Accessible Documents

Creating Accessible Word Documents

• Overview

  Creating Word documents to be accessible can be simple and will save time. Accessible documents provide students with content that is easy to navigate and understand.

   

  For complex issues, please contact CIRT at cirtlab@unf.edu or (904) 620-3927.

   

  More information: 

  Make your Word documents accessible to people with disabilities 

  WebAIM Creating Accessible Word Documents

• Headings

  Proper heading structure is considered to be the most important component of an accessible document. Sighted users can skim through a document with headers to gain an overview of the content and structure. Accessible headers will allow a screen reader user to do the same.

   

  Utilize the Styles tool in Word to select the proper header. Apply synchronous headers to maximize comprehension.

   

    

   

  • Heading 1: Used once to identify the main heading of the document. A document should not have more than one item styled as Heading 1. 
  • Heading 2: Used for major sections in the document. 
  • Heading 3: Used to identify sub-sections.

   

  Headings can easily be changed to suit the aesthetics of a document. Content creators can change the font size, color, or style of a heading by right-clicking the header in the Styles tool and selecting “Modify” from the drop-down menu.

   

  

   

  Click “OK" once changes have been made. All headings of the same level currently in the document and any headings added afterward will be updated to reflect this change.

   

  A proper heading structure will allow for the creation of a Table of Contents.

   

  On a Mac, select Insert on the menu bar, and then select Index and Tables from the drop-down. Select the Table of Contents tab. Review the generated Table of Contents and make changes if needed, then click "OK."

   

  In Windows, select the References tab, click Table of Contents, and select the table that best fits the style of the document.

   

  

   

  More information:

  Add a heading in Microsoft Office

  WebAIM Semantic Structure

• Lists

  Lists are a great way to organize content in a lengthy document. Avoid using pseudo-lists, which are created utilizing dashes or numbers instead of the tools available in the Paragraph menu. Utilize the drop-downs indicated in the screenshot below to select the appropriate style for your list.

   

  

   

  A properly formatted list informs a screen reader user of how content is organized. It also allows for better navigation within a document. Individuals with learning disabilities will benefit from the smaller blocks of text formed by lists for increased comprehension.

   

  More information:

  Create a bulleted or numbered list in Microsoft Office

• Hyperlinks

  In electronic documents, it is best practice to properly embed a URL instead of copy and pasting it into the text. Under the Insert tab, utilize the Hyperlink tool in the links section.

   

  

   

  Accessible hyperlinked text should clearly describe the function so that a screen reader user can quickly determine the purpose of the link. Avoid using "Click here" for hyperlinks as it is not descriptive or clear. Sighted users associate underlined text with links, so it is best practice to only use the style for hyperlinks.

   

  More information:

  Create or edit a hyperlink in Microsoft Office

  WebAIM Links and Hypertext

• Alternative Text

  Images are inaccessible to individuals with visual impairments unless adequate alternative text is provided. To add Alt Text for an image right click on the image and select format picture from the drop-down menu. Alt text should be different than the file name and should only contain information available within the image.

   

  

   

  Click on the Layout and Properties tab indicated in the screenshot above, and expand the Alt text section. Put the alt text in the “Description” field not the “Title” field.

   

  Alt text should only represent information found within the image. When an image is decorative and does not have content or function, leave the “Description” field blank. If an image is complex and contains information that is fundamental to comprehension of the content, add a caption. If an image has a caption, it is not necessary for there to be alt text.

   

  Images must have the Wrap Text style of “In Line with Text” to be recognized by a screen reader. If an images has any other style, it will not be read to the user. To ensure the image has the proper style, right click and select “Wrap Text” from the drop-down menu as pictured below.

   

  

   

  Select “In Line with Text” to make your image fully accessible.

   

  More information:

  Add alternative text in Microsoft Office

  WebAIM Alternative Text

• Tables

  Tables that are not formatted correctly pose accessibility issues. If a table is used to organize content instead of present data, it can be extremely confusing for a student using a screen reader to navigate. Tables used to introduce data should have at least one header, include specifications, and have appropriate captions if applicable. Adding scope will allow the table to provide context to screen readers. 

   

  To create a table, go to the Insert tab, select the “Table” tool shown below, and either select your table specifications from the builtin grid, or click “Insert table.”

