Writers, editors, and coordinators produce accessible documents, slides, PDFs, and shared files before publishing or distributing.
Document SLA: Accessibility Checker cleared before release
What this page helps you do
- Create documents, slides, and PDFs that work with screen readers and magnifiers.
- Use the right checklists and templates to reduce remediation time.
- Know when to self-remediate and when to request a consultation.
Executive summary
Every document must be ready for screen readers and magnifiers before it leaves your desktop:
- Structure: apply heading styles, real lists, and table headers so assistive technologies can announce content correctly.
- Descriptions: write concise alt text and include captions/transcripts for media.
- Validation: run Microsoft/Google accessibility checkers and remediate flagged issues.
- Distribution: share both source files and tagged PDFs; avoid image-only emails.
Use the sections below for quick direction and drill into format-specific playbooks in the Document & Media hub.
Top tasks
| Task | Steps | Primary Tools |
|---|---|---|
| Author accessible Word/Google docs | Use heading styles → add alt text → run checker → export tagged formats. | Microsoft 365, Google Workspace |
| Create inclusive slide decks | Use templates → confirm reading order → describe visuals → caption embedded media. | PowerPoint, Google Slides |
| Remediate PDFs | Fix source → tag in Acrobat → verify reading order → publish statement. | Adobe Acrobat Pro |
Impactful principles & tools
Accessible content is faster when you rely on shared rules plus automated checks. Tie every document and campaign to the WCAG 2.2 AA highlights below.
- Apply built-in heading styles (SC 1.3.1) and keep link text descriptive.
- Write alt text using the WebAIM decision tree; note when images are decorative.
- Confirm lists and tables read correctly by previewing in screen-reader mode.
- Follow the Meaningful Links guide for descriptive, format-aware link text.
- Run the Microsoft Accessibility Checker (Word/PowerPoint/Excel) or Grackle (Google) until no errors remain.
- Scan published pages with Accessibility Insights or WAVE to confirm headings, contrast, and form labels.
- Use the campus DubBot license for ongoing newsletter/archive audits; export issues to Trello/Jira.
When PDFs are required, follow the Adobe remediation workflow:
- Tag the document tree and set reading order.
- Label form fields and buttons; add tooltips where necessary.
- Re-run Accessibility Checker in Acrobat and attach the report to Trellis/consult tickets.
Use this five-minute sweep to catch issues before files go live:
- Keyboard through the document or email template to ensure the tab order makes sense.
- Run Microsoft Accessibility Checker (or Grackle) and fix every error.
- Open the exported HTML/PDF in a browser and run Accessibility Insights FastPass for quick WCAG coverage.
- Spot-check headings, alt text, and contrast with WebAIM WAVE; note findings in your content log.
- Schedule (or append to) the next DubBot crawl so newsletters/archives stay compliant.
This checklist keeps reviews content-focused—no developer tooling required.
Guidance
Follow the Word/PowerPoint basics and Google Workspace checklist. Always run built-in accessibility checkers.
Drill down: PowerPoint slides, Excel tables, Outlook email.
Use PDF remediation workflow for legacy files. Provide accessible source files alongside PDFs.
Use email guidance plus Outlook/Gmail checklists to ensure alt text, contrast, and descriptive links.
Template snippets: Do/Don’t library, event statements.
Start from official UA templates and Quickstart patterns to maintain the Block A logo, typography, and approved palettes.
- Reference the UA Brand & Accessibility guide for palette ratios and template links.
- Use color pairings documented in Color & Contrast guidance to keep text ≥ 4.5:1.
- When exporting graphics, test them in grayscale/high-contrast modes to confirm UA colors remain distinguishable.
Pair UA templates with inclusive writing tips from WebAIM.
- Follow WebAIM’s alt text guidance so descriptions convey intent, not decoration.
- Write headings and link text that describe the outcome (“Download syllabus (accessible PDF)”).
- Use the WebAIM evaluation quick reference during peer review.
Tools & contacts
Grackle / Accessibility Checker
Automated review add-ons for Google Workspace; built-in Microsoft checker.
WebAIM checklists
Quick reminders for headings, contrast, tables, and media descriptions.
Assistive technologies to account for
Documents must be usable for readers relying on:
- JAWS and NVDA for Windows-based document reading and editing.
- VoiceOver and TalkBack for PDFs and cloud docs opened on mobile devices.
- Fusion and ZoomText for large-print review and color adjustments.
Include alt text, meaningful headings, tagged tables, and avoid scanned-only PDFs so these AT solutions can interpret content. Reference Assistive Technology Coverage.
Training & community
- Accessible Documents Essentials (monthly).
- PDF remediation labs (bi-monthly).
- Communications & Marketing accessibility roundtable.
Self-serve: Document & Media hub, training calendar.
Feedback
Email accessibility@arizona.edu or join the Content Creator Teams channel. Last reviewed: 2026-01-05.
Next steps for content creators
- This week: Run the Accessibility Checker on your top 3 shared templates and fix any errors.
- This month: Adopt UA templates and add tagged PDFs for required materials; schedule a remediation session if you have legacy scanned files.
- Ongoing: Add source files and tagged exports to your publishing workflow and log issues in the unit tracker for DubBot follow-ups.
If you need help, request a consultation via the Accessibility consultation form.
Related guides you may need
Your work may overlap with these roles: