Accessible Academic Papers: 10 Ways to Improve with TTS

Accessible Academic Papers remove barriers to knowledge and create research that reaches a broader and more diverse audience. Only 2.4% of academic PDFs meet accessibility standards, leaving a vast majority of research papers difficult to navigate, especially for individuals with vision impairments, dyslexia, or other reading challenges.

When academic content is not formatted with accessibility in mind, many readers struggle to engage with critical research, limiting knowledge-sharing and inclusivity. Improving readability, navigation, and assistive technology compatibility ensures that research remains accessible without compromising quality.

This article explores 10 practical strategies to make academic papers easier to read and use, from leveraging text-to-speech tools and assistive technologies to improving document formatting and visual clarity. By adopting universal design principles, researchers can create papers that benefit a wider audience while maintaining academic rigor.

Key Strategies:

• Use Text-to-Speech Tools – Convert papers into audio-friendly formats to support diverse learning needs.
• Write Clearly and Structure Well – Keep language simple, avoid jargon, and use logical headings for easy navigation.
• Improve Visual Accessibility – Use high contrast, clear labels, and avoid color-only distinctions in graphs and figures.
• Offer Multiple Formats – Provide alternatives like HTML or DOCX for better compatibility with assistive technologies.
• Ensure Universal Design – Properly tag tables, add captions for multimedia, and make content easy to navigate for all users.

Listen to this

Listen to unlimited research papers

Upload from mobile or desktop

Try the app free for 3 days

What Is An Accessible Academic Paper?

An accessible academic paper is a research document formatted to be easily read, understood, and navigated by all users, including those with visual impairments, dyslexia, and other disabilities. It follows best practices in text clarity, structure, and compatibility with assistive technologies like screen readers and text-to-speech (TTS) tools.

Key features of an accessible academic paper include:

• Clear, structured formatting – Uses logical headings, proper spacing, and readable fonts.
• Alternative text for visuals – Provides descriptions for charts, graphs, and images.
• Compatible file formats – Available in HTML, DOCX, or DAISY in addition to PDFs for better accessibility.
• Captioned multimedia – Includes transcripts for audio content and captions for videos.
• Screen reader-friendly tables and figures – Properly tagged to ensure readability.

By following universal design principles, accessible academic papers ensure that research is inclusive, usable, and understandable for all audiences without compromising quality.

Quick Comparison of Accessible Academic Paper Formats:

Why it matters: Over 75% of PDFs are inaccessible, and improving accessibility not only helps those with disabilities but also ensures your research reaches a wider audience. These steps are easy to implement and future-proof your work for inclusive academic publishing.

How a Screen Reader Works: Reading a Document

1. Text-to-Speech Tools for Papers

Text-to-speech (TTS) technology transforms written text into audio, making academic papers easier to access and understand. Today’s TTS tools are designed to not just read text aloud but also improve usability with features like text highlighting and note-taking.

Take Audemic Scholar, for example. Used by over 40,000 researchers from top institutions, it showcases what modern TTS can do. Its neural voices handle complex scientific terms with ease, while features like text highlighting and built-in note-taking streamline the research process . PhD researcher Joe Davies shares his experience:

“As somebody with dyslexia, I have been prescribed an array of assistive software during my time in higher education, however none have seemed as immediately promising as this. It even has the option to put the text into a dyslexia-friendly font and change the sizes – it will form the basis of my daily journal reading!”

Here are some standout features of modern TTS tools:

Users often highlight the difference these tools make. When selecting a TTS tool, prioritize clear, natural-sounding voices. Research shows that Google’s TTS technology is particularly strong in delivering clarity and expressiveness without sounding overly robotic.

Also, consider tools that support multiple file formats and work across platforms. These features ensure academic content is accessible, no matter the format.

2. Clear Writing Guidelines for Accessible Academic Papers

Accessible academic writing isn’t just about technology – it’s about making your ideas easy to understand. A big part of this is writing clearly and concisely. While technical terms are sometimes necessary, overly complex language can often be simplified without losing meaning.

