Digital Accessibility Checklist

Overview

Accessibility benefits everyone. When we design course materials, websites, and digital tools to be accessible — using clear headings, captions, alt text, readable fonts, and keyboard navigation — we’re not just helping people with disabilities. We’re enhancing the experience for anyone using mobile devices, learners in noisy environments, non-native English speakers, and individuals with temporary injuries. Use this checklist as you create digital content to help ensure it’s accessible from the start.

These best practices apply to all university content. Additional requirements and processes may apply to materials published on the university website; see Designing Accessible Web Content for more information.

1. Use the accessibility checkers. Always run the accessibility checkers found in Microsoft products, Adobe Acrobat Pro, etc., before sharing content with others. External accessibility checkers are also available. While these automated tools are an excellent starting point, a manual review is still important.
2. Use an accessible template. Templates contain various built-in layouts that are already accessible. While it will not guarantee an accessible finished presentation, it is a great start. In the Search for Templates box, type "accessible."
3. Use headings. Headings create a virtual table of contents, allowing screen readers (software programs that read the text to blind or visually impaired users) to jump from one section to another, rather than having to read the entire document from start to finish. Headings must be applied using the built-in Styles pane for functionality; do not just bold or enlarge text. Use Heading 1 for the most important topic, followed by Heading 2, Heading 3, etc. Headings also create good structure and a more visually organized document, making it easier for everyone to read.
4. Add image alternative text. Alternative (alt) text is a short description that explains the content or purpose of an image. It helps people who can’t see the image — including users who rely on screen readers — understand what the image is communicating. To add alt text, right-click on the image and select Image Properties or equivalent, then look for the Alt text prompt. Write a brief description that answers: “What is this image showing or communicating?” Alt text is not necessary for decorative images. Instead, click the decorative check box when available.
5. Use lists. Large sections of text can be visually overwhelming. Utilize your software’s built-in functionality to simplify content and help with page navigation. Bullets work well for lists of related items; numbered lists identify the steps in a process. 
6. Create meaningful hyperlinks. A complete hyperlink, such as https://services.mnsu.edu/TDClient/30/Portal/KB/?CategoryID=101, is visually cluttered and results in a screen reader vocalizing every character of the link. Instead, use the Insert link function (or try Control and K) to embed the link into concise, meaningful text. Your text should explain where the link takes the user. For example, the above link has been revised to: Digital Accessibility Knowledge Article.
7. Caption your videos. Edited captions should be added to all videos for Americans with Disabilities Act (ADA) compliance. Caption the videos yourself, hire a third-party service, or contact Accessibility Resources if a person with a disability has specifically requested captioning.
8. Be aware of color and contrast. People who are color blind, have low vision, use older monitors, or access the content in bright light will have difficulty with poor color contrast. Verify sufficient contrast by installing a color contrast analyzer. For visual items such as bar graphs, use patterns and color together as identifiers.
9. Use and format tables properly. Use tables only for structured data, not layout. Place the title before the table and identify header rows. Avoid merged or nested cells, and don’t leave cells blank, use “None” or “N/A” if needed. Keep tables simple and prevent rows from breaking across pages. Include a caption and alternative text (see #4) to describe the table’s purpose.
10. Title the document. Typically, the file name is the first piece of information a user encounters when accessing a document; they are what we see in our file explorer. A document title is the first thing assistive technology will recognize and read after opening the document. It is what appears in browser tabs and is separate from the file name. To title the document, click File, navigate to the Info tab, and under the Properties header, edit the Title. 

Outcome

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