Review the Exact Final Version

Begin with the file participants will actually receive, open, download, or view during the seminar.

1. Confirm that you are reviewing the most recent version.
2. Save the file with a clear name and version date when appropriate.
3. Remove outdated drafts from the sharing location.
4. Open the file from the same location or link participants will use.
5. Confirm that the file opens without an error, login problem, or missing resource.

Tip: A correctly reviewed file can still create a barrier if participants receive an older or inaccessible version by mistake.

Run the Built-In Accessibility Checker

Use the checker in the original Word document or PowerPoint presentation before reviewing the exported PDF.

1. Open the final Word document or PowerPoint presentation.
2. Go to the Review tab.
3. Select Check Accessibility.
4. Review all errors, warnings, and tips.
5. Correct the issues that apply.
6. Run the checker again after making changes.
7. Save the corrected source file.

Tip: Read the explanation provided for each issue. Do not dismiss a warning only because the file looks correct visually.

Check Document and Slide Structure Manually

Confirm that the structure makes sense for someone navigating with assistive technology rather than only viewing the file visually.

1. Confirm that Word documents use built-in heading styles in a logical order.
2. Confirm that every PowerPoint slide has a meaningful title.
3. Use real bulleted and numbered lists rather than manually typed symbols.
4. Check that tables have simple structures and clear header rows.
5. Review the reading order of slide objects and complex page content.
6. Make sure repeated headers, footers, and decorative elements do not interrupt navigation.

Tip: Use Word’s Navigation Pane and PowerPoint’s Reading Order pane to experience the structure more directly.

Review Images, Charts, and Alternative Text

The checker can identify missing alternative text, but it cannot determine whether the description communicates the right information.

1. Confirm that meaningful images, charts, maps, and diagrams have useful alternative text.
2. Describe the purpose or takeaway—not every visual detail.
3. Mark purely decorative images as decorative.
4. Make sure charts and diagrams are also explained in nearby text or narration when needed.
5. Confirm that image captions and alternative text do not contradict one another.
6. Remove automatically generated descriptions that are inaccurate, vague, or irrelevant.

Tip: Ask whether a participant who cannot see the image would receive the information needed to understand the seminar content.

Check Readability and Visual Access

Review the material in the way participants are likely to use it: on a screen, in print, enlarged, or projected in a classroom.

1. Confirm that body text and slide text are large enough to read comfortably.
2. Check color contrast between text, graphics, and backgrounds.
3. Make sure color is not the only way information is communicated.
4. Look for crowded pages, dense slides, long paragraphs, and very small notes.
5. Confirm that content remains readable when enlarged.
6. Check that important information is not cut off or hidden.

Tip: View slides in full-screen mode and open documents at increased zoom before approving them.

Test Links and Navigation

Links should work, clearly identify their destination, and be usable with a keyboard.

1. Open every link in the final file.
2. Confirm that the destination is correct and still available.
3. Use descriptive link text instead of vague wording such as click here.
4. Check that linked documents and webpages are themselves accessible.
5. Confirm that links are visually distinguishable without relying on color alone.
6. Remove broken, outdated, duplicate, or unnecessary links.

Tip: When printing is likely, consider including a short, readable source reference in addition to linked text.

Review Video and Audio

Any media required for participation should provide access to spoken and essential visual information.

1. Play each video or audio file from the participant-facing link.
2. Confirm that spoken audio has accurate captions.
3. Correct names, specialized terms, and important errors in automatic captions.
4. Provide a transcript when it supports equal access or review.
5. Describe essential visual information that is not communicated through the audio.
6. Check volume, playback controls, and whether captions can be turned on easily.

Tip: A video may display a caption button while still containing incomplete or inaccurate captions. Review the captions themselves.

Check the Final PDF

After exporting from Word or PowerPoint, review the PDF separately. The conversion process can alter links, tags, reading order, or document properties.

1. Open the PDF and confirm that the text can be selected and searched.
2. Verify that the file is tagged when a PDF accessibility tool is available.
3. Confirm that the document title and primary language are set appropriately.
4. Test links and bookmarks.
5. Review reading order and table structure when possible.
6. Confirm that images have alternative text or are marked appropriately.
7. Run Adobe Acrobat Pro’s accessibility check or another approved PDF checker when available.
8. Review every item marked Needs Manual Check.

Tip: If the PDF is image-only or lacks useful tags, return to the original source file rather than trying to repair the visual copy whenever possible.

Check the Sharing Experience

Accessibility includes whether participants can locate, open, download, and understand the material without unnecessary barriers.

1. Use a concise, descriptive file name.
2. Confirm that sharing permissions allow participants to open the file.
3. Avoid requiring an unnecessary account or software purchase.
4. Provide the accessible version at the same time as the material provided to everyone else.
5. Identify the file type and purpose in the email, webpage, or course listing.
6. Keep the accessible source file in case a participant needs another format.
7. Test the link or attachment on another device or in a private browser window.

Tip: A file is not effectively available if participants encounter permission errors, confusing file names, expired links, or inaccessible third-party viewers.

Make a Final Decision

Assign a clear status rather than relying on a general impression that the file is probably ready.

1. Ready to share: Automated and manual checks are complete, and no known barriers remain.
2. Revise: The issue is understood and can be corrected in the source file.
3. Get help: The file contains complex tables, scans, forms, media, or PDF issues that require additional expertise.
4. Replace: The resource is inaccessible and an accessible alternative is more practical than remediation.