Pick the simplest word that conveys your idea. For example, instead of saying “due to the fact that”, just say “because.” Here’s a quick reference table to help you simplify common academic phrases:

Simplifying language like this makes your writing easier to follow. Bob Bly, a well-known technical writer, emphasizes this point:

“Even when using legitimate technical terms and acronyms, don’t overdo it. A sentence packed with too many acronyms and technical terms seems cold, inhuman, and almost unreadable. The optimal ratio is no more than one technical term for every ten words in the sentence.”

When you do need to use technical terms, define them the first time they appear. For papers with lots of specialized terms, consider including a glossary. Tools like the Writing Clarity Calculator can also help you measure how accessible your writing is compared to articles in top academic journals.

Here are a few more tips for clear writing:

• Use concrete examples (e.g., say “posting a one-star review on Yelp” instead of “post-purchase behavior”).
• Write in the active voice.
• Start with your conclusion to grab attention.
• Avoid piling on adjectives.

Clear writing also helps avoid what’s called the “curse of knowledge.” This happens when experts assume their audience knows as much as they do, leading to confusion.

One way to tackle this is to ask someone unfamiliar with your work to review your writing. Tools like HyperWrite’s Essay Section Evaluator can also help you check for clarity, flow, and structure.

Finally, keep George Orwell’s classic advice in mind:

“Never use a foreign phrase, a scientific word, or a jargon word if you can think of an everyday English equivalent.”

These principles lay the groundwork for creating academic content that everyone can access and understand.

3. Adding Helpful Visuals to Create Accessible Academic Papers

Visuals can make complex ideas easier to grasp and cater to a wide range of readers, including those with varied learning preferences or disabilities.

When deciding on visuals, match the format to the type of data you’re presenting:

It’s not just about picking the right format – your visuals must also be accessible. For instance, 8.5% of the U.S. population experiences color blindness . To ensure inclusivity, follow these tips:

• Use more than just color to convey information – add patterns, shapes, or line styles.
• Ensure a contrast ratio of at least 4.5:1 between elements.
• Steer clear of difficult color combinations like red-green or blue-yellow .
• Test your visuals with color-blind simulators to confirm usability.

Dr. CA Divecha from the Department of Pediatrics, College of Medicine and Health Sciences, National University of Science and Technology highlights:

“Using Tables/Figures/Charts or Graphs effectively provides a break from textual content monotony as well as provides an opportunity to process and connect information between text and images, promoting deeper learning.”

This emphasizes the importance of clear, inclusive visuals in your work. To make your visuals impactful:

• Use high-resolution images that are easy to see .
• Add clear titles, sequential numbering, and concise captions.
• Reference each visual directly in your text.

For digital use, optimize visuals by compressing images for faster load times and allowing zooming for detail . Tools like Colorbrewer can help you choose color palettes that work for everyone, including those with color blindness.

Your visuals should enhance understanding, not just repeat the text . Each chart, table, or diagram should serve a specific role in explaining your research.

4. Accessible Academic Paper Layout Best Practices

A well-organized document layout works hand-in-hand with technology to improve accessibility. For instance, nearly 70% of screen reader users rely on headings to navigate through long documents .

Font and Text Formatting

• Stick to easy-to-read fonts like Arial, Open Sans, or Calibri.
• Use a font size of at least 12 points.
• Ensure strong contrast between text and background.
• Avoid using all caps or underlining, as these can hinder readability.

Document Structure

A clear structure makes documents easier to read and navigate. Here’s a quick guide:

Heading Hierarchy

“Structuring your research paper in a logical way can help people with disabilities or users of assistive technology navigate the content and find the information they’re looking for quickly and easily.”

• Begin with a single main heading (H1).
• Use subheadings (H2, H3) in order – don’t skip levels.
• Keep headings brief and straightforward.
• Always use proper heading tags instead of simply bolding text.

Digital Accessibility Tools

Leverage these tools to ensure your document meets accessibility standards:

• PDF Accessibility Checker (PAC): Confirms compliance with PDF/UA and WCAG standards.
• PAVE: Automatically fixes many accessibility issues.
• Screen Readers: Test your document to ensure smooth navigation.

