A new student joins your class with a visual impairment. They use a screen reader. Your weekly handouts work for the rest of the class but the screen reader skips half of them.
Accessibility starts at the source — fix the document, not the reader.
Text layer, not images of text
Screen readers need text, not pictures of text. PDFs converted from Word via Word to PDF have proper text layers. Scanned printed pages don't — they're images until OCR'd. Always convert from a digital source where possible; OCR scanned material before sharing.
Use proper headings in the source
Word's heading styles (Heading 1, Heading 2) convert to PDF structural tags that screen readers use to navigate. A document with proper headings is navigable; one with bold text styled to look like headings isn't. The fix is in the source document, not the PDF.
Alt text for images
Every image needs alt text in the source document. "Diagram of the water cycle" beats no description. Decorative images can be marked as such so screen readers skip them. This is a habit to build at the source, not retrofit at the PDF stage.
Check accessibility before distribution
Many PDF readers include an accessibility checker that flags missing tags, missing alt text, and reading-order problems. Run the check before distributing. Fixing in source is much easier than fixing in the PDF after.
FAQ
Are all my Word documents accessible by default?
No — accessibility depends on how the document was built. Use heading styles, add alt text, and check reading order to make documents truly accessible.
Can scanned PDFs be made accessible?
With OCR yes, but quality varies. Always prefer digital source documents over scans.
Do colour choices affect accessibility?
Yes — sufficient contrast between text and background matters for low-vision users. Don't rely on colour alone to convey information.
Is there a school-level accessibility standard?
WCAG 2.1 AA is the common benchmark. Many education systems require this level for materials shared with students.
Accessibility starts in Word. Convert from a well-built source in Flint and every student engages.