Accessible Digital Document: Correspondence and Social Media



Accessible Digital Document: Correspondence and Social Media9/17/20201:00 PM ETPresenterJohn E. Brandt, Training Coordinator, Maine CITEProgram DescriptionEvery day we send and receive dozens if not hundreds of e-mails, and for many of us, an equal number of social media posts and comments. But are all these e-mails, attachments, and social media posts accessible to people with disabilities who use Assistive Technology?This webinar will provide an overview of the accessibility of digital documents specifically digital correspondence and social media. Guidance is provided on how to make digital content accessible.Participants will learn about:The accessibility guidelines pertaining to digital correspondence and social media.Some of the tools and methods for achieving and assessing digital accessibility.Resources and where to get more information about this topic.What are the “standards”?Guidelines vs. Standards vs. Laws.Web Content Accessibility Guidelines, version 2.0 (WCAG v 2.0, AA) and Section 508.Americans with Disabilities Act - ADALocal policy…The Law According to John…People & ATBlind & low vision.Braille.Screen readers.Text-to-braille or text-to-speech.Navigation.Large Print.Digital text.Audio/Visual Description.Deaf & Hard of Hearing.Spoken words need to be converted to text.Captioning.Transcripts.Mobility.Switch technology (Stephen Hawking).Cognitive.Many and varied.Approaching AccessibilityEverything is in flux.You can never know everything.People change…Technology changes…Moving target…Accessible Digital Documents – part 1This presentation is a small section of a larger four-hour presentation that includes:Website ContentDigital “Office” Documents (word processor, presentation, spreadsheet)Digital Conversion Documents (PDF)Audio-Visual Content (podcasts, videos, animations)Accessible Digital Documents – part 2Today we will talk about:Digital Correspondence (e-mail, e-news)Desk Top Publishing and attachments(newsletters, posters, fliers, infographics)Social Media (Twitter, Facebook, YouTube, etc.)Headings (H)Screen reader users “browse” with headings.Style/Headings add semantic “hooks.”“Enlarging” font does nothing.Images (I)Need Alternative (ALT) Descriptions.What is a good ALT tag?Use “Null” if you can…<…ALT=“”…> - Screen readers will ignore the null tag.Tables (T)Use for data only – not for “layout.” Unfortunately, some of the correspondence systems we will talk about today use Tables for layout! And that is a big problem because it often causes problem with the reading-order of the content.Use “Headers” to identify columns.Use Spreadsheet if large amounts of data.Presentation (P)Avoid background images or ensure contrastAvoid use of text boxes/inserts. Again, can cause issues with reading-order.Ensure sufficient color contrast (background/foreground).Avoid using color for text. Check what your content looks like in monochrome.Links - embed the link, provide clear reference. (Yes: “Use this link to learn more information and to register for this event…” No: “click here” or “read more.”P: Audio-Visual ContentVideo content with spoken human language – provide captionAudio content with spoken human language – provide transcriptVideo content – provide audio description!You may need to make an additional copy of the video that has Description.Assess for AccessibilityLots of tools for automatic testing.Here is a list: Use human testers…MS Office Accessibility Checker Digital CorrespondenceE-mail & Text/Instant MessagingE-News – news-blasts – (e.g., Constant Contact, MailChimp)Issues with Digital CorrespondenceProtocols for e-mail are “primitive” so therefore limited. E-mail was “invented” 60+ years ago and has changed little over the years. E-mail primarily uses “plain” text – ASCII – see .Some e-mail clients can use HTML to enhance the content and add features. But not all Assistive Technology can use HTML versions of e-mail. Many people have HTML turned off to save on data or have old systems that cannot handle the extra code. Not all e-blast services can create accessible content. Are your attachments accessible? Have you checked to see if the things you are attaching to your e-mail (i.e., PDFs, PowerPoints, etc.) are also accessible?Are your emojis accessible? More on this later…Accessible Correspondence – E-Mail/TextUse basic/text format - very accessible.If you use Images and objects – make sure you add an ALT description. But first make sure you can do so.Avoid Tables for layout. If you do, you will need to manually check to see if the content appears in the correct reading order when using AT.Don’t use background/”stationery”.Embed links if you can. If not use an URL shortener (e.g., TinyURL, Bit.ly) Ensure all of your attachments and things you forward are accessible.Avoid Emojis or use only the Google/Android and Apple native emojis Accessibility Checker (MSO)Accessible Correspondence - E-NewsSame issues as E-mail.Choose accessible theme or go “vanilla.”Both Constant Contact and Mail Chimp have “accessible themes.” Many of the “newsletter” theme are NOT accessible (color contrast issues and correct reading order problems).Use descriptive subject line! Note when this is Announcement: Newsletter: Manually Check to see if reading order makes sense. Avoid “sidebars” or content that could be confusing out of context. Use Headings if you can.