Content Creator's Accessibility Workflow

This workflow will guide you on how to ensure your content is accessible before review. Most steps have resources buttons in case you need a refresh in specific topics. You are also able to save the questions for later and share them via email to your department’s accessibility champion. If after reviewing all of your document, and going through the resources you still need help, submit an RFS so the accessibility coordinator can guide you on how to ensure your document is accessible prior to sharing it online.

Start: What kind of content are you working on?

Preparatory Checklist: Word Documents

This checklist is designed to be a quick reference to ensure your Word document is accessible from the start. You can review it now, or come back to it as you work on your document. When you're ready, proceed to the accessibility checks.

Use Built-in Heading Styles:
Use Word's predefined heading styles (Heading 1, Heading 2, etc.) for structural document organization, rather than manual formatting. Learn more about Headings
Provide Alt Text for Images:
Add concise, accurate alternative text descriptions for all informational images. Mark purely decorative images as such. Learn more about Alt Text
Ensure Good Color Contrast:
Ensure sufficient contrast between text and background colors for readability. Check Color Contrast
Write Clear, Concise Language:
Use plain language, avoid jargon, and spell out all abbreviations or acronyms on their first use.
Use Descriptive Hyperlinks:
Make link text clearly describe the destination (e.g., "Visit the Martin County Website" instead of "Click Here"). Link Best Practices
Add Document Title and Author:
Fill in the document's "Title" property and set the "Author" to "Martin County Board of County Commissioners." Change Document Properties
Maintain Consistent Styling:
Limit the variety of colors, fonts, and font sizes used throughout the document for visual consistency.
Choose Legible Font Types (Sans-serif):
Use sans-serif fonts (e.g., Arial, Calibri) for improved screen and print legibility. Avoid decorative fonts.
Ensure Adequate Font Size:
Use a minimum 12pt font size for body text; prefer 14pt for better readability.
Set Appropriate Line Height (Line Spacing):
Use a minimum of 1.5 times the font size for line height.
Use Left-Aligned Text:
Use left-aligned, ragged right text. Do not use justified text.
Limit Italics and Underlining for Emphasis:
Use bold for emphasis. Reserve underlining only for hyperlinks. Limit italics.
Use Column Settings for Side-by-Side Content:
Use Word's column settings for side-by-side content instead of tables for layout.
Avoid Using Text Highlight:
Do not use the text highlighting feature. Use bold or color change (with good contrast) for emphasis instead.
Do Not Use Word SmartArt:
Avoid inserting SmartArt graphics. Recreate their content using standard text, headings, or lists.
Share Image Text in the Document Body:
If an image contains essential text (e.g., a scanned document or infographic), also provide that text as selectable content in the document body.
Use True Bulleted and Numbered Lists:
Create lists using Word's built-in list functions, not manual characters like hyphens or asterisks.
Ensure Proper Table Structure (Data Tables Only):
Use tables only for tabular data, not for layout. Designate header rows/columns and avoid merged or split cells.
Ensure Logical Reading Order (for complex layouts):
Verify that the content flows logically from top-to-bottom, left-to-right, especially with complex visual layouts.
Run Word's Accessibility Checker Regularly:
Use Word's built-in Accessibility Checker (File > Info > Check Accessibility) to identify and fix issues.

Is this document public-facing?

Suggested Action: This information must be distributed in accessible PDF or HTML (webpage) format. For now, you should only decide which format you would like to continue with. After completing the workflow, you will likely need help creating the accessible PDF or webpage, be sure to save all errors to share with the Accessibility team for guidance.

Could this document be a webpage?
If the document needs a wet signature, is a fillable form, or a long report (over 10 pages), it should be a PDF. If it's informational only (e.g., checklist, event details, copy of a printed flyer), it can be a webpage.

Suggested Action: Webpages are easier to access, better for accessibility, and always up-to date. If you believe it should not be a webpage or you are unsure, please continue with the workflow.

You've indicated this document *could* be a webpage. What would you like to do?

Tip: We suggest to continue with the Word document to check for other accessibility issues.

Suggested Fix: Please submit an RFS for assistance (contact the Digital Accessibility Coordinator) with adding content to the Martin County website. Be sure to document the specific complex elements or errors you encountered for this consultation.