5. Audio Descriptions for Images in Accessible Academic Papers

Audio descriptions enhance visual accessibility by providing a spoken narration of visuals, going beyond basic alt text. This ensures academic visuals are accessible to a broader audience.

Crafting Clear Audio Descriptions

Effective audio descriptions should be both detailed and concise. For instance, instead of saying “Man writing”, describe it as: “A man in a blue and white checkered shirt writing in an open notebook at his desk, with his laptop open.”

Guidelines for Writing Audio Descriptions

When creating audio descriptions, keep these tips in mind:

• Use present tense and inclusive language.
• Stick to clear, straightforward wording.
• Highlight only the key elements.
• Adapt descriptions to fit the academic context.
• Avoid adding personal opinions or interpretations.

Tools for Audio Descriptions

There are several tools available to help you create high-quality audio descriptions:

These tools can simplify the process of embedding audio descriptions into your academic work.

Using Audio Descriptions in Accessible Academic Papers

When working on academic projects, focus on describing visuals such as:

• Complex data visualizations
• Technical diagrams
• Research methodology illustrations
• Statistical charts
• Photos of experimental setups

Outsourcing for Complex Visuals

For intricate visuals, consider professional services. For example, 3Play Media offers an extended service costing $11/minute, which provides detailed descriptions tailored to complex academic content.

Ensuring Quality

Always test audio descriptions using screen readers to ensure clarity and technical accuracy. Platforms like Panopto, Kaltura, and Brightcove support audio descriptions, making them ideal for academic use.

6. Compatible File Format Options for Accessible Academic Papers

Research indicates that only 3.2% of PDFs meet accessibility standards, while a staggering 74.9% fall short .

Highly Accessible Formats

The DAISY (Digital Accessible Information System) format stands out for academic papers. It combines text and audio, creating a multi-sensory experience. DAISY files work seamlessly with screen readers, text enlargement tools, and refreshable Braille displays.

Comparing Digital Formats

Digital vs. Print Materials

Digital formats like HTML, PDF, and DOCX offer adjustable text sizes, compatibility with assistive technologies, and greater flexibility compared to print materials .

Tips to Optimize File Formats

Consider tools such as Listening, an AI-powered text-to-speech app. It supports various formats like PDF, DOC, PPT, TXT, and EPUB, making content more accessible across platforms.

Preparing Files for Better Accessibility

• Tagged PDFs: Ensure structural elements are properly tagged.
• Set Default Language: Define the document’s primary language.
• Table Headers: Use clear and consistent headers in all tables.
• Alt Text for Images: Add descriptive text for all visuals.
• Logical Tab Order: Arrange navigation elements in a clear sequence.

These strategies are key to improving accessibility across different file formats, aligning with broader accessibility goals.

7. Captions and Text Versions for Accessible Academic Papers

Academic papers are increasingly incorporating multimedia elements, making captions and text alternatives crucial for accessibility and understanding. This section focuses on captions and transcripts for multimedia content, rather than image audio descriptions.

As multimedia becomes more common, captions and transcripts ensure that this content can be accessed by everyone.

Best Practices for Captions

Captions should cover all audio elements and follow these guidelines:

• Stay visible for 1.5–6 seconds
• Be limited to two lines, with about 30 characters per line
• Include sound effects in square brackets (e.g., [applause])
• Identify speakers if it’s not visually clear
• Note background sounds and music

Using these principles, professional tools can make the captioning process easier and more efficient.

Professional Captioning Tools

Several tools provide accurate and fast captioning at various price points:

Creating Effective Transcripts

Transcripts serve as a text-based alternative to multimedia content, helping a wide range of audiences. A good transcript should include:

• Exact speech content
• Descriptions of visual information
• Context for audio elements
• Time-coded markers for synchronization

Transcripts are especially helpful for individuals who are deaf or hard of hearing, non-native speakers, and those in noisy environments.