(Usability) KISS – put your newsletter on website in sections and then create short “teasers” for your news blast. People will more likely read it this graphicsPresent many challenges but can be made accessibleInfographics (a clipped compound of "information" and "graphics") are graphic visual representations of information, data or knowledge intended to present information quickly and clearly. They can improve cognition by utilizing graphics to enhance the human visual system's ability to see patterns and trends. Similar pursuits are information visualization, data visualization, statistical graphics, information design, or information (Source Wikipedia: )Infographics present many access challenges.If the infographic is presented digitally, using a “text version”, the following are recommended:Plan Heading Structure EarlyEnsure all content and design fits into a logical heading structure.Consider Reading OrderThe reading order should be the same as the visual order.Provide Good ContrastBe especially careful with light shades of gray, orange, and yellow. Check your contrast levels with our color contrast checker.Use True Text Whenever PossibleTrue text enlarges better, loads faster, and is easier to translate. Use CSS to add visual style.Watch the Use of CAPSAll caps can be difficult to read and can be read incorrectly by screen readers.Use Adequate Font SizeFont size can vary based on the font chosen, but 10 point is usually a minimum.Remember Line LengthDon't make it too long or too short.Make Sure Links are RecognizableDifferentiate links in the body of the page with underlines or something other than color alone.Design Link Focus IndicatorsEnsure keyboard users can visually identify a focused link. Use the standard dotted line or other non-color designators.Design a "Skip to Main Content" LinkA link for keyboard users to skip navigation should be at the top of the page. It can be hidden but should be visible when it receives keyboard focus.Ensure Link Text Makes Sense on Its OwnAvoid "Click Here" in link text. Other ambiguous links, such as "More" or "Continue", can also be confusing.Use Animation, Video, and Audio CarefullyIf used, provide a play/pause button. Avoid flashing or strobing content: It can cause seizures.Don't Rely on Color AloneBecause users often can't distinguish or may override page colors, color cannot be the only way information is conveyed.Design Accessible Form ControlsEnsure form controls have descriptive labels and instructions. Pay close attention to form validation errors and recovery mechanisms. Source: Accessible Infographics from WebAIM See also: MediaSocial media – lots of access issues.Portal/website or app may not accessible.The developer has not provided a way to make content accessible.Forwarded content may not be accessible or cannot be made accessible.Frequent, unannounced changes in the app or service frustrate all users but particularly people who are users of assistive technology.Some SM intentionally exclusive – NOT inclusive Only the “cool kids” understand the message.Use “secret codes” or shorthandSome SM content inherently inaccessible (image only services).Some SM systems don’t play nice with older computers/OS…Accessible- Social MediaChoose SM platform that has Access in Mind. Facebook, Twitter and YouTube have worked the hardest to make their systems inclusive.Images need Alternative Descriptions, remember to add them and don’t rely on the automatic.Videos need captions. If you use automatic captioning, make sure you edit the final version.Videos need description.* This may require using a third-party service that costs money, or you may need to make multiple videosPodcasts need transcripts. Transcript can be verbatim or edited – edited is better.Shared links to accessible content… When it doubt, don’tAdding ALT Description - ResourcesTwitter Facebook Instagram - Facebook Messenger Snapchat Don’t use Pinterest…Social Media - UsabilityEmojis can be a problem…Note the differences between Google and AppleCamelCase #HashTags and Twitter “handles” are recommended.Some commonly used hashtags are ok. Example #a11y versus #accessibilityExercise good Netiquette. ALL CAPS!!!!!Accessible Audio/VideoSee webinar of April 2018 - Automatic Caption CreationSeveral services can automatically transcribe