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Accessibility Basics: Quick Tips for All Content

Creating Digital Content Everyone can Access and Understand

Whether you're sending an email, posting to a classroom page, or sharing a document, accessibility starts with a few key habits.

These simple practices help make sure that all members of our community—including people with disabilities—can use, read, and engage with your content.

A cartoon-style illustration of an open orange laptop with text displayed on the screen against a solid blue background.

    • Write in everyday language.
    • Keep sentences and paragraphs short.
    • Avoid jargon, or explain it when it’s necessary.
    • Spell out acronyms the first time you use them.
      • Example: Individualized Education Program (IEP)

    • Use built-in heading styles to organize your document or page.
      • (In Google Docs: Format > Paragraph styles)
    • Don’t just bold or enlarge text for section titles—use heading tags so screen readers can recognize the structure.
    • Keep lists and sections well-organized.

    A screenshot of a text formatting menu in a word processor, displaying options like Title, Subtitle, and Headings 1 through 4.

    A white paper displaying handwritten headings and paragraph text on a wavy blue background.

    An In-Depth Look at Document Headings

    • Include clear, concise descriptions of what the image shows or represents.
    • Focus on the purpose of the image—what someone needs to understand if they can't see it.
    • If the image is purely decorative, mark it as decorative.
    • Never rely on images of text to convey important information unless that text is also written out nearby or included in the alt text.

    A digital illustration of a web browser window displaying an image of a smiling red apple with a blue tag labeled "ALT" attached to it.

    An In-Depth Look at Accessible Images

    • Make it clear where the link goes.
      • Correct: “View the 2025-26 school calendar”
      • Incorrect: “Click here”
    • Avoid vague phrases like “read more” or “learn more” without context.

    • Use strong color contrast: dark text on a light background is best.
    • Avoid using only color to show meaning (e.g., “items in red are missing”).
    • Use a readable font size—usually 12pt or larger for documents, and 16px+ for websites

    A clipboard holds a piece of paper with blue crayon drawings and multiple crayons scattered around it on a blue background.

    An In-Depth Look at Using Color in an Accessible Way

    • Give your files and documents meaningful names.
      • Example: “5th_Grade_FieldTrip_Info.pdf” instead of “Document1”
    • Add a clear title at the top of the document, especially for shared or published files.

    • Fast-flashing animations or images (more than 3 times per second) can trigger seizures and should never be used.

  • Many tools you already use have built-in accessibility checkers:

    • Google Docs/Slides: Use the Grackle add-on for accessibility feedback
    • Microsoft Word: Go to Review > Check Accessibility
    • Web pages: Use browser extensions like WAVE (Web Accessibility Evaluation Tool)

Quick Checklist for All Digital Content

Before you hit send, post, or publish, ask:

  • Is the language clear and easy to understand?
  • Is the layout organized with real headings?
  • Can someone understand this without seeing colors or images?
  • Do images have alt text?
  • Are videos captioned?
  • Are links descriptive?
  • Is the file name helpful?

Reminder: Using an accessible platform doesn’t make your content accessible by default.

You still need to use the built-in tools—like headings, alt text, and good contrast—to make your documents, posts, and messages usable for everyone.

A white arrow with motion lines pointing right against a solid blue background.     Next Topic: Examples of Using Assistive Technology