Our general recommendation is to limit the number of documents on the website and opt to have content included as web content. If a document is uploaded it should be done so as a PDF (not another file type such as .docx, .pptx, etc) and meet guidelines for accessibility. Accessible documents follow many of the same best practices as web content including roper use of headings, descriptive alternative text on images and helpful link text.
Setting Accessibility in Microsoft Word
Use Built-in Styles for Structure
Apply the built-in styles rather than manually formatting fonts or sizes. Use Heading 1 for the title, Heading 2 for main sections, Heading 3 for subsections and so on. Ensure that the headings are in a proper hierarchy to organize the content in the document.
Add Alternative Text to Images
Right-click the image → ‘View alt text’. Enter a meaningful description or mark as decorative.
Use Meaningful Hyperlink Text
Avoid generic or duplicative links like ‘Click here’, instead use descriptive text such as ‘Visit the CMU website’.
Use Lists Properly
Use Word's bullet or numbered list buttons instead of manual dashes or numbers.
Set the Document Language
Navigate to Review → Language → Set Proofing Language. Choose language and 'Set As Default'.
Use Descriptive Titles
Navigate to File → Info. In the Properties panel add a descriptive title. Note: The title also displays in the browser’s title bar when on the site.
Check Accessibility
Navigate to Review → Check Accessibility and resolve listed issues.
Saving the Word Doc as an Accessible PDF
- Use File → Save As, choose PDF format. Click ‘More options…’ then select ‘Options’.
- Ensure that ‘Headings’ is selected for ‘Create bookmarks using:’, ‘Document properties’ is checked and ‘Document structure tags for accessibility’ is checked.
- Then save the file.