Have you used Word to create a fillable form to collect information from users?

Suggested Fix: Your document needs to be an accessible fillable PDF. Continue with the workflow.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Have you used proper heading styles to organize your content? Simply using bold or colored text does not count as using heading styles. Make sure you're applying actual heading tags or styles for proper structure and accessibility.

Suggested Fix: Headings should follow a logical, nested structure—Heading 1 for the main title, Heading 2 for major sections, Heading 3 for subsections, and so on—without skipping levels. Open the Styles Pane in Microsoft Word. Apply styles (like Heading 1, Heading 2, Normal) to your content for consistent formatting. To change how a style looks, hover over it, click Modify Style, and adjust the font, color, size, or spacing as needed.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is your content clear and easy to understand for your audience?

Suggested Fix: Make sure your writing is concise and free of jargon. If you use abbreviations or acronyms, be sure to spell them out the first time they appear.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Have you created extra white space between sections of the document by pressing the Return or Enter key multiple times?

Suggested Fix: Open the Styles Pane. Hover your mouse over the Normal style, open the menu, and select Modify Style. Select Paragraph, and then adjust spacing.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does the document use serif fonts, such as Times New Roman, Cambria, or Georgia?

Suggested Fix: Serif fonts are difficult for users with visual impairments and learning disabilities. Alter the styles in the document to conform to the Martin County Visual Branding Guidelines. For enhanced accessibility, prioritize sans-serif fonts with clear letterforms, 12pts font size, and 1.5pts spacing. Popular and widely available options like Arial, Calibri, Helvetica, Tahoma, and Verdana are good starting points.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does your document contain images, such as photos, graphs, logos, or icons?

Is the image necessary to understand the document’s content (e.g., charts, graphs, photos, or infographics)? If the image is not necessary to understand the document’s content, it is likely decorative.

Suggested Fix: Mark it as decorative so screen readers can skip it. In Word, right-click the image, select View Alt Text, and then check the box labeled Mark as decorative.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Suggested Fix: Write clear and concise alternative text (alt text) that describes the image’s purpose. Alt text should be under 125 characters. If a longer explanation is necessary, a long description must be used in the body of the document in addition to an alt text guiding the user to the explanation.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is the text an image, such as WordArt or a screenshot of a table or webpage?

Suggested Fix: Recreate the content using text.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does the image contain callouts or arrows, is it made of up several layered images, or is the caption included in the image?

Suggested Fix: Save the grouped images as one image file. Replace the image in the document and give it one alt text description with separate image caption.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does your document contain tables?

Is the table used to organize data or just for layout or spacing purposes?

Suggested Fix: Ensure the table is free of merged cells and each table cell can be defined or summarized by the header cell in the same column. In Word, highlight the header row, right-click, and select Table Properties. In the Row tab, check the box labeled Repeat as header row at the top of each page and then OK. In PowerPoint, select the Table Design tab and ensure the Header Row box is checked.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Suggested Fix: Use columns or list formatting to organize the content.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is the data table overly complex and hard to follow, does it contain merged or split cells, or are tables nested within tables?

Suggested Fix: Split the complex table into multiple simple tables, each with its own header row and caption.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does each table in the document contain a caption element?

Suggested Fix: Select the anchor at the top left of the table, right-click, and select Insert Caption. Enter a brief description of the data contained in the table and select OK.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Can you easily read all content in the document? Does the font color strongly contrast with the background color?

Suggested Fix: Choose high contrast color combinations, such as dark blue and white.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Are you using color alone to convey meaning? For example: saying “Red items are mandatory” or “See green highlights for new text.”

Suggested Fix: Add another way to communicate that information, such as text labels or symbols, so everyone can understand it—even those who can’t see color clearly.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Are all hyperlinks descriptive (“Visit the Martin County website” instead of the URL or “click here”)?

Suggested Fix: In Word, select the URL, right-click, and select Edit Hyperlink. Change the Text to Display to meaningful text.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Are hyperlinks visually different from the surrounding text in at least two ways (e.g., color and underlined)?

