Core Topic: Accessible Document Structure

VCSU is committed to WCAG 2.1 AA compliance, but you don't need to be a WCAG expert to create accessible content! At VCSU, we’ve simplified the process into Core Topics to help you make your documents inclusive and user-friendly. This topic focuses on structure, which is key to organizing content in ways that are easy to navigate and understand across platforms like Microsoft Word, Google Docs, and Adobe Acrobat.

We will cover:

Metadata: Adding titles, authors, and keywords for better searchability.
Headings: Structuring content with clear, logical headings.
Lists: Creating meaningful lists that are simple to follow.
Tables: Designing data tables for accessibility and clarity.

With these tips, you’ll create documents that work for everyone, including assistive technology users. Let’s get started!

Document Metadata

Metadata gives important information about a PDF, like its title, author, and keywords. It helps users find and understand the document.

Key tips for metadata:

Use a clear title: Make sure the document title reflects the content.
Set the author to the organization: Instead of a person’s name, list the organization.
Add keywords: Include relevant words to make the document easier to find.
Specify the language: Identify the document's language to support multilingual users.
Keep it up to date: Update metadata if the document changes significantly.
Match the title: The title in the metadata should match the title on the document's first page.
Check for accuracy: Look at the document properties to ensure the metadata is complete.

How to add metadata title, author, and keywords:

MacBook: Go to File > Properties.

Windows: Go to File > Info.

How to add the document language:

MacBook: Use Tools > Language.

Windows: Use Review > Language.

Headings

Headings organize content into sections. They help assistive technology users navigate the document.

Key tips for headings:

Follow logical order: Use headings like H1, H2, H3 in sequence. Don’t skip levels (e.g., H1 directly to H3).
Multiple H1s are okay: Having more than one H1 isn’t wrong if the structure is consistent.
Title tags vs. H1s: The document title tag isn’t read as an H1 by most screen readers; it’s treated like a paragraph.
Inspect multiple headings: If you see several headings in a row, ensure they’re correct. Some might need to be paragraphs.
Be descriptive: Use clear and meaningful headings (e.g., "Chapter 1: Introduction" instead of "Chapter 1").

Lists

Lists group related items, making them easier to follow.

Key tips for lists:

Use lists only for real lists: Don’t use list tags for non-list items, as it can confuse users.
Avoid too many levels: Limit lists to three levels. Use headings if more structure is needed.
Single-item lists: A list should have more than one item. Avoid one-item lists.
Structure lists correctly: Use a List (L) tag and List Item (LI) tags for each entry.
Keep items short: Use simple, meaningful text for better readability.
Avoid breaking lists: A paragraph between list items splits it into separate lists.
Bullets and numbers: Use numbered lists for steps and bulleted lists for general items. Avoid special bullet characters like hollow circles (e.g., the “o” character in Word).

Tables

Tables should display data, not be used for layout or design.

Key tips for tables:

Skip the title row: Don’t put the document title as the first row of your table.
Use proper headers: Add descriptive headers (TH) for columns and/or rows.
No blank headers: Every column or row header should have a label unless the table uses only row headers.
Scope attributes matter: Use attributes like “row” or “column” to define relationships in headers.
Avoid splitting cells: Don’t let table cells break across pages.
Repeat headers carefully: Show column headers on each page visually, but hide repeated headers from screen readers.
Keep headers simple: Use single-row headers when possible.
Avoid merged cells: Don’t merge cells across the table width, as they can confuse the reading order.
Handle blank cells properly: Use a simple placeholder like a dash or zero instead of extra content.
Explain complex tables: Use a table summary to describe complex tables for better understanding.
Break down large tables: Divide complicated tables into smaller, simpler ones.

You can find more information on Structure and Headings in the training series on One Stop: Creating Accessible PDFs with Word.

We have also put together a checklist for Word you can download: Accessibility Checklist for Word.docx.

For more information, please contact:

Debra Dramstad, CPACC

Web Accessibility & Applications Specialist

Technology Services | Valley City State University

debra.dramstad@vcsu.edu