Body
Overview
As our digital tools and platforms evolve, so do expectations for how we create and share content. As digital expectations evolve, we understand that many of us were taught different approaches in the past. This guidance reflects current best practices designed to ensure everyone, regardless of ability, can access and use the content we share. These recommendations reflect our shared responsibility to ensure digital content is accessible.
What's in this document:
Documents and File Sharing
Keep It in Word When You Can
Most people begin their work in Microsoft Word, and that’s a good start. When sharing internally, we recommend keeping your document in Word (.docx) format whenever possible. Word documents are generally more accessible, easier to update, and better for collaboration. All current students, faculty, and staff have access to Microsoft 365 through the university’s license.
If you need to limit editing or control access, Word includes tools to restrict permissions or share files view-only. Learn how to make your document read-only in Word.
Add Alternative Text (Alt Text)
Alternative text briefly describes what the image is showing, useful for someone who cannot see it. Add alternative text to images, tables, and graphs. Microsoft 365 provides detailed instructions, or try right-clicking on the image to add alt text.
Use Screenshots Only When Necessary
Screenshots can be helpful, but should not replace clear written content or directions.
If you're including screenshots:
- Use them only when necessary and when the information cannot be clearly explained another way
- Always describe the image in the surrounding text or add appropriate alt text
- Ensure screenshots are clear, up to date, and high contrast
Text-based instructions are the most accessible way to guide users. Use visuals only to support, not replace, clear explanations.
Use PDFs Only When Necessary
PDFs can be helpful in certain situations, but they should not be your default format for digital use. Use a PDF only when:
- The layout or formatting must be preserved exactly as designed
- The content needs to be shared outside the university, especially when recipients may not have access to Microsoft Word
- A more fixed, non-editable format is appropriate
- For documents that will be printed only
If you use a PDF, it must be fully accessible. To create an accessible PDF, be sure to:
- Use tagged headings so screen readers can navigate the document
- Set the correct reading order so content flows logically
- Ensure all text is searchable, not just scanned or image-based
- Add alt text for all meaningful images and graphics
- Check color contrast for readability by users with low vision or color blindness
- Include a clear document title and set the correct language
Use Adobe Acrobat Pro’s built-in accessibility checker to identify and address these areas.
Keep in mind: the checker won’t catch everything, and not all issues can be fixed directly in the PDF. Many accessibility improvements must be made in the original design file (e.g., Word, Adobe InDesign, Adobe Illustrator, Canva, etc.), or the content may need to be redesigned to meet accessibility standards.
If you’re unsure whether a PDF can be fixed or should be converted to another format, you can contact IT Solutions (for course-related content) or Creative Production (for non-course-related content; costs may apply) for support.
Excel Guidance
Excel is powerful for working with data, but it presents accessibility challenges, especially for screen reader users.
If you use Excel:
- Keep layout simple and avoid blank rows or columns that interrupt reading flow
- Use clear column headers and freeze the top row if necessary
- Avoid merging cells, which can confuse screen readers
- Ensure sheet names are meaningful (e.g., not just “Sheet1”)
- Use high contrast for text and background
- Run Microsoft’s built-in accessibility checker before sharing
- If sharing broadly, consider converting the content into a table in Word or a web format
- If the Excel file is complex or critical, provide a summary of the data in an accessible format as an alternative.
Use Built-in Accessibility Checkers Every Time
If you're creating digital content, checking for accessibility is your responsibility.
Most tools, including Microsoft Word, PowerPoint, Adobe Acrobat, Canva, etc., include built-in accessibility checkers. These tools help flag:
- Missing alt text
- Incorrect reading order
- Poor contrast
- Unstructured headings
- Table or list issues
Before publishing or sharing content, you are expected to run the checker and address flagged issues.
Multimedia Content
Videos and Audio: Make Them Accessible
If you’re sharing or creating video or audio content, it must be accessible:
- All videos must have accurate captions (95%+ accurate). Captions should clearly reflect the spoken content, include relevant sounds and speaker identification when necessary, and follow correct grammar and punctuation. Auto-captions are a helpful starting point but must always be reviewed, edited and corrected.
