Many people associate accessibility with adding alt text to images. Alt text matters, but it is only a small part of creating content that people can perceive, understand, and effectively use.
Accessibility lives in the details: document structure, typography, color choices, link wording, reading order, and media behavior. The following fixes can help content creators, designers, marketers, and web administrators remove common barriers before publishing.
1. Export PDFs instead of printing to PDF
Printing a document to PDF (File > Print > Save as PDF) may appear to create the same result as exporting it. However, a print workflow can discard or fail to carry over structural information such as tags, reading order, links, and alternative text.
For stronger Dokumentenzugänglichkeit, use an export or Save As workflow that is designed to preserve document structure. Then validate the resulting PDF to confirm that headings, links, images, and reading order remain available to assistive technology.
Try this: Choose an export setting that creates a tagged PDF, rather than using a print dialog. The exact menu labels vary by authoring tool, so always review the finished PDF instead of assuming its tags were retained.
2. Check contrast, even when text is large
Larger text can be easier to read, but font size does not make every color combination accessible. Contrast depends on the difference in luminance between text and its background.
WCAG 2.2 sets different minimum contrast ratios for normal and large-scale text. Normal text generally needs a contrast ratio of at least 4.5:1, while large-scale text generally needs at least 3:1. Large-scale text is defined as 18 point or larger, or 14 point or larger when bold, with equivalent pixel measurements depending on the display context.
Try this: Check text, icons, form labels, and other meaningful visual elements with our Farbkontrastprüfer. Do not rely on larger type alone to compensate for low contrast.
3. Give documents a meaningful title and use a H1
A document title and a H1 serve different purposes. Both help people understand what they are reading, but they are not interchangeable.
The document title is metadata. A screen reader may announce it when someone opens the file or browser tab. The H1 is part of the visible content structure and introduces the main subject of the page or document.
Try this: Set a clear document title in your authoring tool or PDF properties, such as “2026 Employee Benefits Guide.” Then use one H1 that matches or closely reflects the topic. Avoid vague titles such as “Document1” or “Final Version.”
4. Use left-aligned text for most left-to-right content
Text that is evenly aligned along both margins can create a tidy-looking edge on both sides of a paragraph. However, justified text achieves this alignment by adjusting the spaces between words, which can create uneven gaps across a page.
These gaps can form visible vertical patterns known as “rivers” of white space. Rivers can make it difficult to track from one word or line to the next, particularly for people with dyslexia, who may already find dense or uneven text layouts challenging to read.
Try this: Use left-aligned text for English and other left-to-right languages. Use right alignment for right-to-left languages where appropriate. This maintains more consistent word spacing and supports a more predictable reading experience.
5. Use emojis with purpose, not as decoration
Emojis can add tone and personality when used carefully. Yet a screen reader may announce each emoji’s text description, which can interrupt the meaning of a sentence.
A series of repeated emojis can create unnecessary noise for people using assistive technology. Emojis also should not replace words that carry important information.
Try this: Use emojis sparingly and place them at the end of a sentence wherever possible. Avoid placing them between words, repeating the same emoji several times, or using an emoji as the only indicator of a status or instruction.
6. Artifact repeated headers and footers in PDFs
Page numbers, running headers, and footers can help sighted readers stay oriented in a long document. But if they are not handled correctly in a PDF, a screen reader may announce the same content on every page.
That repetition can interrupt the main content and make a document feel longer and more confusing. Decorative borders and background elements can create similar distractions when included in the reading order.
Try this: During PDF-Sanierung, mark purely decorative or repetitive page elements as artifacts so assistive technology can skip them. Keep meaningful information, such as a unique chapter title or legal notice, available when users need it.
7. Never use color as the only way to communicate meaning
Color can help users scan information quickly. It becomes a barrier when color is the only way someone can identify an error, status, category, or required action.
People may view content with color vision differences, high-contrast settings, grayscale displays, or poor lighting conditions. Clear words, icons, patterns, and labels provide information that color alone cannot.
Try this: Pair color with another clear indicator. For example, instead of only showing a red outline around a required form field, provide an error icon and text such as “Error: Enter your email address.”
8. Replace “click here” with descriptive link text
Links should tell people where they will go or what action they can take. Generic phrases such as “click here” and “read more” require readers to search the surrounding text for context.
Many Bildschirmleser users navigate through a list of links. A list filled with identical labels does not explain the purpose of each destination.
Try this: Write link text that makes sense on its own. For example, use “Download the 2026 accessibility guide” rather than “Click here to download.” Descriptive links also help people scan content more efficiently.
9. Reduce glare without reducing readability
Pure white backgrounds (#FFFFFF) can feel bright or uncomfortable for some readers, especially during long reading sessions. People with light sensitivity, migraines, dyslexia, or other visual processing needs may prefer a less intense display.
However, there is no single background color that works best for everyone. An off-white or light neutral background can be a useful design option, provided the text still meets contrast requirements and users can apply their own display preferences.
Try this: Consider soft neutral backgrounds, such as off-white, light gray, or cream for long-form content. Keep sufficient contrast between text and background, and avoid treating a specific color choice as a universal solution.
10. Let users control media and motion
Auto-playing audio can overlap with a screen reader’s speech, making both sources difficult or impossible to understand. Unexpected movement can also distract users or cause discomfort for people with vestibular disorders or motion sensitivity.
Media should support the content, not take control away from the person reading it. Clear controls and predictable behavior allow people to engage on their own terms.
Try this: Do not auto-play audio or video with sound. Provide visible, keyboard-accessible play and pause controls, and respect browser or device settings that request reduced motion.
Make accessibility part of everyday content
Accessible content grows from practical habits: preserving document structure, choosing readable typography, writing meaningful links, and giving users control over how they experience content.
These ten improvements will not resolve every accessibility barrier, but they provide a strong starting point for more inclusive websites, documents, campaigns, and digital experiences. Small choices made consistently can make a meaningful difference for real users.
Kontakt zu GrackleDocs to discuss your content accessibility questions or get expert support with creating more usable, inclusive digital content.