Audio Description Guidelines

When visual audio alone isn’t enough, clear descriptions can enhance understanding. Use straightforward, precise language, and describe visuals in the order they appear. This approach helps readers form a clear mental picture of complex diagrams or charts while maintaining academic clarity.

8. Accessibility Software Tools for Accessible Academic Papers

Screen readers and assistive technologies play a critical role in helping millions of Americans – 12.5 million, to be exact – access electronic documents . Here’s a quick look at some of the top screen reader options available for Windows and Apple platforms:

In addition to screen readers, tools like Adobe Acrobat Pro can make PDFs easier to navigate and understand. Some of its key features include:

• A Touch Up Reading Order tool to ensure proper document flow
• A built-in accessibility checker to identify and fix issues
• Tag management for structuring content
• Tools for adding table header markup

Steps to Improve Accessibility

1. Document Structure
   Use proper tagging to ensure logical navigation. Acrobat’s “Use document structure” option can help with this.
2. Font Management
   Embed all fonts in the PDF to ensure consistent display on different devices.
3. Language Settings
   Set the primary language in the PDF properties, so screen readers can pronounce text correctly.

Mobile apps also provide additional ways to enhance accessibility. Some standout options include:

• Lookout by Google: Reads out document elements with spoken notifications.
• Seeing AI: Uses artificial intelligence to narrate content and describe visuals.
• Be My Eyes: Connects users with volunteers for live assistance.

“Making your paper accessible will help to promote the equal participation of people with disabilities in science and engineering.” – Shari Trewin

These tools and practices work seamlessly with the design and formatting techniques covered earlier, ensuring academic research is accessible to all.

9. Making Tables and Figures Clear for Accessible Academic Papers

Clear tables and figures are essential for ensuring academic papers are accessible to all readers, including those using screen readers. By combining proper HTML markup with thoughtful design, you can make these elements easier to understand.

Accessible Tables: Key Elements

To create accessible tables, include the following:

Guidelines for Table Design

• Keep It Simple: Use a single header row and, if needed, one header column. Avoid merging cells, as this can confuse screen readers.
• Clarify Relationships: Use the TH tag with the SCOPE attribute (e.g., <th scope="col"> for column headers or <th scope="row"> for row headers) to make relationships clear.
• Add Context: Provide a brief description that highlights key patterns or trends, but avoid repeating the caption.

These practices align with broader text formatting principles, ensuring consistency in accessibility.

Designing Clear Figures

For visual elements like figures, meeting technical and design standards is just as important:

• Image Quality: Use high-resolution PNG files to ensure clarity, even when zoomed.
• Color Contrast: Maintain a contrast ratio of at least 4.5:1 between text or key elements and their background. Tools like WebAIM’s Color Contrast Checker can help verify this.
• Detailed Descriptions: Include clear axis labels, chart titles, legends, and figure descriptions to emphasize key data trends.

For complex visuals, consider breaking them into simpler components or providing alternative text that fully explains the content. Tools like axesWord can help convert documents into accessible PDFs, ensuring all readers can engage with your work.

10. Design for Accessible Academic Papers

Making academic papers accessible and inclusive ensures they can be understood and used by a broad audience. By applying universal design principles, you can create content that accommodates readers of all abilities. This builds on earlier technical and visual strategies to improve accessibility even further.

Understanding Universal Design Principles

Good design removes barriers, while poor design creates them. The goal is to meet the needs of a diverse audience, regardless of ability .

Here’s a straightforward framework for inclusive design:

Writing for Universal Understanding

When writing academic content, keep these practices in mind:

• Use Active Language: Write in straightforward, direct sentences .
• Structure Information Clearly: Begin with key points and maintain a logical flow .
• Manage Cognitive Load: Break down complex ideas into smaller sections and use visuals to aid understanding.

“Design is much more likely to be the source of exclusion than inclusion” – Holmes

This quote highlights the importance of intentional, inclusive design.

Technical Considerations

To ensure your paper is functional for all users:

• Make interactive elements keyboard-accessible and test them with assistive technologies .
• Provide alternative formats when needed, such as text-based versions of visual content.

Combining technical accessibility with thoughtful design ensures your work reaches a wider audience.

