Accessible Files

Accessibility requirements apply both to online services and to the files published within them. The requirements also apply to digital learning environments. The most commonly used file types in working life and education are Word, PowerPoint, Excel, and PDF files.

The same principles that apply to all web content also apply to file accessibility. An accessible file is one that all users can open, read, and understand, regardless of what tools they use. The goal is that the file’s structure, content, and visual layout support different ways of processing information.

When a file is accessible, it works better across various devices and programs, and screen readers can interpret its content correctly. At the same time, the content becomes easier to understand and benefits even users who do not have specific accessibility needs.

What Does Accessibility Mean in Practice?

An accessible file has:

• Clear structural hierarchy: headings, lists, and tables are created correctly using built‑in tools.
• Images and charts described with text (alt text or captions).
• Sufficient colours and contrasts, and information is not conveyed by colour alone.
• Meaningful link text and descriptive file names (e.g., “Read more about accessibility” rather than “Click here”).
• Compatibility with assistive technologies (screen readers, magnifiers, keyboard navigation).