Your Accessible Document, isn't it

Imagine receiving a document that requires a special decoder ring to read, except you weren't given the ring. Maybe you can check the intranet or ask your boss for the ring? That's what it's like for many when they encounter inaccessible documents. Creating a separate "accessible version" isn't the solution; making the original accessible to all is.

Now, I know what some of you are thinking “But we do provide an accessible version!” And yes, that’s better than nothing. But making disabled people go hunting for a separate file, or worse, having to ask for it, fundamentally misses the point of accessibility in the modern era.

The Problem with “Accessible Versions”

Accessibility isn’t about giving disabled people extra things. It’s about removing barriers so that everyone has access to the same things. When you create a separate accessible document, you’re unintentionally reinforcing the idea that accessibility is an afterthought, something bolted on later rather than built in from the start.

It also creates an unnecessary burden on disabled people. If I need an accessible version, I now have to:

• Find out if one exists (which isn’t always clear)
• Request it if it’s not readily available (which means disclosing my needs)
• Wait for it to be sent to me (which delays access to information everyone else already has)

That’s extra effort I wouldn’t have to go through if accessibility was just baked in. And let’s be honest, when accessibility is an afterthought, the so-called accessible version often lags behind, gets forgotten, or is missing key information from the original.

What to Do Instead

The best approach? Make the original document accessible in the first place. Here’s how:

• Use real headings, not just bold text. Screen readers rely on proper heading structures to navigate.
• Ensure good colour contrast. No one should have to squint or struggle to read text.
• Don’t bury information in images. If you use charts or graphics, provide text descriptions.
• Use clear, simple language. Accessibility isn’t just about screen readers—it’s also about cognitive accessibility.
• Provide multiple formats by default. PDFs, for example, can be a nightmare for accessibility. Offering an HTML or Word version alongside it can be a simple way to improve access.

Microsoft Office applications have an Accessibility Checker that flags issues and suggests fixes. To use it, go to the 'Review' tab and select 'Check Accessibility'. It provides real-time feedback, making accessibility easier to implement as you work.

Here's a guide on how the Accessibility Checker works.

Accessibility is the Default, Not an Extra

We need to stop thinking of accessibility as something separate, something we “add on” when needed. It should be the default way we create and share information. If a document isn’t accessible to everyone, then it isn’t truly complete.

Accessibility benefits everyone. When we build documents with accessibility in mind from the start, we create materials that are easier to read, navigate, and understand—not just for disabled people, but for everyone. Structured headings help screen readers, but they also make scanning a document quicker for all readers. Clear, high-contrast text isn’t just useful for those with visual impairments; it’s better for anyone reading in poor lighting. Simple, well-organised content is easier to digest for neurodivergent individuals, non-native speakers, and even people skimming in a rush.

Making accessibility the default also removes unnecessary barriers. No one should have to request special access to information that should be readily available to all. By ensuring accessibility at the source, we eliminate delays, reduce frustration, and prevent situations where people are excluded simply because the accessible version was forgotten or delayed.

Most importantly, accessibility is about dignity. No one should feel like an afterthought or a secondary consideration. When accessibility is baked in, it sends a clear message: we value all users equally, and we are committed to making sure that everyone has the same level of access from the start.

Providing an “accessible version” shouldn’t be the goal, it should be the backup plan. The real goal is for no one to have to ask, because they already have what they need.

Need Help Making Your Documents Accessible?

If you're unsure whether your documents meet accessibility standards or need guidance on making them fully inclusive, I can help. At Accessibility Now, we provide expert accessibility auditing and support to businesses and charities, ensuring your documents, websites, and digital content are accessible to all.

Get in touch at Accessibility Now to discuss how we can work together to make accessibility the default, not an afterthought.