Documents and Emails

Documents and emails are where most accessibility problems are created and shared. This toolkit provides a general overview of our digital accessibility requirements and offers specific details on how to ensure that documents and emails comply with them.

Who is responsible?

Digital accessibility is a shared responsibility at Rausser College, which means every unit and staff member plays an important role.

  • Units are responsible for ensuring staff are trained on how to create accessible documents and/or emails, and for ensuring staff are using tools that have built-in accessibility features.
  • Staff who create, distribute, or upload documents and emails should ensure that the content they author complies with WCAG 2.1 AA before sharing it.

Is my document subject?

All digital documents provided or made available after April 24, 2026, must meet the digital accessibility requirements.

Limited exemptions apply

A limited number of exceptions to the policy are available for the following content types.

Individual, password-protected documents

A document is not required to meet WCAG 2.1 AA digital accessibility requirements if:

  1. The document is a word processing, presentation, PDF, or spreadsheet file, AND
  2. The document is about a specific person, property, or account, AND
  3. The document is password-protected or otherwise secured.

IMPORTANT: If a person with a disability requests an accessible version of the document, it must be remediated.

Content posted by a third party

Content published by a third party (e.g., news stories, reports by external organizations) linked from a UC Berkeley website or app does not need to meet WCAG 2.1 AA digital accessibility requirements. A 'third party' is considered a member of the public, or someone who is not posting content due to contractual, licensing, or other arrangements with UC Berkeley.

Pre-existing digital documents

Any PDF, spreadsheet, or word processing document that was created before April 24, 2026, and meets all of the following criteria:

  1. The document is kept only for reference, research, or recordkeeping, AND
  2. The document is kept in a special area for archived content, AND
  3. The document has not been changed since it was archived.

Important: All content used to apply for, access, or participate in Rausser College/UC Berkeley services, programs, or activities must be accessible and meet WCAG 2.1 AA standards by April 24, 2026.

Creating an accessible document

Most accessibility issues in documents are introduced while authoring and never caught afterward. We recommend integrating the following practices into your writing to ensure the documents you create are accessible to all.

  • DAP offers program-specific accessibility guides for Microsoft Word, PowerPoint, and Excel. Microsoft desktop applications also include a built-in accessibility checker that helps users ensure their content meets accessibility standards.
  • For documents created in Google Docs, Google Slides, and Google Sheets, DAP recommends using Grackle, a Google Suite add-on that checks document accessibility. Learn more about the Grackle add-on at the DAP website.

NOTE: Grackle has been approved for P1 and P2 information, but should not be used with Google Suite for P3 or P4 information.

Use real headings

Like on websites, headings are how screen-reader users skim a document. And just like websites, headings should follow a logical order (no jumping from Heading 1 directly to Heading 3) and should never be used for visual emphasis.

  • In Word, apply Heading 1, Heading 2, etc. from the Styles ribbon.
  • In Google Docs, start your document with a Heading 1.

Use the list buttons

Bulleted and numbered lists carry structural meaning that screen readers announce. Always create them with the editor's list buttons, not by typing dashes or numbers manually. Use a numbered list only when sequence or rank actually matters.

Add alt text for every image

Alt text should describe the image's purpose, not every visual detail. It should also be kept brief, as many screen readers cut off around 125 characters.

  • In Word, select your image, navigate to “Picture Format” in the Document ribbon, and select "Alt Text." Add your alt text in the opened pane.
  • In Google Docs, select your image, click “Image options” and then “Alt text.” Add your alt text in the “Description” field.

Use simple tables

Tables should be used only to present data, never for layout. For specific information on preparing accessible tables, refer to DAP’s guidance for Microsoft Word and Google Docs.

Write descriptive link text

Replace “click here” and bare URLs with text that describes the destination. Identify file types in the link text: Annual Report 2025 (PDF), not just Annual Report 2025.

Set the document language.

Both Word and Google Docs let you set the document language. This is important because assistive technology uses it to select the correct pronunciation.

  • In Word, select your image, navigate to “Picture Format” in the Document ribbon, and select “Alt Text.” Add your alt text in the opened pane.
  • In Google Docs, select your image, click “Image options” and then “Alt text.” Add your alt text in the “Description” field.

Choose accessible fonts

Use 12 pt or larger for body text in Word and Google Docs, and 18 pt fonts for slide decks. We recommend using Inter (the Berkeley brand font) or Arial (if Inter is unavailable).

Check color contrast

Accessibility guidelines require specific contrast values for body and heading text. Common color pairings that meet WCAG accessibility requirements are available on the Berkeley Brand website.

Sending an accessible email

All emails (including email attachments) sent and shared by Rausser College staff must meet the WCAG digital accessibility requirements. This is especially true for public-facing emails (newsletters, event invites, updates, etc.) or emails sent to groups of students, faculty, or staff.

While we encourage everyone to incorporate accessibility practices into their emails, one-time emails sent to individuals or small groups are generally lower risk (except in cases where a recipient has documented accessibility needs).

If a recipient requests a change to make your email more accessible, we strongly encourage you to make that change wherever possible and update any templates you may use.

What about PDFs?

While PDFs are one of the most widely used file formats worldwide, they are notoriously difficult to make accessible. Before creating a new PDF, we strongly encourage you to answer the following questions and consider the alternatives.

  1. Will the content be updated regularly?
    1. If yes, consider posting the information to a webpage or as an accessible document. Any future change to the document would require additional remediation.
  2. Will the file be sent as an email attachment?
    1. If yes, consider posting the information on a webpage or in the body of the email itself.
  3. Was the file created in Word or Google Docs?
    1. If yes, share a link to or a copy of a read-only version of the accessible document.
  4. Is it primarily text-based content or something people might open on their phone?
    1. If yes, consider posting the information on a webpage.
  5. Is it a form?
    1. If yes, consider replacing it with a Google Form or another tool available to us through campus.

If you determine a PDF is the best format for your file, it is your responsibility to ensure it meets WCAG digital accessibility requirements. There are generally three ways to create an accessible file.

  1. Export an accessible Google Doc as an accessible PDF. This process generally works best for simple, one-column, read-only documents that are mostly text.
  2. Hire an Accessibility Vendor to remediate an existing, inaccessible PDF. This process is strongly recommended for fillable forms and other complex documents.
  3. Create an accessible PDF with InDesign, or remediate an existing file using the accessibility checker in Adobe Acrobat. These are both time-consuming

Resources and Training

Resources

Checklists

Training