Get Your PDF Started Right in Word or Google Docs for Optimal Accessibility
If you have access to the original document, you can open it in Word or Google Docs to add header title tags and alt text for images.
Microsoft Word: How to add header tags
Select the Text You Want to Make a Header
- Click and highlight your section title or heading.
Apply a Heading Style
- Go to the Home tab in the ribbon.
- In the Styles group, choose:
- Heading 1 for main titles
- Heading 2 for major sections
- Heading 3 for subsections
(You can expand the styles gallery by clicking the little arrow in the bottom-right of the Styles box.)
Microsoft Word: How to add alt image descriptions
Insert or Select the Image
- Right-click on the image you want to describe.
- From the menu, choose “View Alt Text” or “Edit Alt Text.”
Add a Description
- A sidebar will appear on the right.
- Enter a brief, meaningful description of the image in the text box.
- Good: “Photo of a red apple on a white plate.”
- Avoid: “Image” or “Picture.”
Leave “Mark as decorative” checked ONLY if the image is purely decorative.
- Use this for borders, flourishes, or visuals that don’t convey information.
Microsoft Word: Use the Accessibility Assistant to check compliance
Insert or Select the Image
- Right-click on the image you want to describe.
- From the menu, choose “View Alt Text” or “Edit Alt Text.”
Add a Description
- A sidebar will appear on the right.
- Enter a brief, meaningful description of the image in the text box.
- Good: “Photo of a red apple on a white plate.”
- Avoid: “Image” or “Picture.”
Leave “Mark as decorative” checked ONLY if the image is purely decorative.
- Use this for borders, flourishes, or visuals that don’t convey information.
Google Docs: How to add header tags
Highlight the Text You Want to Tag
- Click and drag to select the title or heading.
Apply a Title or Heading Style
- In the toolbar at the top, find the Styles dropdown (it usually says “Normal text”).
- Click it, then choose:
- Title for the main document title
- Heading 1 for main sections
- Heading 2 for subsections
- Heading 3 for sub-subsections
Google Docs: How to add alt image descriptions
Right-Click the Image
- A context menu will appear.
- Select “Alt text…” from the list.
Enter a Title and Description
- Title (Optional): Short label for the image
- Description (Required for accessibility): Provide a brief, meaningful explanation of what the image shows or conveys.
- Good: “Bar chart showing company sales growth from 2020 to 2024.”
- Avoid: “Image of a chart” or just “Chart”
