Section Menu Access For All
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What is Document Accessibility?

Document accessibility is the process of designing documents that can be read, used and understood by everyone, including those who use assistive technologies.

  • Accessible documents include features that help users navigate as well as understand the information in the document.
     
  • Anyone who creates, edits or shares University documents is responsible for ensuring content is accessible to all users.
     
  • If you're new to document accessibility, training is highly recommended. Start by watching the Introduction to Document Accessibility video.  

 

Get Help With:

 

Remediation

To make documents compliant, specialized training is recommended.

Learn about Doc Remediation

Document Audits

To prepare for Title II, each document listed must be reviewed for accessibility compliance.

About Document Audits 

Courses & Modules

Free self-paced document accessibility courses and related materials are available. 

View Courses & Modules

Online Forms

Online forms offer an alternative to using inaccessible PDF forms.

Learn about online forms

Video Tutorials

Looking for tutorial videos on specific file types? 

Browse Video Tutorials

ATI Resources

CSU Chancellor's Office Title II Update 

ADA.Gov: Title II Fact Sheet

 

Does it Need to be a Document? 

Before sharing a document file, consider if a document is truly the best format to share information. Moving content out of documents and onto webpages helps keep content more accessible.

These 3 questions can help determine if a document is the best option. 

Can this information be added to a webpage?

Placing information directly on a webpage makes it easier for users to find. It also helps boost your visibility in search results.

Can this be converted to an online form?

Online forms are a more accessible format than using traditional ( non-compliant) PDF forms. Convert your forms to either Microsoft Forms or Paperless Forms from OIT.

Is this information updated frequently?

Information is easier to update when it's posted online compared to when it lives stored away in a document.

If you can respond yes to either of these questions - your content may do better online. 

Two students are seen working on an assignment

Making Accessible Documents

Design documents in programs that integrate accessibility features.

Microsoft Office 365, Adobe Acrobat and Google Docs can add necessary accessibility features. To get started, get training and browse the training resources found on this webpage.

What to avoid:

Do not create documents in web-based, graphic design suites like Adobe Express and Canva. These platforms lack critical features to make compliant, accessible documents.

The following accessibility features help make documents easier to read, navigate and understand for people with and without disabilities.

Accessibility Feature Why It Matters Best Practices
Document Title and File Name Matching document titles and file names help screen reader users confirm that they opened the correct document.
Headings Headings create an outline and allow users to navigate quickly between sections of a document.
  • Use built-in heading styles.
  • Follow a logical heading hierarchy.
  • Do not skip heading levels based only on visual appearance.
Alt Text Alt text communicates the purpose and meaning of an image to people who cannot see it.
  • Provide concise and meaningful descriptions for informative images.
  • Mark images as decorative when they do not add meaningful information.
  • Review the W3C guidance for decorative images.
Color and Contrast Sufficient contrast makes document content easier to read. Information conveyed through color alone may be missed by people with color-vision disabilities.
  • Use dark text on a light background whenever possible.
  • Avoid changing the document background to a color that reduces readability.
  • Do not use color as the only way to communicate meaning or importance.
  • Use words, labels or symbols in addition to color.
Descriptive Hyperlinks Descriptive link text helps users understand where a link leads without needing surrounding context.
  • Avoid generic wording such as “click here,” “read more” or “learn more.”
  • Describe the link’s destination or purpose.
  • Avoid displaying long webpage addresses when descriptive text can be linked instead.
Table Headers First-row headers identify the purpose of each column and help users understand the relationship between table cells.
  • Designate the first row as the table header row.
  • Use clear and descriptive column headings.
  • Keep tables simple and avoid merged or split cells whenever possible.
Legible Fonts Clear and familiar fonts make document content easier to read.
  • Use legible fonts at an appropriate size.
  • Sans-serif options include Arial, Calibri and Aptos.
  • Avoid decorative or highly stylized fonts for body text.
Bulleted and Numbered Lists Built-in list formatting communicates the number of items and the relationship between them.
  • Use a bulleted list when the order of items does not matter.
  • Use a numbered list when the order or sequence matters.
  • Use the program’s built-in list tools instead of manually typing bullets or numbers.
Paragraph Spacing Blank paragraphs may be announced by screen readers and can interrupt the reading experience.
  • Do not repeatedly press the Enter key to create visual space.
  • Use the paragraph spacing settings available in the document program.
  • Use consistent spacing throughout the document.

 

Updated: July 23, 2026