   

  

   

  Once the table is created, use the “Design” and “Layout” tabs under the “Table Tools” to increase accessibility. 

   

  Use the “Design” tab to identify column and row headers. The screenshot below shows that the “Header Row” is designated for the “First Column.” This will make the table accessible for individuals utilizing a screen reader.

   

   

   

  The table styles that are black and white meet color contrast accessibility standard requirements. All other table colors will have to be verified utilizing the WebAIM’s Color Contrast Checker. 

   

  For tables that span multiple pages it is suggested to repeat the Header Row at the top of each page. This will make the table easier to understand for everyone using it. To repeat the header rows, use the “Layout” tab and select “Repeat Header Rows” from the data section as seen below.

   

  

   

  More information: 

  Create accessible tables in Microsoft Word 

  WebAIM Creating Accessible Tables

• Accessibility Checker

  Microsoft Word has a built-in accessibility checker that assesses common errors. To launch the Accessibility Checker, click on the File tab, then select Info. Select the "Check for Issues" button, which will open a drop-down menu. Click on "Check Accessibility" to launch the tool as pictured below.

   

  

   

  Address the errors detected by the Accessibility Checker. 

   

  For complex issues, please contact CIRT at cirtlab@unf.edu or (904) 620-3927. 

   

  More information: Use the Accessibility Checker in Microsoft Word

• Exporting to PDF

  When converting a Word Document to PDF, do not “Print to PDF” of “Save As” PDF. PDFs created with either of these methods will not preserve the accessible structural information.

   

  Acrobat Pro is needed to properly export a PDF. When Acrobat Pro is properly integrated, there will be an “Acrobat” tab available in Microsoft Word. Select that tab as indicated below and click “Create PDF.”

   

  

   

  This will open the “Save Adobe PDF File As” screen. Enter the file name, and click save. By exporting a Word Document to a PDF in this manner, the accessibility information will be available in the new format.

Creating Accessible PowerPoints

• Overview

  Powerpoint and Word have similar accessibility features. Follow the guidelines for creating accessible Word documents to ensure that the content in Powerpoint is the most usable, especially for lists, hyperlinks, alternative text, and tables. 

   

  Helpful tips:

  • Use legible text, preferably 18pt or larger, with high contrast 
  • Keep transitions and animations to a minimum 
  • Ensure alternative text and/or captions are provided for all images 
  • Include captions if using videos 
  • Include transcripts if using audio

   

  CIRT offers captioning and transcription service for audiovisual multimedia. Please refer to the Transcript Request Intake Form as needed. 

   

  For complex issues, please contact CIRT at cirtlab@unf.edu or (904) 620-3927. 

   

  More information: 

  Make your Powerpoint presentations accessible to people with disabilities

  WebAIM Powerpoint Accessibility

• Slide Templates and Themes

  When creating a Powerpoint presentation, it is imperative to choose an accessible theme. Launch Powerpoint and select the File tab. Next, select "New" from the menu on the left and type "accessible" into the search box, as seen in the screenshot below. The templates displayed have been deemed accessible. It is best practice to ensure that the template meets accessibility standards using WebAIMs Color Contrast Checker.

   

  

   

  Powerpoint has identified the following templates as being the most accessible:

  • Maker gallery design
  • Fall fun education presentation
  • Science project presentation
  • Educational subjects presentation
  • Business digital tunnel presentation
  • Hexagonal design slides
  • Business technology presentation
  • Blue atom design slides
  • Classic photo album

   

  More information: Microsoft Powerpoint Accessible Template Sampler

• Slide Layouts

  Correctly used slide Layouts are the best way to ensure the accessible heading structure and reading order in Powerpoint. Layouts have placeholders for adding content to each slide, the title placeholder being the most important. Titles are presented as headings to a screen reader user and make it easier for navigation and comprehension purposes. Descriptive titles will improve readability for all users. 

   

  When creating a New Slide using the slides toolbar, a dropdown will be available for layout selection, as seen below. For accessibility purposes, it is preferred to utilize one of the preformatted themes available.

   

  

   

  If using the “Blank” template, or creating a template using the "Slide Master" ensuring the title slide and reading order are correct will be more difficult. Refer to Microsoft’s article on how to make your PowerPoint presentations accessible to people with disabilities for more information.

