By: Dani O’Brien, Accessible Pedagogy Specialist
Meeting the federal digital accessibility requirements can feel overwhelming, and the full picture involves more than any single blog post can cover. The good news is that a handful of habits make a big difference. The five practices below address common barriers students encounter and offer a practical place to start. They do not cover every accessibility requirement, but building them into your routine can improve access for students with disabilities and make your materials easier for everyone to use.
1. Use Built-in Headings and Lists
When creating documents or adding content to Canvas pages, we often use bold text, italics, underlining, or changes in font size to identify sections and help students navigate the content. While these visual cues may work for sighted users, they do not provide the same structural information to someone using a screen reader.
Instead, use built-in heading styles. Headings provide both a visual and structural indication of sections and subsections, allowing screen reader users to navigate directly to different parts of a document or page.
A document’s heading structure functions like an outline. It organizes the content and communicates how sections relate to one another:
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- Heading 1 (H1) identifies the main title of a page or document and is typically used only once.
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- Heading 2 (H2) identifies a major section.
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- Heading 3 (H3) identifies a subsection within an H2 section.
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- Headings 4, 5, and 6 identify additional levels of nested content, although these levels are used less frequently.
Do not skip heading levels. For example, an H2 should be followed by another H2 or an H3, not an H4.
On a Canvas page, the page title generally serves as the H1. Begin the headings within the body of the page with H2.
To add a heading in Word, select the heading text and choose the appropriate heading from the Styles section of the Home ribbon. For step-by-step directions, watch this video on adding headings in Word.
Similarly, when creating bulleted or numbered lists, use the program’s built-in list tools rather than manually typing numbers, bullets, or symbols. Built-in lists communicate the list’s structure to assistive technology.
2. Add Alt Text to Images
Alt text, short for alternative text, is a brief description associated with an image in a digital document or webpage. Screen readers read alt text aloud, making the image’s essential information available to people who are blind or have low vision.
Images that carry meaning, such as a chart, a diagram, or photo that illustrates your point, need alt text that conveys that information. Images that are purely decorative, meaning they are there only for visual appeal, should be marked as decorative so that screen readers can skip them. Images in Word documents, PowerPoint presentations, PDFs, and Canvas courses should either have appropriate alt text or be marked as decorative.
What makes good alt text? Describe what the image is there to show, not everything it looks like. Keep it brief and skip phrases like “image of” or “picture of,” since screen readers already announce that an image is present.
Avoid: “Graph”
Why: This tells the reader that a graph exists but not what it shows.
Instead: “Bar graph showing course enrollment rising from 200 students in 2020 to 350 in 2025.”
Context matters, too. For example, a photo of a campus building might need the alt text “Mazur Hall, home of the English Department” on a page about where to find your office, but it could be marked decorative on a page where it only adds visual interest.
To add alt text in the desktop version of Word or PowerPoint, right-click the image and select View Alt Text. In the Alt Text pane, enter a brief description or select Mark as decorative. The steps may differ slightly in the web-based versions of Microsoft Office.
To add alt text in Canvas, select the image and then choose Image Options. The Image Options panel will open on the right side of the screen, where you can add alt text or mark the image as decorative.
For additional guidance, explore the alt text resources on the Accessible Temple website.
3. Write Descriptive Link Text
Descriptive links are hyperlinks whose text clearly communicates where the link leads or what it does. They act as signposts, helping students locate the resources they need.
Descriptive links are helpful for everyone, but they are especially important for screen reader users. Screen reader users can bring up a list of links on a page and navigate through them without reading the surrounding text.
Avoid: Vague links such as “click here” or “read more.”
Why: The words “click here” do not identify the link’s destination or purpose.
Avoid: Using a long, raw URL as the visible link text, for example, https://teaching.temple.edu/resources/accessible-temple/accessibility-resources/descriptive-links.
Why: A raw URL may not clearly communicate where the link leads. When read aloud by a screen reader, a long URL can also be tedious and difficult to understand.
Instead, use text that clearly indicates where the link leads and makes sense in and out of context. For example, “explore the CAT’s descriptive link resources.”
When relevant, include the file type or the link’s behavior so users know what will happen when they activate it. For example:
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- Join the Ed-Tech Zoom Lab (opens in Zoom)
You do not need to identify a link as a “website.” If a link opens a new tab or window, however, let users know. For example:
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- Explore the CAT’s Alt Text Resources (opens in a new tab)
4. Think Twice Before Using PDFs
PDFs are often inaccessible and are among the more difficult file types to remediate. When possible, share content in an accessible HTML, Word, or PowerPoint format instead.
If you currently distribute a PDF of your slides, consider sharing the original PowerPoint presentation. If a PDF was created from a Word document, consider sharing an accessible version of the original Word file. Word and PowerPoint files are not automatically accessible, but they are generally easier to check and correct than PDFs.
If you assign journal articles, check whether the library or publisher provides an accessible webpage or HTML version. If one is available, share its permalink rather than uploading the article as a PDF. HTML content is often more accessible and responsive than the PDF version, particularly for people using screen magnification or mobile devices.
We know that sometimes PDFs are inevitable. In these instances, you can use Panorama, Temple’s integrated accessibility tool, to remediate the PDF. To learn how to remediate a PDF, please check out our How-to Guide on Remediating PDFs with Panorama or watch our How-to Video on Remediating PDFs with Panorama.
5. Check Your Color Choices
Make sure text has enough contrast against its background, especially light gray text, colored text on colored fills, and text over images. Tools like the WebAIM Contrast Checker can help you test combinations. Panorama, Temple’s integrated accessibility tool, can also check for color contrast issues.
Also avoid using color as the only way to convey meaning. “Complete the items in red” doesn’t work for students who can’t distinguish the colors. Add a text label or symbol in addition to the color to ensure all students can access the meaning.
To learn more about color and accessibility, check out our How-to Guide on Color Considerations.
Additional Support
The CAT is here to support you as you work toward improved digital accessibility. For more complete information, visit our Accessibility Resources website. To explore our accessibility workshops and training options, visit our Accessibility Offerings page. For one-on-one support, schedule a consultation with the CAT, or email cat@temple.edu if the available appointment times don’t work for you. Dani O’Brien, our Accessible Pedagogy Specialist, is happy to be a resource for your departments and colleges, and our in-person and virtual labs are open for accessibility questions as well.