Have you ever tried to read a PDF on your phone only to pinch‑zoom until the text blurs? Now, picture that same frustration multiplied for someone who relies on a screen reader, a keyboard, or extra magnification. Inaccessible documents aren’t minor annoyances—they’re brick walls that block information. That’s why creating accessible documents is more than a best practice—it’s a necessity.

This post walks through seven barriers often hidden inside PDFs and Word files. For each one, you’ll see why it matters, which Web Content Accessibility Guidelines (WCAG) success criteria apply, and how a few practical tweaks can open the door for every reader.

Invisible Obstacles: Why Documents Trip People Up

Web pages are usually built with clear HTML tags that signal headings, lists, and links. Conversely, documents mix text, images, and complex layouts in a single container. If you skip semantic structure or rely on visual styling alone, those layers become invisible mazes for people using assistive tech.

WCAG was designed for the web, yet its principles work perfectly for accessible documents. Meeting them keeps your files usable for screen readers, keyboard navigation, high‑contrast modes, and more.

1. Missing or Misused Headings

When screen reader users rely on heading levels to navigate, skipping or misusing them turns a well-organized document into a frustrating guessing game. Simply enlarging font size doesn’t cut it—headings need to be properly structured.

Make it better: Use built-in heading styles (H1, H2, H3, etc.) in Word or Google Docs, not manual formatting. Stick to one H1 per page for your title, followed by a clear hierarchy.

Don’t forget: WCAG 1.3.1 requires meaningful structure—not just visual formatting. Run an accessibility checker before exporting to PDF to make sure your headings stay intact.

Pro tip: Set your document language, so screen readers know how to pronounce text correctly. In Word, go to Review > Language > Set Proofing Language.

2. When PDFs Are Just Pictures

A scanned contract that looks fine on screen may be completely silent to assistive tech. Without real text, a screen reader simply announces “graphic… graphic… graphic.” There’s no searching, no enlarging, and no reading.

What to do instead: Use OCR (Optical Character Recognition) to create a text layer. Adobe Acrobat, ABBYY FineReader, and Google Drive all have built-in OCR tools.

Make it work: Always proofread OCR results—blurry scans and fancy fonts often lead to errors.

Standards check: WCAG 1.4.5 requires using real, selectable text whenever possible.

Bonus tip: Use document properties to add a title and author—these help screen readers and improve file organization. In Word: File > Info > Properties.

3. Color Contrast That’s Too Subtle

That soft gray text might look sleek on a light background—but if you have low vision or are reading on a dim screen, it becomes nearly invisible.

How to fix it: Check color combinations before publishing. Use tools like WebAIM’s Contrast Checker or Adobe’s color contrast tools.

What the guidelines say: WCAG 1.4.3 calls for a minimum contrast ratio of 4.5:1 for standard text.

Design reminder: Check charts, infographics, and callout boxes too—those often sneak past brand reviews.

4. Vague Link Text

When every hyperlink says “Click here,” a screen reader user hears the same phrase over and over, with no context. It’s like walking through unlabeled doors and hoping for the best.

Do this instead: Write descriptive links like “Download the 2025 Benefits Guide (PDF).” This helps everyone know what to expect before they click.

Standards note: WCAG 2.4.4 requires link text to make sense on its own.

Extra clarity: In Word, use ScreenTips (Alt + Ctrl + D) to add hover-text instructions for links.

5. Images Without Alt Text

If an image doesn’t include alt text, assistive tech can’t describe it—and users miss the point. Charts, infographics, and even decorative flourishes need attention.

Quick fix: Describe the key message, not every visual detail. For example, summarize trends or highlight data points in charts.

WCAG compliance: Guideline 1.1.1 requires text alternatives for all meaningful images.

Helpful tip: Tag purely decorative images as “null” or “decorative,” so screen readers skip them. For complex visuals, link to a longer description or add it in an appendix.

6. Tables That Don’t Translate

Tables made with tabs or manual spacing may look fine, but screen readers can’t follow the structure. Data ends up being read out of order—turning financials or schedules into a jumbled mess.

Get it right: Use built-in table tools. Define the first row as a header and use column headers where needed.

Testing tools: In Word: Table > Properties > Row > Repeat as header row. In Acrobat Pro, use the Table Editor and test with NVDA or VoiceOver.

Remember: WCAG 1.3.1 also applies here—data must be presented with proper markup and relationships.

Avoid this: Don’t use tables for layout. It may seem like a shortcut, but it often leads to accessibility headaches.

7. Lists That Don’t Act Like Lists

Typing dashes or asterisks might look fine visually, but to a screen reader, it’s just a single paragraph. The structure—and meaning—is lost.

Better approach: Use the bullets or numbering tools built into Word or Docs. Real lists help assistive tech break up and interpret content correctly.

After exporting: Run “Autotag Document” in Acrobat and verify that lists are correctly tagged.

WCAG reference: Once again, 1.3.1—structure matters.

8. Use Clear Language and Layout

Overly complex language or long-winded paragraphs can be barriers in themselves. Accessibility isn’t just about code or design—it’s about comprehension too.

Try this: Write with clarity. Use simple words, short sentences, and plenty of white space. Break things up with subheadings and bulleted lists.

Pro tip: Aim for an 8th-grade reading level or below when possible. Tools like Hemingway Editor or Microsoft Editor can help simplify your language.

9. Choose the Right Export Settings

Even the best-crafted document can lose accessibility features when exported carelessly.

Before hitting “Save As”:

• Use formats that preserve tags, alt text, and headings (e.g., PDF/A).
• Use built-in export tools from Word, not third-party converters.
• Double-check using an accessibility checker like Adobe Acrobat’s.

10. Provide Alternative Formats

Not every user consumes content the same way. Offering alternative versions ensures a broader reach.

Examples:

• A transcript for a video.
• A plain-text version of a design-heavy PDF.
• A mobile-friendly HTML version of a Word document.
• This level of flexibility supports users with screen readers, low vision, dyslexia, and more.

Beyond the Basics: Keep Creating Accessible Documents

Fixing the top document issues is a great start—but real accessibility doesn’t stop at a checklist. It’s something you build into the process and revisit as tools evolve, teams shift, and standards update.

Don’t rely on tools alone. Automated checkers are helpful for flagging missing tags or contrast issues, but they won’t catch everything. They can’t tell if your heading structure makes sense or if your alt text actually describes the image. A quick manual review—ideally from someone who understands assistive tech—can make all the difference.

Keep your team in the loop. Many of the most common document barriers come down to simple habits: skipping heading styles, forgetting to add alt text, or using layout tables. Short training sessions or documentation refreshers can prevent a lot of repeat issues, especially if you’re onboarding new staff or updating templates.

Check your templates yearly. Accessibility standards grow. So do the tools we use to write, design, and export. A quick annual review of your document templates helps ensure you’re not accidentally locking in outdated practices or missing opportunities to improve.

Make Your Documents Work for Everyone

Document accessibility isn’t about perfection—it’s about intention. When you take the time to apply heading styles, write descriptive link text, or check contrast ratios, you’re creating something that works for more people, in more ways.

These changes aren’t hard. They’re habits. And once your team knows what to look for, accessible documents become second nature—just like spell check or formatting a title page.

At 216digital, we offer more than advice. We can review your files, train your staff, and even build accessible templates tailored to your needs. Every project we take on includes complementary ADA training—so your team is empowered, not just compliant.

If you’re ready to move past the guesswork and start building documents that include everyone, schedule a quick briefing with us. Together, we can turn accessible content into a shared standard—not a scramble.

Let’s take that first step—one document at a time.