The checklist outlines key accessibility guidelines to follow when adding or updating website content. It covers areas such as images, links, headings, videos, and documents to help ensure your content is usable for all visitors and aligns with the latest accessibility standards (WCAG 2.1 Level A and AA). Regular use of this checklist helps prevent common issues and supports a more inclusive and compliant website experience.

Website Content Accessibility Checklist 

Images

• Add meaningful alt text for all content images.
• Avoid embedding text inside images.
• Don’t rely on image alone to convey important information.
• Avoid Image-Only PDFs or Scans. If a flyer with event information is added to a page the following steps can be taken to make the content accessible:
  • Use descriptive alt text for the image.
  • Repeat all text from the flyer directly on the web page (either above or below the image).
  • Add a heading or summary above the image to summarize the content. For example: “Event Details (also shows in flyer below)”

Headings

• Use heading levels to create a clear and logical structure. Start with Heading 2 for main sections (since Heading 1 is reserved for the page title), and use subsequent heading levels (e.g., Heading 3, Heading 4) as needed for subsections. Avoid skipping levels—for example, don’t jump from Heading 2 to Heading 4—so screen reader users can easily understand the content hierarchy.
• Do not use bold text to mimic headings, use actual heading tags.

Links

• Write descriptive link text (e.g., “View the annual report” instead of “Click here”).
• Avoid duplicate link text going to different places.

Lists

• Use ordered or unordered lists available in content editor for items that are lists.
• Do not create lists using dashes, numbers, or tabs manually. 

Tables

• Use tables only for tabular data, not for layout.
• Include table headers to support accessibility and responsive design.

Embedding iFrame

• When embedding an iFrame using the Embed embedded content icon in the content editor, use the Title option under Advanced. This helps users who rely on screen readers understand the purpose of the embedded content, such as a video, map, or form.

Audio/Video

• Include captions and transcripts for videos.
• Ensure media players are keyboard-accessible. Most embedded players from platforms like YouTube and Vimeo support keyboard navigation.

Documents (PDF, Word, etc.)

• Documents have proper tags, alt text, and reading order.
• Test documents for accessibility:
  • Learn about Microsoft Word accessibility checker
  • Learn about Adobe PDF accessibility 

Learn more about Word and PDF accessibility

Editoria11y Accessibility Checker

Use Editoria11y website accessibility checker to identify issues when posting content to the website. Many of the accessibility items described above are also covered by Editoria11y.

Learn more about how to use Editoria11y on your website

Real Time Reports

Periodically review the following Real Time Reports and resolve any issues found:

• Alt Tags
  • View pages with missing alt tags.
  • Add descriptive alt text to images to meet accessibility standards.
• Broken Links
  • View pages containing broken links.
  • Update or remove the broken links as needed.
• “Click Here” Links
  • View pages that use “Click Here” as link text.
  • Replace with meaningful, descriptive text that explains the link’s purpose.

Learn more about Real Time Reports

Editoria11y is a website accessibility tool that helps content editors identify and fix accessibility issues on web pages. It runs in real time as you edit the site content.

The tool displays alerts with explanations of each issue and guidance on how to resolve it. Some alerts highlight potential issues that require manual review. If, upon review, the issue does not pose an actual accessibility barrier, no action is needed.
 

How to Use

To use Editoria11y, make sure you're logged in to your site with editor permissions. Once logged in, navigate to any page on the site. In the lower right corner, you’ll see a round icon — click it to turn accessibility alerts on or off.

• A blue icon means no accessibility issues were detected.
• If issues are present, yellow or red icons will appear next to affected content:
  • Yellow = Possible issue that needs review
  • Red = Confirmed accessibility issue

To learn more about a specific issue, hover your mouse over the alert icon. A tooltip will appear explaining the problem and how to fix it.
 

Headings and Alt Text

Click the checklist button next to the round icon to access two helpful features:

• Headings: Displays the heading structure of the page (ignore headings from the site header if shown).
• Alt Text: Lists all images on the page along with their alternative text.

Hiding Alerts

You can hide all accessibility alerts at any time by clicking the round icon in the corner again. Click once more to show the alerts again.

Check Accessibility in Microsoft Word

1.Run the Accessibility Checker

1. Click the Review tab.
2. Select Check Accessibility. The Accessibility panel opens on the right.
3. Review all items listed under Errors, Warnings, and Tips.
4. Click any item in the panel to jump to the affected content.
5. Alternative path: File → Info → Check for Issues → Check Accessibility.

2. Save as PDF

1. Save using File → Save As → PDF. Do not use Print to PDF — it does not preserve structure, headings, or alt text.
2. In the Save As dialog, click Options and check "Document structure tags for accessibility."
3. Save the file.

Note: Adobe Acrobat Pro is required for the steps in this section. The free Adobe Reader does not include the full accessibility checker.

1. Run the Accessibility Checker

1. Open the PDF in Adobe Acrobat Pro.
2. In the left sidebar, click All tools → Prepare for accessibility → Check for accessibility.
3. Leave all options checked and click Start Checking.
4. The Accessibility Checker panel opens on the left. Results are grouped by category: Document, Page Content, Tables, Headings, and Forms.
5. For any Failed item, right-click and select Fix to address it, or Explain for details.
6. Alternative path: Tools → Accessibility → Full Check.

Note: Do not assume Needs Manual Check items are passing. Each one requires your manual review.

2. Verify Reading Order

1. Open from Accessibility → Reading Order.
2. Confirm numbered boxes follow a logical sequence top-to-bottom and left-to-right.
3. Pay close attention to multi-column layouts and content positioned beside images.
4. Drag blocks to reorder as needed.

Follow this sequence to check and publish an accessible document.

1. Fix in Word first. Run the Word Accessibility Checker and resolve all Errors and Warnings.
2. Export correctly. Use File → Save As → PDF → Options → check "Document structure tags for accessibility." Never use Print to PDF.
3. Run the Acrobat Pro checker. Fix all Failed items. Manually review all Needs Manual Check items.
4. Re-run the checker. Confirm no new issues were introduced by your fixes.
5. Publish. Once the checker shows no Errors, the document is ready.