Documents and Files
Documents and files (such as PDFs, documents and spreadsheets) are a major way FOA shares policies, guidance, forms and reports.
Unlike webpages, files are often downloaded and shared outside their original context. If they are not accessible, people using assistive technology may be unable to read them, even when the information itself is clear and well written.
The good news is that most document accessibility improvements are about structure and clarity, not special software or advanced technical skills.
Files Types We’re Focusing On
Current efforts prioritize commonly used file types, including:
- PDFs (especially scanned or older PDFs)
- Word documents (.docx)
- Excel spreadsheets (.xlsx)
- PowerPoint presentations (.pptx)
These formats are widely used across FOA and have built-in accessibility tools when created thoughtfully.
General Guidance
When creating or updating a document, the same principles that apply to accessible webpages apply here too:
- Clear structure.
- Meaningful headings.
- Simple, descriptive language.
- Thoughtful use of tables and lists.
If a document is formatted clearly, it is usually much easier to make accessible.
Recommended Practices
1. Start with accessible source files.
Whenever possible, create documents accessibly from the start rather than trying to fix them later.
- Use built-in heading styles (not manual formatting).
- Use true lists instead of typed dashes or numbers.
- Ensure sufficient color contrast.
- Avoid images of text when text can be typed.
These steps make a big difference and take very little extra time.
2. Use headings to create structure.
Headings help screen reader users understand how a document is organized and allow for quick navigation.
Think of headings as an outline:
- Main topic
- Sections
- Subsections
Avoid skipping levels, and don’t rely on font size alone to indicate importance.
3. Be thoughtful with tables.
Tables can be useful, but only when used for data, not for layout.
When using tables:
- Include clear column headers.
- Keep tables as simple as possible.
- Avoid merged cells when feasible.
If a table becomes very complex, consider whether the information could be presented in another way.
4. Provide text alternatives for images and charts.
Images, charts and diagrams within documents need text alternatives, or alt text, just like those on webpages.
- Provide alt text that explains the purpose of the image.
- For complex charts, include a short explanation in the surrounding text.
This helps ensure the information is available to everyone.
5. Be mindful of PDFs.
PDFs deserve special attention because they can be either very accessible — or very inaccessible — depending on how they are created. Whenever possible:
- Create the document accessibly in Word or PowerPoint first.
- Then export to PDF using the proper tools.
Scanned PDFs without text recognition are especially challenging and should be avoided unless no other option is available.
What to Prioritize
Not every file needs immediate attention. FOA's efforts are being prioritized based on files that are:
- Public-facing.
- Frequently used or downloaded.
- Supporting core services or compliance.
Older or archival documents may be addressed later or replaced with accessible summaries as appropriate.
What You Can Do
If you create or update documents as part of your role, here’s how you can help:
- Use built-in styles for headings and lists.
- Run the accessibility checker in Word, Excel, or PowerPoint.
- Avoid uploading scanned PDFs when an editable source exists.
- Ask for guidance if you’re unsure. Early questions can save time later!
Accessibility is a shared effort, and small changes add up quickly.
How this work is supported
FOA is coordinating document accessibility improvements alongside webpage efforts, using a combination of campus-supported tools, guidance, and review.
This is an ongoing process, and support will continue to evolve as tools, training, and shared practices develop.