PDFs are a staple of academic life, used for everything from syllabi to complex research articles. However, without intentional design, they can create significant barriers for students using screen readers or other assistive technologies. Making your PDFs accessible ensures that information is clear, searchable, and usable for every member of our community. By focusing on accessible creation and remediation techniques, transform your materials into inclusive learning tools.

1. Start with an Accessible Foundation

The most effective way to create an accessible PDF is to ensure the source file is accessible from the start. Whether you are working in Microsoft Word, Google Docs, or PowerPoint, following these core principles will save time and improve the final result:

• Use Built-in Heading Styles: Instead of manually bolding or enlarging text, use styles like Heading 1, 2, and 3. This creates a logical structure that screen readers can navigate.

• Add Meaningful Alt Text: Provide concise descriptions for images, charts, and graphics so their purpose is clear to those who cannot see them.

• Use Descriptive Links: Avoid generic phrases like "click here." Use text that describes the destination or action, such as "Download the 2026 Course Syllabus." (Refer to 5 Tips for Creating Clear and Accessible Links for more information.)

2. Export the PDF with Accessibility 

How you save your file as a PDF is just as important as how you format it. To ensure all your accessibility tags, like headings and alt text, are preserved, you must use the correct export method:

• Avoid "Print to PDF": This function strips away the structural tags required for screen readers. (Tags provide the essential structure and semantics for a PDF, enabling screen reader navigation, defining logical reading order, and allowing content to reflow correctly on different devices.)

• Save As/Download as PDF: In Microsoft Word or PowerPoint, use "Save As" and select the "Best for electronic distribution and accessibility" option. In Google Docs, use “File → Download → PDF Document” to generate a tagged file.

• Verify Content: After exporting, perform a quick test to see if you can select the text. If you can, the text is searchable and accessible; if not, further work is needed.

3. Remediate Existing PDFs

When an original source file isn't available, remediating an existing PDF ensures that all students, including those relying on screen readers or other assistive technologies, can engage with course materials seamlessly.

• Quick Fixes with Blackboard Ally: If your PDF is hosted in Blackboard, check Blackboard Ally first. Ally can resolve minor accessibility issues directly.

• Comprehensive Remediation in Adobe Acrobat: For more complex documents, archived files, or scanned readings where you lack source files, Adobe Acrobat provides powerful remediation tools:

  • Apply OCR (Optical Character Recognition): Convert image-based scanned pages into searchable, readable text so screen readers can process the content.

  • Run Accessibility Checks: Use the built-in Accessibility Checker to detect structural barriers, missing tags, alt text gaps, or form field labels.

  • Manually verify Reading Order: Use the Reading Order tool to ensure assistive technologies present the content in a logical sequence that supports understanding.

  • Export the PDF: Remediate with Microsoft Word or PowerPoint’s Accessibility Checker. Then, converting it back to a source format is often the easiest way to add clear headings, alt text, and structured lists using familiar editing tools.

4. Prioritize What You Fix First

Remediating all course PDFs simultaneously is not necessary. Instead, use the insights from your Blackboard Ally course report to determine where to start:

• Prioritize Required Materials: Focus on syllabi and required readings before optional handouts.

• Target Low Scores: Address files with the lowest Blackboard Ally Course scores first to remove the most significant hurdles.

• Actionable Elements: Ensure interactive elements like worksheets or forms are remediated so all students can participate.

• Substitute When Needed: Replace uneditable files with accessible versions by collaborating with the UMBC Library or publishers.

For additional guidance, visit the UMBC Digital Accessibility website on Accessible Documents & Presentations > Specific tools used at UMBC > PDFs to discover further methods for formatting accessible PDF files.

Microsoft Word is one of the most common tools used for creating flyers, handouts, syllabi, readings, and assignments. It’s also one of the most common sources of accessibility problems in Blackboard courses or websites. The good news: Word has built-in tools that can make it easy to create documents that work for every faculty, staff, and student; including those who rely on screen readers or other assistive technologies. These 5 tips will help you build accessibility into your Word documents from the start, no special expertise required.

