Making Documents Accessible

These instructions will help you update existing, non‑accessible documents (PDFs, Word files, Excel files, Powerpoints, etc.) so they meet new federal web accessibility requirements taking effect in April 26, 2027.

You do not need to be an accessibility expert to get started. Follow the steps below, and use the provided tools and resources if you need help.

What “Accessible” Means (Plain Language)

An accessible document can be:

• Read in the correct order by a screen reader
• Navigated using headings and links
• Understood without relying on color, layout or images alone

What About Print-Only PDFs?

Print-only PDFs may be provided as a supplemental resource, provided they are not the primary means of accessing the information. In practice, this means the same content must first be available in an accessible format, such as a web page or accessible PDF. The print-only PDF can then be offered as an additional option for users who prefer to print or download the content.

An inaccessible PDF should never be the sole source of information. If a PDF is not fully accessible, an equivalent accessible version of the content must also be provided.

How to Make Your Documents Accessible

Step 1: Start With the Right File

Before editing:

• Use the original source file whenever possible (Word, Google Doc, InDesign)
• Avoid remediating scanned PDFs unless absolutely necessary

Best practice: If you have a Word document, fix accessibility in Word before creating a PDF.

Step 2: Use Proper Headings

Headings help screen reader users understand structure.

• Use built‑in heading styles (Heading 1, Heading 2, etc.)
• Do not format headings using bold, font size, or color alone
• Use headings in logical order (Heading 1 > Heading 2 > Heading 3)

Step 3: Make Text Easy to Read

• Use clear, simple language
• Left‑align text (avoid full justification)
• Ensure sufficient color contrast
• Do not rely on color alone to convey meaning

Step 4: Add Alternative Text (Alt Text)

Alt text describes images for people who can’t see them.

• Add alt text to all meaningful images, charts and icons
• Keep descriptions brief and informative
• Decorative images should be marked as decorative (no alt text)

Step 5: Make Links Descriptive

Links should make sense on their own.

• Avoid “click here” or “read more”
• Use descriptive link text (e.g., “Download the Academic Calendar (PDF)”)

Step 6: Format Tables Correctly

Tables must be understandable when read line‑by‑line.

• Use tables only for data, not layout
• Identify header rows and/or columns
• Avoid merged or split cells when possible

Step 7: Check Lists and Reading Order

• Use built‑in bulleted or numbered list tools
• Ensure content flows logically from top to bottom
• Avoid text boxes and floating elements when possible

Step 8: Set the Document Language

• Set the primary language of the document (e.g., English)
• Identify changes in language within the text if needed

Step 9: Run an Accessibility Check

Before publishing:

• Use an accessibility checker, such as:
  • Microsoft Word: Go to Review > Check Accessibility
  • Adobe Acrobat Pro: Go to Accessibility > Full Check
  • PAC PDF Accessibility Checker
• Fix all flagged issues when possible

Step 10: Create and Verify the PDF (If Needed)

If a PDF is required:

• Export the document as a tagged PDF
• Confirm:
  • Tags are present
  • Reading order is correct
  • Headings and lists remain intact

Step 11: Replace the Old File

• Upload the accessible version to your website
• Update all links to point to the new file
• Delete the old, non‑accessible version

If You Can’t Fix It Right Away

If remediation isn’t immediately possible:

• Do not upload new non‑accessible documents
• Flag the document as “In progress” in your Document Tracking Spreadsheet. A link to the tracking spreadsheet can be found at the root level of your CMS site. The link is titled PDF Spreadsheet for Review.
• Go to the Accessibility Training and Resources page for additional assistance options

Helpful Tips

• HTML web pages are usually more accessible than PDFs and other documents. 
  • If your content is living, current, authoritative and regularly maintained, it should be a web page, not a document.
• Documents are records or snapshots of time and if labeled appropriately, don't mislead.
  • If you're not sure what to do with your document, visit the Document Decision Tree page.
• Fewer documents = less long‑term maintenance. Delete documents if you don't need them any longer.

Need Help?

Visit the Accessibility Training and Resources page for training and support resources, workshops and contacts.

PDF Remediation For Hire

You may also hire a UM System-approved PDF remediation service provider.