Suggested Fix: Open the Styles Pane and apply the default Hyperlink style to the link.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is the title property present in the document? Note: The title is not the same as the file name of the document.

Suggested Fix: Select the File tab and then Info. Open the Properties menu and select Advanced Properties. Type the document title (i.e., the Heading 1) in the Title field and select OK.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is an individual’s name listed in the author property field of the document?

Suggested Fix: Select the File tab and then Info. Open the Properties menu and select Advanced Properties. Replace the content contributor’s name with Martin County Board of County Commissioners in the Author field and select OK.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does **"Accessibility: Good to go"** appear at the bottom of the Word application? Located at the bottom of the document in the Status Bar.

Suggested Fix: If the message **"Accessibility: Investigate"** appears at the bottom of your screen, open the Accessibility Checker and follow the Quick Fix tips until each potential issue is resolved.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Suggested Action: Webpages are easier to access, better for accessibility, and always up-to date. If you believe it should not be a webpage or you are unsure, please continue with the workflow.

You've indicated this document *could* be a webpage. What would you like to do?

Tip: We suggest to continue with the PDF document to check for other accessibility issues.

Was the PDF created by scanning a paper document?

Suggested Fix: In Adobe Acrobat, select Scan & OCR, choose In This File from the Recognize Text menu, and then select the Recognize Text button. Once all text in the document is searchable, proceed with adding accessibility tags.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is all information relevant to understanding the document contained within the Reading Order?

Suggested Fix: Open the Reading Order tool. Select content not contained within a shaded box and select the appropriate button (e.g., paragraph text, table cell, heading, etc.) to make the content available to assistive technology.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Have you removed repeating or decorative content, and all tagged blank space (i.e., where the author has used the Return or Enter key to create extra white space) from the reading order of the document?

Suggested Fix: Open the Reading Order tool. Select each area of tagged blank space or decorative content and then select the Background/Artifact button.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does the reading order of the document accurately reflect the visual reading order of page content?

Suggested Fix: Open the Reading Order panel. Inspect the numbers in the shaded boxes. Click to drag into the correct order.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Have you inspected the Tags Panel to ensure all content has been tagged correctly (e.g., headings have heading tags, tables have table tags, etc.)?

Are all tags in the Tags Panel in the same order as the document’s content?

Suggested Fix: Open the Tags Panel. Click and drag tags into the same order as content on the pages of the document (i.e., the order in which the content is read visually).

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is your content clear and easy to understand for your audience?

Suggested Fix: Return to the source file and make sure your writing is concise and free of jargon. If you use abbreviations or acronyms, be sure to spell them out the first time they appear.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Suggested Fix: Mark it as decorative so screen readers can skip it. In Adobe Acrobat, open the Reading Order tool, select the image, then select Background/Artifact.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is the text an image, such as a screenshot of a table or webpage?

Suggested Fix: Return to the source file to create the content using text or consider adding an addendum to the document for longer descriptions.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does your document contain tables?

Is the table used to organize data or just for layout or spacing purposes?

Suggested Fix: Open the Tags Panel. Change each table cell (TD) tag to the appropriate tag, drag each tag out of the table structure, and then delete the empty Table tag.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does the table span multiple pages?

Suggested Fix: Ensure you have removed the repeating table header row from the reading order (i.e., Background/Artifact) and all Table Row (TR) tags are included in the same Table tag.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does the table contain a caption?

Suggested Fix: Open the Reading Order tool, right-click the table, and select Edit Table Summary from the menu. Enter a brief summary of the information contained in the table and then select OK.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is the data table overly complex and hard to follow, does it contain merged or split cells, or are tables nested within tables?

Suggested Fix: Open the Reading Order tool, right-click the table, and select Table Editor. Right-click one cell in the table and select Table Cell Properties. Select the Add (+) icon in the Associated Header Cell IDs field. Select each header cell that applies and then select OK when you are finished. Repeat for all data cells in the table.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Can you easily read all content in the document? Does the font color strongly contrast with the background color?

Suggested Fix: Open the Edit PDF tool. Select the hard-to-read text in the document and choose a font color with a better contrast to the document’s background. Use the Siege Media Contrast Ratio tool to ensure there is at least a 1:4.5 contrast between font and background colors.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is color alone used to convey meaning? For example: saying “Red items are mandatory” or “See green highlights for new text.”