using speech-to-textSome allow download to edit.Some allow upload transcript and will synch.Adding Captioning to SM VideoFacebook: How to turn captions on in Facebook: Video on how to add captions to Facebook video: YouTube: Video on how to caption YT video: Options to considerHire an accessibility “specialist” for your organization and funnel all public-facing content through that person.Contract with an accessible content company to do the content editing. Help!Maine CITE – Accessible Web Design - Maine CITE – Accessible Digital Documents - Questions Thank youJohn jbrandt@ Supplemental ResourcesIssues with CorrespondenceE-mail is still a “primitive” technology. Started in the 1960, e-mail was originally an ASCII text-only communications medium. Eventually, more functionality was added, but anything other than ASCII must be converted using MIME – Multipurpose Internet Mail Extensions. The “protocols” for sending and receiving e-mail are also very primitive for any number of reasons. Many modern E-mail “clients” (local software) have the capacity to send and receive both “plain” text (ASCII) and HTML content. But not all mail clients or mail servers can handle this, so you need to make sure your rich HTML message will be “readable” when it is reduced to simple plain text. Some Assistive Technology will use the plain text version of your e-mail content (not the HTML).Not all e-news/e-blast systems can create accessible e-mail.Not all social media systems are accessible!Not all social media “access points” (i.e., portals) are accessible (web vs mobile).Some social media are inherently inaccessible. Some people will be using “dial up,” older computers/OS, and need to use the plain text version. Many, many people have the HTML mail settings turned off.People have short attention spans (<5 seconds) – they will not read long correspondence (TL;DL – Too Long; Didn’t Read)Accessible Correspondence – E-News or E-blastFMI –help/accessibility-in-email-marketing/resources/guides/accessibility/blog/article/email-development/email-accessibilty-in-2017/Podcasts and TranscriptsMethods for creating accessible transcriptsPre-production – create a script. When planning a podcast it makes sense to create, at the very least, an outline of what you plan to talk about. From here, you can add to your outside the specific text you plan to use. Here you should carefully work on your text to make the timing and pacing efficient and enjoyable to listen to and make sure you cover everything you want to say. The resulting script does not need to be read exactly as written, although you should not stray too far from the script. The final script in digital form becomes the basis of the transcript that can be used to make the podcast accessible. Simply edit the script to make it match the final audio and you have made your podcast accessible content.Post-Production – There are a number of options for doing this:Manually transcribe the content using a word processor. Caution: When performing manual transcription, it obviously helps to be able to type fast, ideally fast enough to keep up with the speakers. Approximate words per minute rates are around 150–200 for typical podcast speakers, and 40–80 for average-to-good typists. That difference creates a problem.Use of transcription software. This is specialized software that combines a media player with a text editor. You play the media and start typing what you hear (as fast as you can), pause, rewind a bit, repeat. – see Resources for a list.Text-to-speech software. This again is specialized software where the computer attempts to transcribe the spoken text. Results vary based upon the quality of the audio, the speed of the speech and the presence of any accents or speech variables. Again, many resources to choose from.Transcription service. A professional service where you send your audio content to a transcription business and pay to have the content transcribed. See resources.Accessible Digital Content Gathering ToolsSurveys, tests, questionnaire, formsThis kind of content creates unique challenges to content creators who need to ensure accessibility. Most Digital Content Gathering Tools ultimately come down to something developers call a Form. In its simplest manifestation a Form is a labeled “input box” or “checkoff” system. The respondent is asked to enter information into the input box or selectedm by checking off a response, their “choice.” In nearly all cases, the information that is gathered, is used to make some decision or sometimes, it is just collected as data to be used for some research. And in nearly all cases, this is best accomplished through the use of some digital content gathering tool as opposed to making the response on some paper form. Common Issues with Digital FormsClear directions are not provided.The order of content is not “logical” or is confusing.Input boxes or checkoffs are not labeled or linked to the “ID”“Submit” button is called something else or poorly located.Items that are marked as “required” cannot be seen as such by AT devices.Use of some scripting that does not work with AT – must work for keyboard-only users.All of the other issues (check: color contrast, use of Tables, text-boxes, reading-order, etc.)Accessible Digital FormsBest solution – pick/purchase a form generating service (e.g., SurveyGizmo, SurveyMonkey) that will make accessible form and learn how to use it correctly.Choose a form template that has accessibility in mind (not all of them will be)Check your created form with automated tools and real users (before you buy).Once you have successfully created an accessible form, it can be “cloned” and re-used unlimited times.Caveats on Accessible Digital FormsGoogle forms may be accessible – inconsistent.Google forms may only work with Google Chrome and within a Google environment.Avoid PDF or “Office” form generators as they are really designed for paper.Issues with Desk Top Publishing (DTP)(Newsletters, posters, fliers, infographics)Paper is not accessibleSoftware designed to create paper output will probably not produce accessible digital content or require an excessive amount of extra time to make it so. DTP software that produces “untagged” or “untaggable” content will never be accessible.MS-Word, HTML, EPUB or DAISY will be the best format (see below).Accessible DTPAll of the Accessibility guidelines thus described apply to DTP documents.If there are no automatic tools for testing, you will need to have real people, using real AT test the content. It is generally a good idea to stay away from using this software if you need accessible content.File formats – which ones are accessible?Adapted from Accessible Publishing Best Practice Guidelines for Publishers – Accessible Books Consortium: are many different file formats being used in the publishing industry and these vary in the degree to which they can be seen as being “accessible”. No file format is automatically accessible – it is entirely possible to produce inaccessible publications in any format. For most purposes, the file formats that you are likely to use are:Microsoft Word – for many print-impaired readers (particularly in the education sector) this file format offers the easiest route to accessible information as the text content of the file is easily mutable and it can contain all three elements of structure, content and appearance. Unfortunately, these files can be problematic to supply as your content will have gone through many cycles of revision since its initial creation in Word, and the original Word file often bears no relation to the finished version of the text. Creating a useful file in Word may mean creating a new Word file at the end of your production process. The ubiquitous nature of Word means it is often seen as the ‘best’ option, but requests for Word files sometimes indicates a lack of awareness of what other accessible formats are available.DAISY – Digital Accessible Information Systems. This has become the foremost specialist standard format for use in the creation of accessible versions for the print impaired, but is not widely used (or even known) by publishers. It can, however, be the most accessible file format available. It is essentially an XML based e-book format created by the DAISY Consortium, an organisation which represents libraries for people with print disabilities. A DAISY book can be explained as a package of digital files that may include: one or more digital audio files containing a human or pre-recorded synthesised narration of part or all of the source text; a marked-up file containing some or all of the text; a synchronisation file to relate markings in the text file with time points in the audio file; and a navigation control file which enables the user to move smoothly between files while synchronisation between text and audio is maintained. Specialist DAISY players can play the audio, read the text using Text to Speech and navigate through the book in a flexible way. The DAISY Standard allows the producer full flexibility regarding the mix of text and audio ranging from audio-only, to full text and audio, to text-only. The DAISY Consortium offers an open suite of software tools – “The DAISY Pipeline” – designed to assist in the creation of DAISY files which also has increasing support for conversion to EPUB 3. Recent additions to the Pipeline include a “Save as DAISY” add in for MS Word – see Further Resources for links to this tool. The Pipeline also has increasing support for conversion to EPUB 3.EPUB – This is rapidly becoming the universal “e-book” format for commercial publishers, and as version 3 becomes more widely available is likely to be increasingly seen as the