Step 1: Draft with Structure
When creating a document using Microsoft Word or Google Docs, be sure to:
- Use built-in heading styles (Heading 1, 2, 3…)
- Maintain logical heading hierarchy
- Use real lists (bullets/numbering tools)
- Avoid manual spacing or tabs for layout
Step 2: Add Meaning
Insert alt text, label tables, and ensure readable formatting.
Text and Formatting
- Use readable font size (11 pt or larger)
- Ensure strong color contrast
- Do not rely on color alone for meaning
- Align text consistently
Images and Figures
- Provide meaningful alt text for all images
- Mark decorative images appropriately
- Explain complex visuals in surrounding text
Tables- Use tables only for data
- Identify header rows
- Keep table structure simple
Hyperlinks
- Use descriptive link text
- Avoid raw URLs in body text
Equations and Symbols
- Use built-in equation editor
- Define variables in text
Step 3: Validate Document
- Run document accessibility checker
- Resolve reported issues
Step 4: Export
- Export as tagged PDF (do not print to PDF)
- Confirm headings and alt text are preserved
- Verify reading order
Step 5: Validate PDF and Final Review
Using an accessibility checker (in Adobe Acrobat Pro or elsewhere), review all accessibility tags and reading order, confirm navigation, check for alt text retention, and verify file metadata.
- Document title and language set
- Navigation works logically
- Alt text included
- Accessibility check completed