Suggested Fix: Open the Tags Panel. Select the tag for the text where color has been used to convey meaning. Right-click the tag and select Properties. Use the Actual Text field to provide a description of what the color means in addition to including the original text.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does the document consist of 10 or more pages?

Suggested Fix: Open the Bookmarks panel and ensure bookmarks are present. If they are not, open the Options menu, select New Bookmarks from Structure, choose the appropriate heading levels to include in the bookmarks, and then select OK.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Has the document’s Tab Order been set to Use Document Structure?

Suggested Fix: Open the Pages Panel. Press Ctrl+A to select all pages. Right-click and select Page Properties. On the Tab Order tab, select Use Document Structure and then select OK.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is the title property present in the document?

Suggested Fix: Select the File tab. Select Properties from the menu. Select the Description tab Type the document title (i.e., the Heading 1) in the Title field and select OK.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is an individual’s name listed in the author property field of the document?

Suggested Fix: Select the File tab. Select Properties from the menu. Select the Description tab and replace the content contributor’s name with Martin County Board of County Commissioners in the Author field and select OK.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is the Accessibility Checker free of issues?

Suggested Fix: Select the items found by the Accessibility Full Check and remediate each issue in the document.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is this document public-facing?

Suggested Action: Webpages are easier to access, better for accessibility, and always up-to date. If you believe it should not be a webpage or you are unsure, please continue with the workflow.

You've indicated this document *could* be a webpage. What would you like to do?

Tip: We suggest to continue with the PowerPoint document to check for other accessibility issues.

Have you used PowerPoint to create an on-demand eLearning course or video?

Suggested Fix: Choose an accessible eLearning platform, such as Adobe Captivate, Camtasia, or Articulate Storyline.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Have you selected slide layouts that match your content, rather than adding extra text boxes or shapes to cover or rearrange elements?

Suggested Fix: On the Home ribbon, select Slides and then New Slide. Choose a layout that most closely matches the content you’re presenting.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does each slide have a unique title?

Suggested Fix: When a topic spans multiple slides, give each slide a unique title, such as Title (1 of 3), Title (cont’d), etc.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does the presentation use serif fonts, such as Times New Roman, Cambria, or Georgia?

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Can you easily read all the text? Does the text color strongly contrast with the background color?

Suggested Fix: Choose high contrast color combinations, such as dark blue and white.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does your presentation contain images, such as photos, graphs, logos, or icons?

Is the image necessary to understand the presentation content (e.g., charts, graphs, photos, or infographics)? If the image is not necessary to understand the document’s content, it is likely decorative.

Suggested Fix: Mark it as decorative so screen readers can skip it. In Word, right-click the image, select View Alt Text, and then check the box labeled Mark as decorative.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is the text an image, such as a screenshot of a table or webpage?

Suggested Fix: Recreate the content using text.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is the image a chart or graph?

Does the graph have associated Excel data (i.e., can you modify it using Excel)?

Suggested Fix: Recreate the chart using the Insert Chart function of PowerPoint.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does the image contain callouts or arrows, is it made of up several layered images, or is the caption included in the image?

Suggested Fix: Save the grouped images as one image file. Replace the image in the presentation and give it one alt text description with separate image caption.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does your document contain tables?

Is the table used to organize data or just for layout or spacing purposes?

Suggested Fix: Ensure the table is free of merged cells and each table cell can be defined or summarized by the header cell in the same column. Select the Table Design tab and ensure the Header Row box is checked.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Suggested Fix: Use another slide layout to organize content in the presentation.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is the data table overly complex and hard to follow, does it contain merged or split cells, or are tables nested within tables?

Suggested Fix: Simplify the content into a simple table with one header row.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is the table a screenshot?

Suggested Fix: Select the Insert ribbon and recreate the table.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is the title property present in the presentation? Note: The title is not the same as the file name of the document.

Suggested Fix: Select the File tab and then Info. Open the Properties menu and select Advanced Properties. Type the presentation title (i.e., the text on the title slide) in the Title field and select OK.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is an individual’s name listed in the author property field of the presentation?