1. Use Heading Styles

One of the most impactful things you can do for document accessibility is also one of the simplest: use Word’s built-in heading styles instead of manually increasing font size or bolding text to create section titles. Heading styles already give your document structure that screen readers can navigate, such as a table of contents for assistive technology. Think of headings as signposts. Screen reader users can jump from heading to heading the same way sighted readers scan a page.

• Find heading styles in the Home tab under “Styles.”
• Apply Heading 1 for your main title, Heading 2 for major sections, and Heading 3 for subsections.
• Avoid skipping levels, don’t jump from Heading 1 directly to Heading 3.

2. Write Descriptive Link Text

When you insert a hyperlink into a Word document, the link text is what gets read aloud to screen reader users. Vague phrases like “click here,” “read more,” or a raw URL give no information about where the link leads. Descriptive link text also helps users who are scanning a document quickly. (Refer to 5 Tips for Creating Clear and Accessible Links for more information.)

• Instead of: “For the course schedule, click here.”
• Write: “Download the course schedule (PDF).”

3. Add Alt Text to Images

Any image in your Word document that conveys meaning (e.g., a diagram, a chart, a photograph), does need an alternative text; so students using screen readers can access the information it contains. If you’re unsure how to describe a complex image, a generative AI tool can generate a starting point. Be sure to review and revise before saving it.

• Right-click on an image and select “Edit Alt Text.”
• Write a concise description focused on the image’s purpose, not just its appearance.
• For purely decorative images, check the “Mark as decorative” box in the alt text panel.

4. Make Tables Accessible

Tables are a common accessibility problem in Word documents, especially when they’re used for layout rather than data. A table designed to organize visual information can become a challenge for a screen reader user to follow if it’s not structured correctly.

• Use tables for data, not for page layout.
• Add a table title or brief description above the table so students know what it contains.
• Mark your header row: right-click the top row → Table Properties → Row → check “Repeat as header row at the top of each page.”
• Avoid merged or split cells. Keep tables simple. 

5. Run the Accessibility Checker

Word has a built-in Accessibility Checker that scans your document and flags any potential problems to fix before you save and share it with students. It can quickly identify any issues you might have missed.

• Go to Review → Check Accessibility.
• The checker will flag errors (must fix), warnings (should fix), and tips (consider fixing).
• Click on each flagged item for a plain-language explanation and apply the suggested fix.

Running the Accessibility Checker in Microsoft Word before uploading a file to Sites or Blackboard is one of the simplest habits you can build into your document workflow. It’s also one of the fastest ways to improve your Accessibility score.

For more information, view UMBC’s Digital Accessibility’s site on Accessible Documents & Presentations on how to make your word documents accessible.

Coming Soon: Beyond PDFs

Why Use PDFs at All? While this article focuses on making your Word documents accessible, we often get asked why PDFs are so common if they are harder to remediate. In an upcoming article, we’ll dive into the question of the PDF Dilemma and share why sharing your original Word file is often the preferred choice for accessibility. Keep an eye out for that deep dive soon!

Let’s enhance meeting productivity for all attendees! Whether you are hosting a departmental meeting, conducting a 1:1 check-in, or moderating a large-scale event,  the organization and execution of that meeting impacts everyone’s ability to engage meaningfully. Attendees with hearing or vision impairments, audio processing differences, or utilizing assistive technology will benefit if you can reduce barriers that impact their ability to participate. 

Here are 3 tips to ensure your synchronous meetings are accessible. Applicable to both in-person meetings and virtual sessions, these tips focus on UMBC’s primary platforms: Google Meet, Microsoft Teams, and Webex.

1. Coordinate and Share Materials

All information should be easy to perceive and navigate throughout the entire meeting.

• Pre-Meeting: Provide agendas and supporting files at least 24 hours beforehand to accommodate screen reader users and those who desire or require ample time to prepare.  Use your calendar description to include or share text-based agendas and favor structured documents over PDFs.

• During the Meeting: Ensure text is at least 18 pt (sans serif) for clarity across devices. Narrate visual elements -- like describing specific data points on a chart -- rather than just reading text. Encourage participants to share their screens during collaborative work, if appropriate, for improved compatibility with assistive software.

