Documents: Is the Structure Built In?

A document is accessible because of how it is built, not because it opens successfully. Headings, lists, links, images, tables, reading order, language, and color all need the same care they receive on a web page.

Before creating a file, consider whether a Canvas or web page would be easier to read on different devices and easier to update. Use a document when the file itself serves a real purpose: printing, offline use, collaboration, formal distribution, or a required workflow.

The question that matters

Is the information structured for navigation and understanding, or has it only been arranged to look right on your screen?

A Practical Workflow

Choose the most usable format.
Prefer an HTML page for content people primarily read online. Use a document when downloading, printing, editing, or preserving a formal file is important.
Start from an accessible template.
A good template can establish margins, styles, language, and recurring structures before content is added.
Use built-in structure.
Apply heading styles, real lists, descriptive links, simple data tables with headers, and the application’s equation tools.
Handle visuals by purpose.
Add useful alt text, provide complex descriptions, and mark truly decorative visuals appropriately.
Keep reading order predictable.
Avoid floating text boxes, manual spacing, and complicated layouts that disconnect content from its logical sequence.
Check, then inspect.
Run the application’s checker, correct the source, and manually review meaning, order, contrast, and exported versions.

Reuse the structure, not the mistakes

Older files often become unofficial templates. Repair the master or rebuild a clean template so the same barriers are not copied into every new syllabus, agenda, or handout.

Page or File?

Choosing a delivery format
Need	Strong starting point
Frequently updated information read primarily online	Canvas or web page
Printable form, letter, agenda, or editable working document	Accessible Word or Google document
Fixed final record that must retain its appearance	Tagged, verified PDF—ideally with the accessible source available
Information that must work across many devices	Responsive HTML page, with a file only when it adds value

Providing both a page and a file can be useful, but two formats also create two versions to maintain. Make the relationship and update process clear.

Quick Check

A department reuses the same syllabus each term. What is the strongest long-term improvement?

Repair only the PDF after exporting each semester.: Repeated PDF remediation wastes effort and leaves the source problems in place.
Create an accessible source template, use it each term, run the checker, and verify every exported format.: Correct: Repairing the reusable source prevents the same barriers from returning.
Use bold text and larger fonts so the document appears structured.: Visual formatting does not replace built-in heading, list, table, and reading-order structure.

Work in Common Document Tools

Microsoft Word

Use built-in Title and Heading styles and review the Navigation pane.
Use real lists and simple tables with identified header rows.
Add alt text or complex descriptions to meaningful visuals.
Use descriptive links and sufficient contrast; do not rely on color alone.
Do not place essential instructions or content only in headers or footers; repeat the information where readers need it in the main document.
Choose Review > Check Accessibility and address findings while the source is still editable.

Microsoft Word Accessibility Checker panel displaying issues and recommended actions — The checker helps find patterns; the author still reviews wording, meaning, and logical order.

Microsoft guidance for accessible Word documents (opens in a new tab)

Google Docs

Apply paragraph styles for the title and headings.
Use the toolbar commands for lists, links, tables, and equations instead of imitating them visually.
Add or verify alt text for meaningful visuals.
Use clear text, sufficient contrast, and more than color to communicate meaning.
Review the document outline and use any institutionally supported accessibility checker.
Check downloaded Word or PDF versions separately; conversion can change structure.

Show an example accessibility-checker add-on

Grackle Docs add-on listed in the Google Docs Extensions menu — Grackle Docs is one example. The checker available to you depends on institutional licensing and Google Workspace configuration.

Google guidance for accessible documents and presentations (opens in a new tab)

Retrofitting an Older Document

Save a working copy and identify the intended audience and format.
Remove manual spacing, empty paragraphs used for layout, and decorative text boxes.
Apply built-in styles and reconstruct real lists and tables.
Repair links, images, color cues, and reading order.
Run the checker, then manually review the whole document.
Replace the reusable original or template so future copies begin correctly.

Check Accessibility command on the Review tab in Microsoft Word for Mac

Before You Share

The chosen format supports the way people will use the information.
The document has a title, logical headings, real lists, and descriptive links.
Tables, equations, images, and color are handled accessibly.
Reading order is logical and content is not dependent on floating text boxes or manual spacing.
The application’s accessibility checker has been run and its findings reviewed.
The document has been inspected at high zoom and with keyboard navigation.
Downloaded and exported versions have been checked separately.