DOJ Title II of the Americans with Disabilities Act (ADA) standards require all digital content and uploaded files to be fully accessible. Whether you are sharing a spreadsheet, a presentation, or a report, follow these workflows to ensure your documents can be read and navigated by everyone.
The Four Requirements of Accessibility
Every document must meet these four requirements before export. These are the foundations of "Searchable Text" and "Logical Structure."
| Action Item | Requirement | Why It Matters |
|---|---|---|
| Proper Headings | Use Styles (H1-H6). Never manually bold or enlarge text. | Allows screen readers to "jump" to specific sections. |
| Descriptive Links | Avoid "Click Here." Use "View the [Name of Program] PDF." | Contextualizes where the user is going before they click. |
| Alt Text | Briefly describe every informative image. Mark logos as "decorative" if needed. | Provides a mental picture for users with visual impairments. |
| Color Contrast | Ensure a 4.5:1 ratio (Black text on Garnet is NOT compliant). | Ensures readability for users with low vision or color blindness. |
Choosing Your Format: Native File vs. PDF
Before publishing, consider the best format for your audience:
- When to use the Native File (Word, Excel, PPT):
- Use native Microsoft files when you want the user to interact with data (e.g., a budget calculator), collaborate on content, or if the document is highly complex.
- Native files generally offer the most robust and predictable experience for screen reader users.
- If a document was created in Word or Excel and doesn't need to be a PDF, keep it in its native format to ensure maximum usability.
- Use native Microsoft files when you want the user to interact with data (e.g., a budget calculator), collaborate on content, or if the document is highly complex.
- When to use PDF:
- Use PDF for documents intended primarily for consistent viewing and professional printing. PDFs are specifically designed to minimize issues by embedding fonts and preserving structure.
- While PDFs can be edited with the right tools, they serve as the standard "distribution copy" rather than a working draft.
- A PDF is only as accessible as its source file. Always ensure your original document is properly tagged and structured before exporting.
- To ensure the best results across different operating systems, use Adobe tools to embed fonts directly into the document, which helps prevent layout shifts in browsers.
- Use PDF for documents intended primarily for consistent viewing and professional printing. PDFs are specifically designed to minimize issues by embedding fonts and preserving structure.
Workflow 1: Microsoft Word
Microsoft Word is the preferred tool for text-heavy documents. It generates the cleanest "Tag Tree" for screen readers.
- The Review Tab: Always click Review > Check Accessibility. Fix every error in the sidebar before saving.
- Table Headers: If using tables, select the top row and check Table Design > Header Row. This ensures the table can be read logically.
- Exporting: Go to File > Save As Copy > PDF. Click "Best for electronic distribution and accessibility (uses Microsoft online service)."
Workflow 2: Microsoft PowerPoint
Presentations require extra attention to reading order and slide structure.
- Unique Slide Titles: Ensure every slide has a unique title. If you don't want the title visible, use the Selection Pane to hide it, but keep the text for screen readers.
- Verify Reading Order: Go to Review > Check Accessibility > Reading Order Pane. Unlike the Selection Pane, this list reads from top to bottom. Simply drag and drop items into the list so the order matches how a person would naturally read the slide—usually starting with the title at the top.
- Outline View: Switch to View > Outline View to ensure all your text is visible. If text doesn't appear in the outline, it likely won't be read by a screen reader.
Workflow 3: Microsoft Excel
Spreadsheets are often the most difficult files for assistive technology to navigate.
- Keep it Simple: Avoid merged cells, nested tables, or completely blank rows/columns used for spacing. These "break" the navigation path for screen readers.
- Define Header Rows: Use Insert > Table to clearly define data ranges and headers.
- Sheet Names: Give every tab a unique, descriptive name (e.g., "Fall 2024 Budget" instead of "Sheet1").
- Alt Text on Charts: Ensure all charts and graphs have descriptive Alt Text explaining the data trends.
Workflow 4: Canva for Visual Documents
Canva is powerful but requires manual intervention to ensure the "layer stack" and "text semantics" match the "reading order.
Critical Design & Export Settings
Exporting incorrectly is the #1 reason documents are inaccessible. Follow the Canva PDF Guide:
- Assign Text Semantics: Go to File > Accessibility > Edit text semantics. In the text semantics panel, all text elements in your design appear in a list. Select …More next to any text element to assign one of the following tags:
- Paragraph (default for all elements in new designs)
- Heading 1–Heading 6
- Quote
- If you do not assign text semantics explicitly, Canva will auto-tag elements and calculate reading order based on visual hierarchy. Both may be inaccurate and should be verified before publishing.
- Reading Order: Go to Position to view all layers. Arrange layers in the order you want them read — the bottom layer is read first. Before downloading, select Match Reading Order to Layers in the download options.
- Note: this is not available for Docs (digital) as the reading order is linear
- Standard PDF: Choose Share > Download, then set the file type to PDF Standard (not PDF Print).
- DO NOT Flatten: Ensure the "Flatten PDF" checkbox is unchecked. Flattening removes all accessibility tags and kills screen reader compatibility.
Note: Accessibility tags are included automatically when you export as PDF Standard with Flatten PDF unchecked.
For Docs (digital) design types, the tag structure in the exported PDF may appear more nested, with content wrapped inside "Document" and "Part" containers. This does not impact screen reader accessibility.
Final Polish: Adobe Acrobat Pro
Note: Adobe Reader (free) is for viewing only. You must use Adobe Acrobat Pro to fix accessibility issues.
1. Setting the Title
Go to File > Properties > Description. Set a clear Title. This is the first thing a screen reader announces when the file opens.
2. Reading Order Tool
If the document is reading out of order, use the Reading Order tool to draw boxes around content and re-tag it as "Heading" or "Text."
3. The Full Check
Use Tools > Accessibility > Accessibility Check. This will generate a report on the left panel flagging missing titles, tags, or contrast issues.
4. Manual Review
Manually review the document to ensure all content is properly tagged, the reading order is logical, and that there are no accessibility issues missed by the automated check.
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