format that is most suitable for both commercial exploitation and meeting accessibility needs. EPUB is an open standard for e-book creation and distribution and is the most common file format for commercially-available e-books. It can be “read” on almost all e-reader devices (with the exception of Amazon’s Kindle – and even there, most Amazon Kindle books start life as EPUBs and are converted to the Kindle format prior to distribution). The latest version, EPUB 3, combines the ease of creation and expressive capability of HTML, with a host of accessibility options, and it has been adopted by the DAISY Consortium as its next generation digital standard delivery format, to replace the specialist DAISY format. For publishers, this means that the same file format used to deliver mainstream commercial e-books can also deliver optimum accessibility to print-impaired readers. It is constructed using ordinary HTML5 and CSS (cascading style sheets), so publishers are familiar with the basic technology, and a rich set of authoring and production tools is available. On top of this, EPUB 3 defines a range of features that improve navigation and accessibility, such as detailed structural markup and the ability to include pre-recorded speech synchronised with the text (called ‘media overlays). EPUB 3 also allows accessible video, mathematical and technical content (via MathML), and interactivity. Using EPUB 3, publishers can make their mainstream commercial products highly accessible. For more detailed guidance and information see O’Reilly’s free e book Accessible EPUB 3. The IDPF also publish guidance at e-books – These files can be among the most accessible on the market. By using the predominant Web technology, you ensure that your customers with disabilities will be well-practiced in using the file type with their assistive technology. Customisation within Web browsers is simple and well-known. As these books are played in Web browsers, your work to make the files highly flexible will benefit a wide audience, including users without disabilities. Also, customisations that users have already set up to access the Web will likely carry over this type of eBook directly. Some versions of HTML e-books can incorporate MathML, providing access to maths and sciences to people with disabilities.XML files – More specifically all types of XML files that logically tag book files (using a proprietary or a standard DTD (document type definition) or schema, such as DocBook) have the potential to be extremely accessible. They contain structure and content but not appearance. However, end users (and those who support them) are unlikely to have the specialised XML skills needed to make use of them, so these files are likely only to be suitable when dealing with people with an unusually advanced technical capability, with technically skilled commercial organisations, or intermediary organisations that support people with print disabilities. Normally, these XML files are transformed into a distribution format, such as EPUB 3 or DAISY, before being made available outside the organisation which creates them.LaTex files – can sometimes be a suitable choice, particularly for mathematical and technical material. Publishers who receive manuscripts in TeX or LaTeX, or who use these formats in their typesetting process, may be able to supply the files in this format for accessibility purposes. However, they are suitable only for those print impaired readers who have the necessary technical skills (or have access to them).WCAG- Accessible PDF TR/2014/NOTE-WCAG20-TECHS-20140408/pdf.htmlGOALS Project – Cheatsheets – great resource to use the employees or students - resources/cheatsheets/Accessibility of Office Documents and Office Applications - adod.idrc.ocad.ca/Microsoft – Creating Accessible Word documents - support.en-us/article/Creating-accessible-Word-documents-d9bf3683-87ac-47ea-b91a-78dcacb3c66d Check for accessibility with MS-AC - support.en-us/article/Check-for-accessibility-issues-a16f6de0-2f39-4a2b-8bd8-5ad801426c7fAccessible Excel Spreadsheets - support.en-ie/article/make-your-excel-documents-accessible-to-people-with-disabilities-6cc05fc5-1314-48b5-8eb3-683e49b3e593Colour Contrast Analyser (CCA) - resources/contrastanalyser/ WebAIM ResourcesMS Word - techniques/word/Accessible PDFs – techniques/acrobat/Google Accessibility – Products - accessibility/all-products-features.html Accessibility for Libre OfficeAccessODF – checker for Writer - accessodf.General discussion about accessibility - get-help/accessibility/ Adobe – Training resources for accessibility - accessibility/products/acrobat/training.htmlAdobe InDesign Accessibility - accessibility/products/indesign.htmlRev: 9/14/2020 - Descrption-ADD-Correspondence-and-social-media.docx ................
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