• Reading Order

  Reading order can be the most prominent accessibility barrier within a Powerpoint presentation. If using a preformatted layout, the screen reader will present the slide title first, then any other placeholders originally included in that layout, and finally any objects added to a slide by the creator. 

   

  When determining the reading order, select "Arrange" from the drawing toolbar, opening a dropdown. From the dropdown menu, click "Selection Pane" as indicated in the screenshot below. A panel will appear on the right side of the presentation.

   

  

   

  The reading order for the objects listed in the Selection Pane is from bottom to top. The "Title" should always be at the bottom of the list. If items in the list need to be presented in a different order for comprehension purposes, drag and drop the item until correct.

• Accessibility Checker

  Microsoft Word has a built-in accessibility checker that assesses common errors. To launch the Accessibility Checker, click on the File tab, then select Info. Select the "Check for Issues" button, which will open a drop-down menu. Click on "Check Accessibility" to launch the tool as pictured below.

   

  

   

  Address the errors detected by the Accessibility Checker. 

   

  For complex issues, please contact CIRT at cirtlab@unf.edu or (904) 620-3927. 

   

  More information: 

  Make your Powerpoint presentations accessible to people with disabilities 

  WebAIM Powerpoint Accessibility

• Exporting to PDF

  When converting a PowerPoint to PDF, do not “Print to PDF” of “Save As” PDF. PDFs created with either of these methods will not preserve the accessible structural information. 

   

  Acrobat Pro is needed to properly export a PDF. When Acrobat Pro is properly integrated, there will be an “Acrobat” tab available in PowerPoint. Select that tab as indicated below and click “Create PDF.”

   

  

   

  This will open the “Save Adobe PDF File As” screen. Enter the file name, and click save. By exporting a PowerPoint to a PDF in this manner, the accessibility information will be available in the new format.

Creating Accessible PDF’s

• Overview
  PDF’s are most accessible when exported properly from their original format. View the necessary sections for more information on properly exporting Word and PowerPoint documents to PDF.
• Accessibility Checker & More

  Adobe has built in Accessibility tools. If using for the first time, select the Tools tab at the top of the screen. Either enter "accessibility" in the search field, as seen in the screenshot below, or scroll down to the Protect and Standardize section and click on the Accessibility icon. Select "add." The Accessibility Tool will now appear in the menu on the right side of the document.

   

  

   

  Once the document is ready for review, click the Accessibility icon in the toolbar, opening the Accessibility menu. From there, select "Full Check."

   

  

   

  The Accessibility Checker Options will pop-up, ensure all checking options are marked like in the example below, and then select “Start Checking.”

   

  

   

  The results from the Accessibility Checker will appear in a panel on the left side of the page.

   

  

   

  Logical Reading Order and Color Contrast will always need a manual check. To verify reading order, select “Reading Order” from the menu on the right side of the screen. This will open the Reading Order window. From there, select “Show Order Panel” as seen in the image below.

   

  

   

  This will open the Order Panel on the left side of the screen. Boxes will appear around content in the document that correspond with the information in the order panel. If something is out of order, drag and drop the content until it is correct. Once the reading order has been determined accurate, right-click and select “Pass” from the dropdown on the full accessibility report.

   

  

   

  It is best practice to ensure any color used meets the minimum requirements - to do this use WebAIMs Color Contrast Checker. If the only text used is black on white, it is not necessary to verify. 

   

  If the contrast is compliant with the WCAG 2.1 AA standards, right-click “Color contrast - needs manual check,” and select “Pass” from the dropdown. This will no longer be flagged on the accessibility report. 

   

  Adobe provides explanations for all issues on the accessibility report. Select “Explain” when unsure how to proceed. For complex issues, please contact CIRT at cirtlab@unf.edu or (904) 620-3927. 

   

  For more information: Adobe: Create and verify PDF accessibility

• Exporting to Word or Powerpoint

  Accessibility issues are normally easier to fix in Word or PowerPoint. If the original Word or PowerPoint document is not available, it is possible to export the PDF to the desired format. To convert a PDF to either a Word or PowerPoint Presentation, select "File." From the drop-down menu, click "Export To" and select either Microsoft Word or Microsoft PowerPoint Presentation, as indicated in the screenshot below.

   

  

   

  Once the file is in either Microsoft Word or PowerPoint, follow the guidelines in previous sections to create an accessible document.