Cultural and Linguistic Accessibility

Clear language benefits everyone, but cultural and linguistic nuances also matter. Keep these points in mind:

• Use examples that are culturally inclusive.
• Avoid idioms or phrases that might not translate well.
• Define any specialized terms to make your content easier to understand for readers outside your field.

Conclusion

Making academic papers accessible significantly broadens their reach and influence. Research shows that 75% of scholarly PDFs are still inaccessible to readers with low vision or blindness . Taking steps to address this issue can greatly improve inclusivity.

Stacy Scott, Head of Accessibility at Taylor & Francis Group, emphasizes the importance of providing accessible descriptions for visuals, noting that they are just as critical as written content for individuals who cannot view images .

Here’s a practical guide to getting started with accessibility improvements:

These steps provide a foundation for integrating advanced tools that simplify accessibility. For example, Listening.com offers AI-powered text-to-speech features tailored for academic papers, including options like section-specific listening and citation skipping. Tools like Microsoft’s Accessibility Checker can also help authors ensure their content meets accessibility standards .

Accessibility in academic writing isn’t just about meeting technical requirements – it’s about fostering inclusive scholarship. Accessible papers engage a broader audience, amplify research impact, and align with the core purpose of sharing knowledge.

As academic publishing increasingly requires accessibility , adopting these practices now will enhance your work’s impact and future-proof your publications. At a minimum, ensure text is in 16-point font and maintains a contrast ratio of at least 3.00 .

These updates don’t just improve individual papers – they reshape the way knowledge is shared in academia.

FAQ

What is an accessible academic paper?

An accessible academic paper is a research document designed to be readable and navigable by all users, including those with visual impairments, dyslexia, or other disabilities. It follows best practices such as clear structure, alternative text for visuals, and compatibility with assistive technologies like screen readers and text-to-speech (TTS) tools.

Why is accessibility important in academic papers?

Only 2.4% of academic PDFs meet accessibility standards, making it difficult for many readers to engage with research. Accessibility ensures that everyone, regardless of ability, can access and understand academic content, improving knowledge-sharing and inclusivity in research.

What are the key features of an accessible academic paper?

An accessible paper includes:

• Logical headings and structured formatting for easy navigation.
• Alternative text for images and graphs to support screen readers.
• Readable fonts and proper spacing to enhance clarity.
• Transcripts and captions for multimedia content.
• File formats beyond PDFs, such as HTML, DOCX, or DAISY, for broader accessibility.

How can text-to-speech (TTS) tools help improve accessibility?

TTS tools convert academic papers into audio, allowing users to listen to research instead of reading. This is especially helpful for individuals with dyslexia, vision impairments, or those who prefer auditory learning. Advanced TTS apps also allow users to adjust playback speed, skip citations, and take notes while listening.

What file formats are best for accessibility?

While PDFs are common, they often lack accessibility features. HTML, DOCX, and DAISY formats work better with screen readers and assistive tools. These formats allow for easier text resizing, better navigation, and improved compatibility with accessibility software.

How can researchers make their papers more accessible?

To improve accessibility, researchers should:

• Use clear headings, readable fonts, and proper spacing.
• Provide alternative text for images, charts, and tables.
• Ensure tables and figures are properly tagged for screen readers.
• Offer research papers in multiple formats beyond PDF.
• Include captions and transcripts for any multimedia content.

What tools can help make academic papers more accessible?

Some useful tools for improving accessibility in academic writing include:

• Text-to-Speech Apps – Audemic Scholar, Natural Reader, and Speechify for listening to research.
• Screen Readers – JAWS and NVDA for users with visual impairments.
• Document Formatting Tools – Adobe Acrobat and Microsoft Word for structuring papers properly.

How does accessibility benefit all readers, not just those with disabilities?

Making academic papers more accessible improves readability and usability for everyone. Structured layouts, clear language, and alternative text enhance comprehension, while multiple formats allow readers to engage with research in their preferred way, whether by reading, listening, or viewing.

Free trial

Easily pronounces technical words in any field

Leslie

Try the app free for 3 days