This page is a quick-tip summary version of information on NMU's Digital Accessibility Basics. See that page for more detailed information about all these topics. 

Alternative Text

Add alternative text (alt text) to images: Whenever you include an image in an email, a document, a webpage, or presentation, add a short description that explains what it shows. For example: Instead of filling the alt text field with the file name, like “IMG_1234.jpg,” add descriptive alternative text, for example “Students studying in the library.” Also, never just attach an image of a poster to publicize an event without adding alt text. When possible, do not include text as part of an image. Instead, type the text within the document or email that holds the image.

Why it matters: Screen readers read alternative text aloud for users who are blind or have low vision. When an email includes only an attached image, such as an event poster without alt text or a link to text-based version of the information, those users may be unable to learn about the event.

Learn how-to at:

The appropriate way to create link text is to begin with a verb and clearly describe the destination. The link should tell the reader exactly what will happen when selected. If the link opens a document, include the file type in parentheses.

Examples of accessible link text:

  • View the 2026 Academic Calendar

  • Download the Internship Agreement (PDF)

  • Register for the Spring Dining Plan

Headings

Use headings: Use the built-in heading styles in Word, Google Docs, and web pages to organize content, rather than using bold text or larger font sizes to indicate section breaks.

Why it matters: Screen readers enable users to move between sections when documents use proper headings instead of visual formatting like larger text or bolding. Using headings improves navigation for screen reader users and makes content easier for everyone to scan.

View the Micorsoft Word videos about digital accessibility or  View the page specifically about Microsoft Word Headings. 

Many official Google educational videos are behind a paywall, but check out this pretty good video about Google doc headings. 

Here are some additional resources about the concept and best practices: 

Captions and Transcripts

Always include captions and transcripts for videos: Use auto-captioning tools (we have options for embedded text in Panopto & Zoom), then review before you post the video. Edit the text for accuracy and clarity.

Why it matters: Captions help people who are deaf or hard of hearing, people with learning disabilities, and anyone watching in a noisy environment or who prefers to read along. Poor editing or a lack of review can change the meaning of captions and reduce the overall impact of the video.

Learn how-to at NMU's Center for Teaching and Learning. Basic information is available on their Panopto webpage. 

When you are ready for more in-depth information: 

Color and Contrast

Check color and contrast: Make sure there is enough contrast between text and background colors so text is easy to read. Don’t rely on color alone to convey meaning. Avoid using color by itself to emphasize or organize content. Instead, pair color with labels or text. For example, “Required fields are shown in bold and with a black asterisk (*).”

Why it matters: About one in every 12 men and every 200 women is colorblind. And people with low vision need strong contrast between words and the background to read text. 

NMU's web pages have been set to default settings that comply with best contrast practices. If you stick to black text and white background, or use the NMU default text on NMU webpages, you will not need complex checking tools to assess for color contrast. But if your webpage, document, poster, email, or form uses complex color combinations, different backgrounds, white text, or shades of red or green, there are tools available to check your draft. 

Test Accessibility (and be extra careful with PDFs)

Test accessibility before sharing: Before you send a document, upload a file, or publish a page, take a moment to run a quick check. Most tools (Word, PowerPoint, Adobe Acrobat, and web editors) have a built-in accessibility checker that will guide users on how to make a document more accessible.

Why it matters: It catches common issues automatically. This is a fast way to make big improvements.

Each tool has their own path to access the built-in accessibility checker. In Word docs, click the Review tab and select Check Accessibility. In Google Docs, the Accessibility tab gives you ways to make accessible documents, but to check your doc, you have to add an accessibility checking extension, like GrackleDocs.  

For PDF files, it is best if you ensure that the source document is accessible before you print it to a PDF. In fact, it is considered a best practice to delete unnecessary PDF files on websites rather than taking the time to convert them to a more accessible format. However, for existing and required PDF files, you can use the Prepare for accessibility tool to check and make a PDF accessible. It prompts you to address accessibility issues, such as a missing document description or title. It looks for common elements that need further action, such as scanned text, form fields, tables, and images.

Create and Verify PDF Documents In Acrobat Pro is a great resource for how to ensure PDF accessibility. 

 

Keep the Organizational Structure Simple

In addition to using clear headings, use basic bullet points and simple numbering instead of complicated numbering systems, deep indenting, or Roman numerals with a lot of sub-sections. 

Why it matters: Heavy indentation and layered outlines can be hard for screen reader users to follow, especially when the structure isn’t announced clearly. Screen readers may also get tripped up by formats that mix letters and numbers, sometimes reading one as the other. For example, “Henry V Part I” might be announced as “Henry Vee Part Eye.” Plus, simpler structure makes your content easier for everyone to understand.