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does **"Accessibility: Good to go"** appear at the bottom of the PowerPoint application? Located at the bottom of the document in the Status Bar.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is this document public-facing?

Suggested Action: Webpages are easier to access, better for accessibility, and always up-to date. If you believe it should not be a webpage or you are unsure, please continue with the workflow.

You've indicated this document *could* be a webpage. What would you like to do?

Tip: We suggest to continue with the Excel document to check for other accessibility issues.

Have you used Excel to create a fillable form to collect information from users?

Suggested Fix: Please submit an RFS for assistance (contact the Digital Accessibility Coordinator) with creating accessible forms. Be sure to document the specific complex elements or errors you encountered for this consultation.

Does the content on each tab in the workbook begin in cell A1?

Suggested Action: Tables created using Excel are not always announced by screen readers as tables with a specified number of columns and rows. A spreadsheet with blank rows or columns, especially in the upper left corner, may give the indication of a blank workbook to users of assistive technology.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is each data table on a separate tab of the workbook?

Suggested Fix: Begin each new table on a different tab. Right-click the tab and select Rename. Enter a brief description of the data contained in the table as a caption of sorts.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Has a header row been assigned to each table?

Suggested Fix: Select the Print Titles button on the Page Layout tab. In the Page Setup panel, select the Sheet tab. Place the cursor in the Rows to repeat at top field and select the header row of the table in the spreadsheet. In the Page Order options, select the radio button labeled Over, then down and then select OK.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Have blank rows and columns been used to create extra white space in the spreadsheet?

Suggested Action: Users of assistive technology are unable to determine when blank rows or columns have been used to indicate a division between sections of a table. To create a similar visual effect, adjust the width of columns and rows to create extra white space in your spreadsheet.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Can you easily read all content in the spreadsheet? Does the font color strongly contrast with the cell color?

Suggested Fix: Choose high contrast color combinations, such as dark blue and white. Limit saturated (very dark or bright) colors to the header row, if possible.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Are you using color alone to convey meaning? For example: saying “Red items are mandatory” or “See green highlights for new text.”

Suggested Fix: Add another way to communicate that information, such as text labels or symbols, so everyone can understand it—even those who can’t see color clearly.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Have page numbers and other non-tabular information been placed in the header or footer areas of the workbook?

Is the title property present in the spreadsheet? Note: The title is not the same as the file name of the workbook.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is an individual’s name listed in the author property field of the workbook?

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does **"Accessibility: Good to go"** appear at the bottom of the Excel application? Located at the bottom of the document in the Status Bar.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Important Note: Web page creation is typically done by the web team. If you are not part of the web team, please continue creating an accessible document as it will help the web team turning your document into a webpage later.

Have you used proper heading levels (H1, H2, H3) to organize your content?

Fix: Using a logical outline with semantic headings isn’t just good structure—it’s essential for screen readers and helps all users navigate your content more easily. Headings should follow a logical, nested structure—Heading 1 for the main title, Heading 2 for major sections, Heading 3 for subsections, and so on—without skipping levels.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is your language simple, clear, and easy for your audience to understand?

Fix: Avoid jargon when possible and always spell out abbreviations or acronyms the first time you use them.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does your document contain images, such as photos, graphs, logos, or icons?

Is a description of the image necessary to understand the document’s content (e.g., charts, graphs, photos, or infographics)? Or does the image serve only a visual purpose?

Fix: Mark it as decorative (alt=””) so screen readers can skip it.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Fix: Write clear and concise alternative text (alt text) that describes the image’s purpose or content. For example: Photo of the entrance to the Martin County Courthouse

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is the text an image, such as WordArt or a screenshot of a table or webpage?

Fix: If the image can be accurately described in 120 or fewer characters, such as a signature, logo, or simple infographic, write clear and concise alternative text (alt text) that describes the image’s purpose or content. For example: Martin County Board of County Commissioners logo

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does your webpage contain tables?

Is the table used to organize data or just for layout or spacing purposes?

