step toward learning how to quickly diagnose and fix documents to ensure they are usable for everyone.
This section focuses on fixing PDFs when you can't go back to the original source file. But I want to start with the golden rule of PDF accessibility: Always make the source document accessible first. Fixing a document in Microsoft Word or InDesign before you export will save you hours of work in Acrobat.
This section is for those times when you can't. Our goal is to make a document that's genuinely usable, not just one that passes an automated check. Let's open the Accessibility tool in Acrobat and get started.
An accessible PDF has a logical, hidden structure called "tags." A screen reader doesn't see the page: it reads these tags. You can view this structure in the Tags Panel on the left. If you see "No Tags available," your first step is to run "Autotag Document" in the Accessibility tool. Think of Autotag as a helpful but clumsy assistant—it gives you a starting point, but you always have to check its work.
Let's focus on the most important elements.
1. Headings (<H1>, <H2>, etc.)
Headings are signposts that allow screen reader users to navigate your document.
- Check for logic: Ensure you have only one <H1> (your document title) and that heading levels are in order (no skipping from an <H1> to an <H3>).
- The Fix: If text that looks like a heading is tagged as a paragraph (<P>), you can right-click the tag in the tag tree, select "Properties," and change its type to the correct heading level.
2. Alt text for images (<Figure>)
If an image conveys information, it needs a description, or alt text.
- Check for meaning: Is the image purely decorative (like a swoosh or border), or does it add to the document's meaning?
- The Fix: For meaningful images, find the <Figure> tag, right-click, go to "Properties," and add a concise description in the "Alternative Text" box. For decorative images, use the Reading Order tool to mark them as "Background/Artifact" so they are ignored by screen readers.
3. Proper lists (<L> and <LI>)
Screen readers need to announce a list as a list.
- Check the structure: In the tag tree, a correct list has a parent <L> tag with each list item nested inside as an <LI> tag. Autotag often gets this wrong, creating a series of separate paragraphs.
- The fix: You'll need to manually create the <L> tag and change the <P> tags for each item to <LI> tags, then drag them inside the parent <L>.
4. Reading order
This is where things get fun. The visual order on the page might not be the logical reading order. Think of a newsletter with multiple columns and a sidebar. A screen reader needs to be told the correct path through that content.
In the Accessibility tool, click on "Reading Order." Your screen will be covered in numbered boxes. This tool shows you the current reading order and lets you fix it.
- The view: The numbers in the boxes show the sequence. Is the sidebar (#3) being read before the main article (#2)? That's a problem.
- The fix: You can fix this in two ways. The easy way is to open the "Order" panel (it's one of the options in the Reading Order tool view) and simply drag and drop the elements into the correct sequence.
- The power move: You can also use the Reading Order tool to draw a box around an element and tag it correctly right there—as a paragraph, heading, or figure. This is often faster for fixing a few specific errors.
A common mistake is text being broken into multiple tiny boxes. You can often fix this by drawing one big box around the whole paragraph and tagging it as "Paragraph."
5. Tables
(Takes a deep breath) Okay, tables. Inaccessible tables are the bane of a screen reader user's existence. A proper table tells the user what data is in each cell by associating it with its column and row headers.
- First, make sure the table is tagged as a <Table>.
- Inside the table, the header cells must be tagged as <TH> (Table Header) and the data cells as <TD> (Table Data).
- In the Reading Order tool, you can right-click the table and select "Table Editor." This lets you right-click individual cells and define them as Header Cells or Data Cells.
- Crucially, you must define the scope for header cells. Is it a header for the "Row" it's in, or the "Column" below it? This is how a screen reader can say "Row: Q3, Column: Revenue, Cell: $50,000." Without that, the user just hears a meaningless sea of numbers.
If a table is extremely complex, the best accessibility practice is often to provide a link to a simpler, more linear version of the data.
Test your work. You're not done until you've tested it. Do not rely solely on the automated checker.
6. The automated check
Start with the "Accessibility Check" in the accessibility tool. It's great for catching easy things like missing alt text. But for anything that requires logic, it will say "Needs Manual Check." That's your cue.
7. The manual check (non-negotiable!)
You must perform these two checks:
- Keyboard test: Put your mouse away. Use only the tab key. Can you navigate to every link and form field in a logical order? Can you activate them with the Enter key? If you get stuck or the order is chaotic, your document has a major barrier.
- Reflow view (your secret weapon): Press ctrl+4 (or cmd+4 on Mac). This strips away the visual layout and shows you the raw reading order, just as a screen reader would experience it. Read through this view. If it doesn't make logical sense to you, it won't make sense to your users. This is the single best way to check your work on tags and reading order.
We've moved quickly, so let's recap the essentials:
- Fix in the source: It's always better to make the original Word or InDesign file accessible.
- Structure is key: Use tags correctly, especially for headings, alt text, and lists.
- Check the flow: Use the Reading Order tool to ensure the sequence makes sense.
- Test manually: Don't skip the Keyboard Test and Reflow View. They will tell you the truth about your document's accessibility.
