Document and Email Resources

Review all documents in your Media Library by reviewing the stale content audit report on your WordPress site to ensure that any listed documents are either deleted or attested to the fact that they are accessible.

UF is using Simple Syllabus to manage syllabus content in an accessible format. Instead of remediating standard documents, move information to this system. Students can easily print as needed, so there’s no need to create a separate PDF. Learn more about the Simple Syllabus system.

UF Health Web Services does not recommend using PDFs on your website, as it is difficult to ensure they are accessible. Think carefully about whether the information on your site needs to exist as a PDF. For example, a list of policies for a program can be written out as text on a webpage. The webpage can also be printed directly from the browser. If it is absolutely necessary to include a document on your website, Web Services recommends uploading an accessible Word Document in place of a PDF.

For converting PDF to HTML or text, try NaviGator Notebook or Adobe’s online PDF Conversion tools. You can then copy-paste the information into a webpage and continue to format the content for correct heading structure and tagging.

If you require form PDFs for your website, they will need to be remediated to be accessible PDFs and should be manually reviewed for proper tagging. UFIT provides information on Planning Your PDF Strategy, as well as assistance with PDF remediation. For learning how to remediate PDFs, plan to attend UFIT’s PDF Accessibility Basics.

Microsoft Word documents are often source files for PDFs, handouts, and downloadable course materials. If Word documents are not accessible, accessibility issues will carry forward into PDFs and other formats. Creating accessible Word documents ensures students using screen readers, keyboard navigation, or high zoom can access course content effectively.

Common Accessibility Issues in Word

• Missing document title and language settings
• Missing alt text for images, charts, and graphics
• Improper or missing heading structure
• Meaning conveyed by color alone
• Poor color contrast
• Inaccessible lists or tables

Microsoft Word accessibility checklist

• Run Accessibility Checker and resolve issues.
• Apply proper heading structure.
• Add alt text for informative images.
• Ensure color is not used as the only cue.
• Include sufficient color contrast throughout.
• Create lists and tables with built-in tools.
• Set document title and language.

View UF’s tips for Creating Accessible Documents in Microsoft Word.

PowerPoint slides are often reused as lecture decks, exported PDFs, and video recordings. If slides are not accessible, students using screen readers, captions/transcripts, keyboard navigation, or zoom may miss key instructional content. Building accessibility into slides early prevents downstream remediation and improves usability for all learners.

Download UF’s branded PowerPoint template that has been updated to meet accessibility standards. Faculty, staff and students who download and use the template are responsible for ensuring the content they add is accessible. In addition, Continuing Medical Education (CME) offers helpful guidelines for presentations.

Common Accessibility Issues
Faculty should check for these high-impact issues before sharing slides for upload or conversion

• Incorrect reading order (screen readers read objects out of sequence)
• Missing alt text for images, charts, and graphics
• Meaning conveyed by color alone (e.g., “items in red are required”)
• Poor color contrast between text and background
• Missing or duplicate slide titles

PowerPoint accessibility checklist

Before sending slides to your instructional designer:

• Run Accessibility Checker and resolve issues.
• Make sure every slide has a unique title.
• Ensure informative images have alt text; complex visuals have notes/description.
• Confirm color is never the only cue.
• Check that contrast is strong and readable.
• Verify reading order (Selection Pane).

This UFIT Accessibility in 5 video provides specific details on how to tackle these issues.

All emails should:

• Use clear and descriptive subject lines.
• Make essential information available as text within the email body.
• Present information in a logical reading order.
• Include meaningful link text.
  • Use descriptive links such as:
    • Register for accessibility training
    • Submit your feedback
  • Avoid vague links such as:
    • Click here
    • Read more
• Ensure sufficient color contrast.
• Provide alternative text for informative images.
• Be readable on desktop and mobile devices.

Permitted

• Text-only emails
• HTML emails with accessible text content
• Images with alternative text and equivalent information provided in the email body
• Decorative images that do not convey information
• Accessible file attachments when key information is included in the email body
• Event flyer images when all event details are also provided as text in the email
• Bold and italics used sparingly to emphasize text

Prohibited

• PDF-only communications
• Image-only communications or event flyers sent only as images
• Links to flipbooks or other types of inaccessible platforms
• Emails that require recipients to open an attachment to access critical information 
• Images containing essential text without equivalent text in the email body
• Attachments sent without context or summary information in the email body
• Color used as the only method to communicate meaning
• Complex formatting that creates reading order or navigation issues
• Animated or flashing content
• Text written in ALL CAPS 
• Excessive use of bold or italics

Attachments should be supplemental to the email rather than the primary communication method.

When including attachments:

• Provide a summary of the attachment in the email body.
• Include important dates, deadlines and action items in the email body.
• Include contact information when appropriate.
• Ensure attachments are accessible.

Examples of acceptable use:

• Accessible PDF report with key findings summarized in the email.
• Accessible meeting agenda attached and summarized within the email.
• Event flyer with all event details included in the email body.

Examples of unacceptable use:

• “See attached.”
• PDF containing all event information and no information in the email body.
• Image flyer with no accompanying text.