Fix: Ensure the table is free of merged cells and each table cell can be defined or summarized by the header cell in the same column. In Word, highlight the header row, right-click, and select Table Properties. In the Row tab, check the box labeled Repeat as header row at the top of each page and then OK. In PowerPoint, select the Table Design tab and ensure the Header Row box is checked.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Fix: Use columns or list formatting to organize the content.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is the data table overly complex and hard to follow, does it contain merged or split cells, or are tables nested within tables?

Fix: If the Split the complex table into multiple simple tables, each with its own header row and caption.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Can you easily read all content on the page? Does the font color strongly contrast with the background color?

Fix: Choose high contrast color combinations, such as dark blue and white.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Are you using color alone to convey meaning? For example: saying “Red items are mandatory” or “See green highlights for new text.”

Fix: Add another way to communicate that information, such as text labels or symbols, so everyone can understand it—even those who can’t see color clearly.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

If you're linking to a downloadable file (like a PDF), is the link text clear and descriptive? For example, does it read “Download the 2025 Annual Report (PDF)” instead of “Click here” so users know exactly what they’re opening or downloading?

Fix: Include information about the link and what will happen when the user selects it. Example: The correct markup for FY 2024 CRA Financial Statements (PDF) FY 2024 CRA Financial Statements (PDF)

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does the webpage have embedded audio or video content?

Do your videos include captions that are synced with the spoken content? Do your audio files include written transcripts?

Fix: Providing these helps ensure everyone can access your content, including people who are deaf or hard of hearing.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Can all interactive elements (e.g., buttons, form fields, and menus) be accessed and used with a keyboard alone?

Fix: Keyboard accessibility ensures that people who don’t use a mouse can still navigate and interact with your content. Make sure that you can operate and select all interactive elements with the Tab, Enter, and arrow keys.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is all important information (dates, times, locations, contact info) included as real text, not just inside images?

Fix: Add all important info as selectable text, not just in images.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Are you creating this material using online design tools like Canva, PosterMyWall, or Piktochart?

Will this material be distributed as a PDF file, especially if it's a longer, multi-page document, or one using complex formatting (e.g., informational flyers, brochures, newsletters, reports)?

Consult Required: Online design tools like Canva often produce inaccessible PDF files. For complex, multi-page PDF documents distributed electronically, it is highly recommended to use tools like Microsoft Word or Adobe InDesign with their accessibility features. Please submit an RFS for assistance (contact the Digital Accessibility Coordinator). Be sure to document the specific complex elements or errors you encountered for this consultation.

If using Canva (etc.), have you planned your document so that content pieces (headlines, photos, articles) are added in the order they should be read by a screen reader? (Canva currently does not support changing reading order after creation).

Fix: Re-evaluate your design process in Canva to ensure content is added in a logical reading order. This is crucial for screen reader users.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Have you checked all images (photos, artwork, graphics, graphs) in your Canva (etc.) design to ensure they have alt text?

Fix: Add descriptive alt text to all informational images in your Canva design. Mark decorative images as such.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does every image have a clear purpose and, if needed, a text alternative?

Fix: Add alt text or captions for images that convey information.

Tip: Use "Save for later" to compile a summary of issues for issues for review at the end of the workflow.

Is color contrast strong and not used as the only way to convey meaning?

Fix: Adjust colors and add text or symbols for meaning.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does your video have accurate captions for all spoken content?

Fix: Add captions to your video.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Is there a transcript available for the video?

Fix: Provide a transcript for your video.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

Does the video include audio descriptions for important visual content?

Fix: Add audio descriptions for important visuals.

Tip: Use "Save for later" to compile a summary of issues for review at the end of the workflow.

STOP & Consult Accessibility Champion/Coordinator.

This issue is often difficult to fix and requires specialized knowledge. It is strongly recommended to **continue with the general accessibility checks** and **save all findings for later review** with your Accessibility Champion or by submitting an RFS for assistance (contact the Digital Accessibility Coordinator). Be sure to document the specific complex elements or errors you encountered for this consultation.

Step 4: Final Review & Publication

Saved Issues for Later Review

Please review these items with your Accessibility Champion or submit an RFS for assistance (contact the Digital Accessibility Coordinator). Be sure to document the specific complex elements or errors you encountered for this consultation.