Microsoft Word
Microsoft Word is the most common starting point for documents, but accessibility can easily be lost if we’re not intentional. By the end of this session, you’ll know how to create Word files that are structured, readable, and easy to convert into accessible PDFs later on.
1. Headings and structure
- Let’s start with headings. Don’t fake them by bolding or enlarging text. Instead, use Word’s built-in Styles. Go to the Home ribbon and choose Heading 1, Heading 2, and so on.
- Why does this matter? Because screen readers let people navigate by headings.
- Quick Check: Open the Navigation Pane under the View tab. If your outline looks structured, your headings are correct. If it’s blank—you’ve got work to do.
2. Alt text for images
- Right-click any image, choose 'View Alt Text.' If decorative, mark it as decorative. If meaningful, type a short description that communicates the purpose.
- Don’t rely on Word’s AI-generated alt text—it’s often wrong. Remember: describe the meaning, not just the appearance.
3. Tables
- Tables should only be for data, not layout. Avoid merging or splitting cells.
- Select your table, go to Table Tools → Design, and check 'Header Row.' This tells assistive tech where the labels are.
- If your table is too complex, consider moving it into Excel and linking it.
4. Links and plain language
- Link text should describe the destination, like 'Download the Accessibility Guide.' Avoid 'click here.'
- Remember, if all that remained on the page were your links, would they still make sense?
5. Converting to PDF
- When you save to PDF, click Options and make sure ‘Enable accessibility and reflow with tagged Adobe PDF' is checked.
- Without this, your headings, lists, and alt text vanish in Acrobat. Always double-check this setting.
Closing recap
Use Styles for headings, add alt text, keep tables simple, write clear links, and always export with tags. These simple steps set you up for success in both Word and PDF.
Microsoft Excel
Excel is a powerhouse for data, but accessibility takes extra care. Without the right setup, a spreadsheet can become a wall of meaningless numbers to a screen reader. Let’s make sure your workbooks are usable.
1. Worksheet naming
- First, rename your sheets. Instead of 'Sheet1,' call it 'Quarterly Revenue.' Why? Because the screen reader announces the sheet name immediately. Descriptive names give context before the user even starts exploring.
2. Data tables
- Format your data as a Table—Ctrl+T is the shortcut. This defines a header row that travels with the user as they move through cells.
- Avoid merged cells; they break navigation.
- Test: Press Tab across your table. Do you hear headers announced? If not, fix it.
3. Hidden instructions
- Here’s a pro trick: Data Validation → Input Message. Add instructions like 'Enter date in MM/DD/YYYY format.'
- These don’t clutter your sheet visually, but a screen reader announces them when the cell is active. This is a huge usability win.
4. Charts and graphs
- Every chart needs alt text. Right-click, Edit Alt Text, and summarize the key takeaway.
- For complex visuals, link to a data table in another sheet. That way, everyone has equal access to the numbers behind the chart.
5. Layout and color
- Don’t separate sections with blank rows or columns—this breaks logical navigation. Use cell styles or borders instead.
- And don’t rely on red/yellow/green to show status. Add text labels like 'On Track' or 'At Risk' for clarity.
Closing recap
Rename sheets, use structured tables, add hidden instructions with Input Messages, provide chart summaries, and avoid color-only meaning. With these techniques, your spreadsheets won’t just look good—they’ll work for everyone.
Microsoft PowerPoint
PowerPoint slides are visual by nature, but we can make them accessible, too. The key is to build from accessible templates and fix reading order so assistive tech follows the right path.
1. Accessible templates
- Always start from a built-in PowerPoint layout. Don’t draw your own text boxes.
- You can create an accessible company template by customizing fonts, colors, and logos—then saving it as a Theme. This way, every new presentation starts with accessibility built in.
2. Reading order
- Here’s the biggest issue in PowerPoint: reading order. Go to Home → Arrange → Selection Pane.
- The list here is the order a screen reader will follow. Drag items so the title comes first, then content, then images.
- Tip: Test by tabbing through a slide. If focus jumps around randomly, fix the order.
3. Alt text
- Right-click → Edit Alt Text. Mark decorative graphics as decorative.
- For meaningful images, add concise descriptions. For example, 'Chart showing sales growth from 2022–2025.'
- Never paste screenshots of text—if you must, repeat the text in a caption or notes.
4. Tables, charts, and media
- Keep tables simple and small. For charts, use alt text to summarize the insight, and consider including raw data on a hidden slide.
- Videos must have captions; audio clips need transcripts. Don’t embed uncaptioned media.
5. Animations, fonts, and contrast
- Avoid auto-play animations or flashing effects—they can cause motion sensitivity issues.
- Stick to simple transitions.
- Minimum 18pt font size. Check your color contrast with WebAIM’s Contrast Checker to ensure text is readable.
Closing recap
You’ve now learned accessibility best practices for Word, Excel, PowerPoint, and PDFs. Across all applications, the rules are the same: use built-in structure, describe visuals, avoid color-only meaning, and always test with the Accessibility Checker. Most importantly—think about the real person on the other end of your document. Accessibility is about making sure your message reaches them, without barriers.