Make a document more accessible
Use structure, descriptive links and meaningful image alternatives, then review the exported document.
Follow the method ↓
The answer in 30 seconds
A document can look orderly while remaining difficult to navigate with assistive technology. Visual size alone does not make a heading, and an image may need a text alternative to convey its purpose.
Start with the source file: apply real heading styles, write clear link labels, describe informative images, mark table headers and check reading order after export.
Examples to adapt
Use heading levels so readers can jump between sections.
Summarise its main finding in surrounding text and provide a suitable text alternative.
Use actual header cells and avoid a layout table that obscures the reading sequence.
Follow the method
- 1Structure the source
Apply heading styles in a logical order and keep paragraph text as paragraphs.
- 2Clarify non-text content
Write purposeful link text and image alternatives that fit the surrounding context.
- 3Inspect tables and order
Identify headers and check that the reading sequence remains understandable.
- 4Export and test
Review the PDF or shared format with available accessibility checks and, where possible, a keyboard or screen reader.
A closer look
Test the outline rather than the size of the text
Fictional example: a document has a title, two sections and a subsection. Heading levels should express this organisation.
| Element | Expected structure | Check |
|---|---|---|
| Document title | Main heading level | Enlarging the font alone does not create this role |
| Sections A and B | Same heading level | They should appear as sibling sections |
| Subsection of B | Level below B | It belongs to B rather than becoming a third major section |
Navigate the heading outline, then read the text in its actual order.
Can a visually small heading introduce a major section?
Yes. Structural role and appearance are separate. Choose the level from the content outline.
Supporting documentation : W3C WAI — Headings · Consulted on 2026-10-25. Examples and calculations are illustrative.
A checklist to keep
Use these checks to record what you found. The grid supports a decision; it does not make one for you.
| Check | What to examine | Action |
|---|---|---|
| Headings | Are levels structural and ordered? | Apply |
| Images | Is essential meaning available in text? | Describe |
| Links | Can purpose be understood alone? | Rewrite |
| Tables | Are header relationships clear? | Mark |
| Export | Does reading order survive? | Test |
Read the checklist directly in the table.
What to check
Automatic checkers cannot judge whether alternative text conveys the right meaning.
A scanned image of text may require OCR and manual correction.
Export settings can lose structure present in the source file.
Common questions
Should every image have a long description?
No. Describe informative images according to their purpose; decorative images can be marked accordingly.
Is a tagged PDF automatically accessible?
No. Check reading order, wording and actual task completion as well as technical tags.
Sources and documentation
Documentation consulted on . Examples are illustrative; interfaces and results may change.
Choose an image alternative by its role
A text alternative depends on what the image contributes. Appearance alone is insufficient when it acts as a button or conveys data.
- Define the role
- Write the equivalent
- Read without the image
| Situation | What changes | Useful check |
|---|---|---|
| Informative image | Convey the essential information in context. | Do not unnecessarily repeat a nearby caption. |
| Functional image | Name the action or destination. | A button should announce its purpose, not just its icon’s shape. |
| Complex chart | Provide a complete equivalent of useful data or relationships. | Supply a description and, where appropriate, a readable table. |
An empty alt attribute avoids announcing a purely decorative image. Read the page without images: essential actions and information should remain identifiable.
Documentation : W3C WAI — Images Tutorial ↗ · · Read the reference record →
Reference record for this resource
Identify the publisher, official destination and practical checks before using the service.
Read the W3C Web Accessibility Initiative record →