Accessible Templates using Venngage

Today’s blog post explores how to use Venngage’s Accessible Templates to create and export a structured, accessible PDF. Simply replace the sample content, verify the document structure, and export the finished design without building everything from scratch.

We’re walking through the full process, from selecting a template to reviewing the tags in the exported PDF.

Video Guide

Choose an Accessible Template

Select a design from Venngage’s accessible template library.

Select Start Editing. Venngage will open the template in its editor, where you can update the text, images, colors, and other design elements.

Move between pages by selecting the page thumbnails on the right side of the editor. Zoom in when you need to review a specific element or zoom out to see the full page.

Preserve the Document Structure

An accessible template provides a strong starting point, but your edits will still impact the final document.

When you replace content, keep each element’s original purpose in mind. A title should remain a title. A section heading should remain a heading. Body text should stay within paragraph elements.

Review the structure whenever you move, duplicate, or remove content. Visual changes can affect reading order and document tags.

Review the Heading Levels

Select a heading in the editor to check its assigned level.

The main document title should be an H1 tag. Major sections should follow with lower heading levels based on the document hierarchy. Use heading levels to represent structure rather than appearance. Avoid choosing a heading level only because you prefer its size or style.

A clear hierarchy helps screen-reader users understand the organization of the document. It also allows them to move between sections more efficiently.

If you rewrite or rearrange the content, review the heading sequence before exporting the file.

Open the Accessibility Tools

Select File, then open the accessibility options.

Venngage provides several tools that support the review process:

Check accessibility
Edit tag order
Set the document language
Use the visual simulator
Show alternate text on the canvas

Each tool addresses a different part of the document experience.

Run the Accessibility Checker

Choose Check Accessibility, then select Check Design.

The checker will display issues and items to review. Work through each item. Alternate text and color contrast always require a manual inspection.

Automated checks identify missing fields and structural concerns. Human review determines whether the content makes sense in context.

Check the Alternate Text

Alternate text gives people access to important visual information when they cannot see an image. Use the option to show alt text on the canvas to easily compare each visual element with its description while you work.

Effective alt text focuses on purpose. Describe the information the reader needs rather than every visible detail. If an image does not add meaningful information, mark it as decorative.

Set the Document Language

Use the Accessibility menu to set the primary language of the document.

This setting helps screen readers apply the correct pronunciation rules. Without an accurate language setting, assistive technology may pronounce familiar words incorrectly.

Review the Reading Order

Reading order controls the sequence that assistive technology follows.

A page can look correct on the screen while its underlying content appears in a confusing order. A screen reader might announce a caption before its image or read text from separate columns in the wrong sequence.

Open the tag-order tool and review how Venngage has arranged the elements.

The order should follow the way a reader naturally moves through the document:

Begin with the main title
Continue through the introductory content
Place each heading before its related text
Position figures near the content that explains them
Keep repeated page elements from interrupting the main material

Review the tag order again after moving objects around the page.

Use the Visual Simulator to Check Accessible Design

Use the visual simulator to see how the design may appear to people with different visual conditions. Pay close attention to elements that become difficult to read or understand when color perception changes.

Check that the design includes:

Sufficient contrast between text and its background
Readable font sizes and clear spacing
Consistent heading styles
Descriptive links
Charts and tables that do not rely on color alone
Essential information presented as real text, not only inside images

The simulator can help identify potential issues, but you should also review contrast, readability, and content clarity directly.

Export the Document

Once you finish editing and reviewing the template, select Download. Choose PDF, select All pages, and start the download. Venngage will export the design as a PDF. The accessible template should carry its structural information into the exported file.

Review the PDF Tags Panel

Open the PDF. The tags panel should include a main document container with properly ordered tags for headings, paragraphs, figures, and other content.

Confirm that the H1 identifies the main title, paragraph tags contain body text, figure tags identify meaningful images, and lower-level headings organize each section. Headings should appear before the content they introduce, while figures and captions should remain together. Review multi-column layouts carefully to ensure assistive technology reads each section in sequence. Page numbers and repeated headers should not interrupt the main content.

Move through the tag tree from beginning to end to verify that it matches the visible content and follows a logical reading order. Test the file with a screen reader to reveal awkward descriptions or navigation problems that remain hidden during a visual review.

Maintain Accessibility While Editing

The accessible template provides a prepared foundation. Your changes determine whether that foundation remains effective.

Replacing text usually preserves the structure, but larger design changes require more review. Moving a heading, adding a chart, or inserting a new text box can alter the tag order.

Use this workflow while you edit:

Choose an accessible template.
Replace the sample content.
Check the heading levels.
Update the alternate text.
Review the language and tag order.
Run the accessibility checker.
Export the document as a PDF.
Inspect the final tags and reading sequence.

Venngage’s accessible templates make it easier to create polished documents with meaningful headings, useful tags, and a logical reading order, while a careful final review helps ensure that the exported PDF works for the people who need to use it.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!