Contributors:Kari Goin Kono, Misty Hamideh, Lindsay Murphy

This guide outlines practical, easy-to-implement strategies for creating accessible documents inGoogle Docs and Microsoft Word. It covers essential topics such as using built-in headings, adding alternative text to images, and creating descriptive links. By following these steps, you can help all your students easily access course materials and focus on learning.

Digital accessibility changes for PSU faculty

In April 2024, the U.S. Department of Justice updated Title II of the Americans with Disabilities Act (ADA) to set clear requirements for accessible web content and mobile applications used by public entities, including public universities. The updated rule adopts WCAG 2.1 Level AA as the technical standard and sets a compliance deadline of April 24, 2026 for large entities. Learn more about Title II compliance at PSU.

Explore instructional accessibility topics

What are my top priorities for creating accessible documents?

Use built-in headings: Don’t rely on bold or enlarged text to indicate headings. Instead, use the Styles menu (Heading 1, Heading 2, etc.). This creates a clear document structure that supports navigation for people using assistive technologies such as screen readers and speech-to-text technology.
Add alt text to images: Add alternative text to every image by selecting the image and choosing the edit alt text option, and entering a brief description of its purpose. If an image is purely decorative, such as a line break or visual divider, mark it as decorative so it is ignored by screen readers.
Use descriptive hyperlinks: Avoid vague link text like “Click here” or “Read more.” Instead, link the actual name of the resource (e.g., [Fall 2026 Course Syllabus]).
Only use simple tables: Use tables with a single row or column of headers. Avoid complex tables with multiple header rows or columns. Avoid merging or splitting cells, and don’t forget to add a table caption! For complex data tables, use Excel or another appropriate tool.

Downloadable templates to get started

Create your own copy of the following resources to help you get started with accessible documents:

Accessible syllabus template. Includes accessible formatting, headings, and text.
Accessible course schedule template. Includes an accessible layout and clear, readable text.
Accessible content page template. Includes an accessible layout with structured topics and text.
Docs Accessibility Checklist. Make a copy of this checklist to review your own documents for accessibility.

What does an accessible document look like?

Review annotated examples of accessible Google Docs and Word documents. These examples explain key accessibility features, including alternative text, document layout, self-describing links, and tables.

What should I do next to make my documents even more accessible?

Add page numbers. Include page numbers to help students navigate and keep track of their location within the document.
Reduce cognitive load and use tabs in Google Docs for organization. You can use the Tabs feature in Google Docs to efficiently share multiple documents in one file.
Give your documents meaningful file names. The title of the document should describe the file's purpose or name.
Use visual anchors. Emojis and icons are a fun and accessible way to create visual anchors in a file, which can aid in memory retention and comprehension. For Google Docs, select Insert > Emoji. For Word documents, select Edit > Emoji and Symbols.