• Post-Meeting: Provide notes in structured formats rather than long-form, dense and possibly inaccessible emails. Review and fix errors in automated transcripts or captions before distributing recordings. Clearly define and label all deadlines and action items.

2. Use Real-Time Captioning

Providing a visual representation of speech is a fundamental accommodation.

Providing real-time captions allows a diverse range of participants to engage in the meeting meaningfully. While live text displays are essential for individuals who are deaf or hard of hearing, they also offer vital support for non-native speakers, those in high-noise environments, and attendees who utilize visual reinforcement to process information more effectively.

• Google Meet: Toggle the Captions feature in settings for immediate text display.

• Microsoft Teams: Enable live captions via Language and speech in the ellipsis menu.

• Webex: Use the Accessibility or Closed captions options. 

3. Enhance Audio Quality

Using clear audio helps generate reliable transcripts.

• Prioritize Quality: Use a headset or external microphone instead of built-in speakers for better speech recognition and transcription accuracy. Follow microphone etiquette by muting yourself when not speaking to reduce noise that will hinder captioning.

• Control Speaking Order: Speak clearly and at a moderate pace, ensuring only one person speaks at a time. Overlapping speech confuses transcription engines and makes it difficult for participants using hearing aids to follow.

• Optimize Your Space: In hyflex environments, utilize the installed room microphones and speakers rather than your laptop’s built-in audio. These integrated systems are designed to pick up voices from across the room, ensuring that remote participants can clearly hear in-person contributions. Remember to face the audience to provide essential visual cues for lip-readers.

Accessible meetings take a little more time and intention to plan, yet you can create and facilitate a more equitable meeting where everyone can engage and contribute their full potential.

Digital accessibility is more than a compliance requirement—it's a commitment to ensuring that every member of our community can fully engage with digital content. Accessible PDFs support screen reader navigation, reduce cognitive load, and ensure that information is clear and usable for everyone.

Poorly formatted documents—such as those with missing tags, low color contrast, or scanned images without text recognition—can create barriers. Well-structured PDFs, on the other hand, use headings, lists, tables, and descriptive links to make content easier to navigate and understand. By adopting universal design practices, we not only meet legal standards but create a more inclusive learning and working environment. 

Whether you're preparing a syllabus, sharing research, or distributing forms, small changes can make a big difference. This practice enhances the learning experience for all learners and supports UMBC's mission of inclusive excellence (UMBC's mission of inclusive excellence).

Here are some key takeaways for remediating or creating accessible PDFs, organized into practical steps you can apply right away.

PDF Tools and Techniques

The following strategies are useful for identifying and fixing accessibility issues:

• Adobe Acrobat Accessibility Checker: Scan documents for missing tags, unlabeled form fields, or reading order problems.

• Tagging and Structure: Apply proper heading levels, alt text for images, and logical reading order to support screen readers.

• Conversion Options: Export PDFs to Word or PowerPoint for easier editing, or scan and get text from an image with OCR (Optical Character Recognition) to make scanned documents searchable.

• Color Contrast Checkers: Ensure text and graphics meet WCAG 2 standards checklist for readability.

Tips for Everyday Use

• Test your PDF: If you can select text, it's searchable; if not, use OCR.

• Start with accessible files: Use built-in templates in Word, PowerPoint, or Excel to create your document before exporting it to PDF. (Note: select the accessibility-friendly PDF preset when exporting the file)

• Write meaningful alt text: Keep it concise and focused on the purpose of the image.

• Simplify tables: Avoid merged or blank cells and fill in empty spaces with placeholders like 'N/A,' and keep the overall structure easy to follow.

Building a Culture of Access

Digital Accessibility is a shared responsibility. By making small, intentional choices— using descriptive links instead of "Click here" or ensuring high-contrast text—we can create digital content that works for everyone. These practices not only help individuals with disabilities but also improve usability for all readers, including those accessing content on mobile devices or in low-bandwidth environments.

Next Steps

UMBC offers ongoing training and resources to support digital accessibility. Upcoming sessions will cover accessible feedback, videos, images, and more. Faculty, staff, and students are encouraged to explore these opportunities and integrate accessibility into their daily workflows.

Ready to take the first step? Visit UMBC's Digital Accessibility site or run an Ally course report today. Support is also available from Student Disability Services and Instructional Technology.

Resources:

• Adobe Creative Cloud Installation

• PDF extension for Chrome and Edge | Adobe Acrobat 

• Creative Cloud Support

• Creating PDFs from LaTeX 

• Google Workspace Updates: New LaTeX features in the Gemini app 

• Digital Accessibility Guidelines Checklist

• Video Recordings (UMBC Login required):

  • PDFs That Work: Remediation Tools and Techniques (09.11.2025)

  • Practice & Share: Learn How to Remediate or Create Accessible PDFs for All Audiences (11.11.2025)

Creating digital content that works for everyone isn't just a best practice—it's a responsibility. Whether building a syllabus in Google Docs or Microsoft Word, a presentation in PowerPoint, or a budget in Excel, following Universal Design for Learning (UDL) guidelines ensures your work is clear and accessible to all users, including those with disabilities. This practice enhances the learning experience for all learners (UMBC's mission of inclusive excellence).

Apply these five guidelines consistently not only to meet accessibility standards, but to improve content clarity and perception for all users.

1. Leverage Built-In Templates, Style Guides

Templates and style tools are designed with accessibility in mind, ensuring consistent structure, proper reading order, and compliant color contrast.

• In Google Docs/Slides and MS Word/PowerPoint, use built‑in heading styles (Heading 1, Heading 2, etc.) instead of manually formatting text.
• Choose official templates that already meet accessibility standards (e.g., WCAG, Section 508).
• In Excel or Google Sheets, use "Format as Table" to define headers and structure data.

Pro tip: Do not skip heading levels—this ensures that screen readers navigate content logically.

2. Simplify and Clarify Language

Plain, well‑organized language reduces cognitive load and improves comprehension.

• Organize ideas in a logical order: introduce, explain, summarize.
• Use active voice and avoid jargon or unexplained acronyms.
• In slides, focus on one idea per slide and use bullet points instead of dense paragraphs.
• Provide clear, direct instructions when assigning tasks or giving direction.

Pro tip: White space is your friend! Don't overcrowd slides or documents.

3. Explain Visuals with Meaningful Alt Text

Alt text allows people using screen readers to understand the purpose of images, charts, and graphics.

• Describe the essential information the image conveys, not just what it looks like.
• Keep it concise—1 or 2 sentences is ideal.
• Avoid phrases such as "image of" or "graphic of" as screen readers already announce the presence and type of the image.
• Mark only images which are decorative so they will be skipped by assistive technology.

Pro tip: Focus on the purpose of the image. What would someone need to understand if they cannot see it?

4. Enhance Perception with Accessible Fonts & Colors

Readability depends on font choice, text size, and color contrast—especially for users with low vision or color blindness.

• Use sans serif fonts for clarity (e.g., Arial, Calibri, Open Sans).
• Avoid all caps, italics, and unneeded underlining (except for links).
• Ensure high color contrast (e.g., dark colors on a light background).
• Do not rely on color alone to convey meaning; use labels or patterns.

Pro tip: Use WebAIM Contrast Checker to verify your color choices.

5. Structure Information in Accessible Tables

Screen readers rely on table headers and logical structure to interpret data.

• Use simple tables—no merged, split, or nested cells.
• Always include a header row and designate it as such.
• Avoid blank cells-- these can confuse navigation for screen readers.
• Confirm that tables are responsive and readable on smaller screens.

Pro tip: In Excel or Google Sheets, name your worksheets clearly so users know what each tab contains.

Bonus: Use Built‑In Accessibility Checkers

Microsoft Office tools have accessibility checkers that flag issues such as missing alt text, poor contrast, or incorrect heading order. Make it a habit to run these before sharing your content.

Ready to take the first step? Visit UMBC's Digital Accessibility site or run an Ally course report today. Support is also available from Student Disability Services and Instructional Technology.

Resources:

• Digital Accessibility Guidelines Checklist
• Video Recordings (UMBC Login required):
• Create Accessible Content with Google Office Tools (08.18.2025)
• Create Accessible Content with Microsoft Office Tools (08.21.2025)
• Upcoming Event: Practice & Share: Accessible Content with Microsoft Office Tools (10.07.2025)