Creating accessible content: document structure and organization

Audience: Students, Faculty, Staff

Responsible Group: IT Training and Outreach

Overview

Creating accessible documents ensures that all users, including those using screen readers or other assistive technologies, can understand and navigate your content. This article focuses on the importance of reading order and document structure in PowerPoint presentations, Word documents, and PDFs. Reading order refers to the sequence in which content is accessed by assistive technologies like screen readers. It should match the intended logical flow of information.

Why It Matters

Ensuring proper reading order and structure in digital documents is essential for accessibility because it directly impacts how users with disabilities interact with content. Screen readers and other assistive technologies rely on a logical sequence to convey information accurately. When elements are out of order or improperly formatted, users may receive content in a confusing or fragmented way. For example, in PowerPoint, items are read in the order they were added, not necessarily how they appear visually. While in Word, missing headings or misused tables can hinder navigation. PDFs without proper tagging or structure can be completely inaccessible. Ultimately, well-structured content benefits everyone by improving clarity, organization, and overall user experience.

Best Practices

• Structure Before Style: Prioritize logical organization using headings, lists, and layout tools before applying visual formatting.
• Consistent Reading Order: Ensure that the sequence in which content is read matches the intended flow of information. This is especially important in PowerPoint, where visual layout doesn’t determine reading order.
• Tag Your PDFs: Use the tagging feature in PDF editors (such as Adobe Acrobat) to define the document’s structure, including headings, paragraphs, lists, and tables.
• Use Text Boxes Thoughtfully: In PowerPoint and PDFs, each text box is treated as a separate object. If added out of sequence, it can disrupt the reading and focus order. Use built-in layouts when possible, and arrange text boxes in a logical order using the Selection Pane or tagging tools.
• Use Built-In Tools: Rely on built-in templates, styles, and accessibility features in Word, PowerPoint, and PDF editors. These tools are designed to support accessible formatting and tagging.
• Design for All Users: Accessibility benefits everyone. Clear structure, readable fonts, and logical flow improve comprehension for all readers.
• Think Beyond Visuals: Avoid conveying meaning through color, placement, or animation alone. Use text descriptions and labels to ensure content is understandable in non-visual formats.
• Run Accessibility Checker: Go to Review > Check Accessibility to identify and fix issues.

Compliance Standards

• 1.1.1 Non-text Content: Ensure all images, charts, and graphics include meaningful alt text.
• 1.3.1 Info and Relationships: Use headings, lists, and tables properly to convey structure semantically, so that both humans and machines can interpret it accurately.
• 1.3.2 Meaningful Sequence: Present content in a logical reading order that preserves meaning.
• 1.4.1 Use of Color: Avoid using color alone to convey meaning; provide text labels or other indicators.
• 2.1.1 Keyboard: Ensure all functionality is accessible via keyboard navigation.
• 2.4.3 Focus Order: Confirm that focusable elements follow a logical and intuitive tab order.

How to Make it Accessible

Microsoft Word

• Apply Heading Styles: Go to the Home tab and use Heading 1, Heading 2, etc., to create a structured outline.
• Add Alt Text: Right-click on images, select View Alt Text, and provide a meaningful description.
• Use Lists and Tables Properly: Avoid using tabs, spaces, dashes, or other symbols to make lists manually. Instead, use Word’s built-in formatting tools for headings, lists, and tables.
• Check Structure: Open the Navigation Pane to verify that headings are properly nested.
• Keyboard Navigation Check: Press the Tab key to move through headings, links, and interactive elements. Ensure the focus moves in a logical order and that all content is reachable.

Microsoft PowerPoint

• Use Slide Layouts: Choose built-in layouts from the Home tab to ensure consistent structure.
• Check Reading Order: Go to Home > Arrange > Selection Pane to view and adjust the reading order of slide elements.
• Add Alt Text: Right-click images or graphics and select View Alt Text.
• Run Accessibility Checker: Go to Review > Check Accessibility to scan for issues.
• Keyboard Navigation Check: Use the Tab key to move through slide elements. Confirm that the focus order matches the intended reading sequence.

PDFs

• Tag Throughout the Workflow: Don’t wait until export to think about tagging. Use your PDF editor’s tagging tools during document creation or remediation to define headings, paragraphs, lists, tables, and alternative text for images.
• Use Acrobat’s Accessibility Tools: Open the PDF in Adobe Acrobat, go to Tools > Accessibility, and run the Accessibility Check.
• Fix Reading Order: Use the Reading Order Tool in Acrobat to manually adjust the sequence of content.
• Avoid Scanned PDFs: If scanning is necessary, apply OCR and add tags to make the document readable by screen readers.
• Keyboard Navigation Check: Open the PDF and use the Tab key to move through form fields and links. Use Acrobat’s Order Panel to adjust tab order if needed.

Quick Review Checklist

• Use heading styles and built-in formatting tools to create a clear, structured document.
• Ensure reading order matches the intended flow of information, especially in PowerPoint and PDFs.
• Use tagging tools in PDF editors like Adobe Acrobat to define document structure (headings, paragraphs, lists, tables, etc.).
• Confirm focus order using the Tab key. Interactive elements should be reachable and follow a logical sequence.
• Use text boxes thoughtfully. Arrange them in a logical reading and focus order using tools like the Selection Pane or Acrobat’s Order Panel.
• Design with structure before style. Visual layout should support, not replace, logical organization.

Training

• Microsoft Support: Make slides easier to read by using the Reading Order pane
• Microsoft Support: Create slides with an accessible reading order
• Adobe Help Center: Reading Order Tool for PDFs
• Adobe Help Center: Creating accessible PDFs

Need Help?

• Submit a UARK IT Help ticket for access issues.
• Submit an IT training request for personalized support from the IT Training and Outreach.

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