This article provides information on how to create accessible documents.

Following these instructions will ensure that your documents can be easily read on a computer monitor, on paper, with an audio screen reader, or a computer's text to speech function.

Students rely on course documents for information related to program and course success; therefore, it is crucial that your materials are accessible to all students. The Educational Technology Department is committed to helping all faculty and staff create accessible documents, ensuring that students can fully utilize all materials.

Accessible documents contain the following elements:

  1. Logical Reading Order - In order for a screen reader to correctly read text, tabular information such as a course schedule should be created using a properly formatted table. Text boxes and tabs simulating a table should be avoided.

  2. Headings - Documents should be structured hierarchically, with major and minor headings. For instance, a cell biology program might have "Cellular and Molecular Biology" as a heading 1 level, while the program objective might be, "Describe the functions of individual cells in a given tissue of a multicellular organism" as a heading 2 level.

    In Microsoft Word 2010, 2013, and 2016: The Heading styles (Heading 1, Heading 2, Heading 3) are located on the Home Tab, in the Styles Gallery.

  3. Table Headers - Tables should include a header row, which describes the content of each column.

    In Microsoft Word, define the header row by selecting the entire table, right clicking to open the Table Properties, and check the Repeat as header row box.

  4. Alternative Text - Images should always contain alternative text pr Alt-Text to convey appropriate meaning to those who may not be able to see the image. Alt-text should be concise.

    In Microsoft Word: Right click on an image to open the Properties dialog and enter a concise description in the Alt-Text field.

  5. Hyperlinks - Avoid "click here," as those with limited mobility may not have this ability. Best practice is to place a hyperlink in the appropriate text and use an icon with Alt-text indicating whether the link is to a web page that opens in a new window of a file that downloads.

    1. Example of an accessible hyperlink to the Educational TechnologyNew Window website.
    2. Example of a file download link for a grade bookPDF Download small.


An accessible video tutorialNew Window is available that outlines the steps above.

You can use the icons above in your own documents. Simply right-click to save to your computer. Remember, to add Alt-Text whan adding to your documents.

For assistance creating accessible documents, please contact Educational Technology:

Educational Technology
Plant Hall, Rooms 222-224
(813) 257-6333
edtech@ut.eduNew Window
Website: http://edtech.ut.eduNew Window

For more information on Disability Services, please contact the Academic Center for Excellence:

Academic Center for Excellence
Office of Student Disability Services
North Walker Hall Room 108
(813) 257-3266
disability.services@ut.eduNew Window
Website: www.ut.edu/ace/disabilitiesNew Window