- Audio-only content must have a transcript. The transcript should represent all spoken words and important audio cues.
- Include audio description for videos with important visual information. Audio description is an additional narration track that describes key visual elements—such as actions, scene changes, text on screen, and facial expressions—so that people who are blind or have low vision can fully experience the content.
- Example: During a silent moment in a training video, the narrator might say: "A woman in a blue jacket unlocks the lab door and flips on the overhead light."
- For promotional or instructional videos, include a written summary or transcript of what’s said or shown.
Accessible media supports all users, including those with hearing loss, non-native English speakers, and people using content in varied environments.
IT Solutions can help with converting or creation of accessible media for course materials.
Canva: Use with Care
Canva is a popular and easy-to-use design tool, but it does not consistently produce accessible content, especially when files are downloaded (any file type).
If using Canva:
- Always run Canva’s accessibility checker before sharing
- Share content using a view-only Canva link, which better preserves structure and alt text
- Avoid downloading PDFs from Canva unless tested and remediated
- Add alt text to meaningful images
- Avoid using text embedded in graphics
Faculty and staff have access to Adobe Creative Cloud, which includes professional tools like InDesign, Illustrator and Express that offer more control over structure, tagging, and export settings for accessibility. These tools can produce content that is much easier to convert into fully accessible PDFs compared to Canva. However, Adobe tools are also more complex and may require more time and planning to use effectively.
Content Linking and Forms
All Links Must Lead to Accessible Content
If you’re sharing a link, whether in a web page, course, email, or document, it must lead to accessible content.
This includes but is not limited to:
- Web pages
- Documents
- Videos
- External tools or forms
Always review the linked content before sharing. If the destination isn’t accessible, don’t link to it.
Use Accessible Forms
Forms must be easy for everyone to read, complete, and submit.
- Avoid printable or scan-and-email forms whenever possible.
- Use digital tools like Microsoft Forms, Adobe Sign, Qualtrics, or TeamDynamix forms to create accessible, fillable forms.
- Make sure all fields are clearly labeled and that the form follows a logical reading order.
- Avoid using image-only form fields and always provide keyboard navigation.
- Test your forms with the built-in accessibility checkers when available.
If you're not sure how to digitize or rebuild an existing form, IT Solutions can help you convert it into an accessible format and build digital workflows where appropriate. ITS will be able to recommend the best tool for your needs.
Platform-Specific Guidance
Website
The website works best when information is presented directly on web pages so it’s easy for visitors to read and navigate. When a document format is absolutely necessary, use fully accessible PDFs so all users can open and understand the content.
Maverick One Stop
Service and resource information is most effective when displayed directly on Maverick One Stop pages. Flyers or other documents can be included if they meet full accessibility standards and clearly support the page’s purpose.
The Fountain
The Fountain is designed to feature timely news, events, and links to important tools and resources for employees. When sharing a flyer or promotional image, also include the full details in text so the information is clear and accessible. Any flyers or images that are added should be fully accessible, with alt text or decorative tags for images.
File Names and Hyperlinks
File names and hyperlinks help users (and screen readers) understand what a file is and where it takes the user before they open it. Using the actual hyperlink, such as https://not.a.link/:w,5434556t-43r.c9035trf, results in the screen reader voicing every character, which is time-consuming and tedious. Descriptive, consistent naming is efficient, reduces confusion, and helps with version control.
When naming files or adding links
Use short, descriptive phrases that clearly reflect the content (e.g., scholarship-guide-2025.pdf instead of final-version.docx).
- Use lowercase letters and hyphens
- Avoid vague or generic names like document1.pdf, scan123.pdf, or updated-file.docx
- Include a date or version number if relevant (e.g., policies-fall-2025.pdf)
- Avoid underscores in file names, screen readers may read them aloud as “underscore,” while hyphens are usually treated as natural pauses, making them more accessible
Guidance for Student-Shared Documents
Instructors should remind students that if they are submitting materials to be viewed or used by fellow students, such as for peer reviews, group projects, or public presentations, those documents must follow the same digital accessibility standards outlined here. This includes using accessible formatting in Word, avoiding scanned PDFs, providing alt text for images, and ensuring readability for all peers.