Posting Accessible Documents



Posting accessible documentsA document or application is considered accessible if it meets certain technical criteria and can be used by people with disabilities. This includes access by people who are mobility impaired, blind, low vision, deaf, hard of hearing, or who have cognitive impairments.In general, properly designed html is the most accessible format. PDF files are the most difficult to make accessible. It is recommended to use PDF only when you cannot use html.When linking to a Word document, PDF, or other file, use descriptive link text and indicate the file format. For example, Log-In Instructions (PDF). When identifying the link file type, this additional content is presented inside the link, rather than just after it, so that the information is presented with the link if a screen reader user navigates by links or reads a link list. This also avoids adjacent links to the same resource.Creating accessible documentsIn order to ensure that documents are ultimately accessible, content authors must utilize the formatting and layout options within Microsoft Word and Adobe Acrobat Pro that support structural markup. This structural markup ensures that assistive technology software such as screen readers can correctly discern and interpret the structure of the document.Keep this in mind if you plan to convert a document to a PDF:Prep the Word document first so that it is accessible.Then, if needed, convert it to a PDF.If a document needs significant remediation, it is generally easier to remediate the source file within Word than to work with the PDF.Microsoft Word 2011 for the Mac cannot produce a fully accessible PDF. A PDF made from Microsoft Word 2011 for the Mac does not retain the structure tags (headings, lists, table headers, etc.) from the original document. The most recent update to Word 2016 for Mac allows exporting documents as tagged PDF.Quick list of best practices:All documents must have descriptive titles.If you created a PDF from a scanned document you must convert the scanned images of text to searchable content using optical character recognition.The most basic requirement for a PDF document to be accessible is for it to be searchable text and "tagged" with hidden labels ("tags") that describe the structure of the document.Use headings to structure and organize your document. Ensure that all heading styles are applied in a hierarchal manner. Only use headings with a name of Heading 1, Heading 2, etc.Include alt text for images, tables, and charts and graphs. Also, include captions for charts and graphs.Do not format images and other objects as floating. Format objects as “In Line with Text”.Keep tables simple --- do not use nested tables. Do not use tables for layout. Include column headings for tables and specify a header row for tables. Do not split or merge cells, rows, or columns.Do not use tabs or spaces to create columns. Instead, use the Page Layout/Columns command. Use descriptive hypertext links.Use bulleted and numeric lists for related items.Include a table of contents for long documents (which Word can generate if you use styles).Avoid watermarks. If you must use one, make sure that the information it contains is also included elsewhere in the document.Be cautious as to the colors you choose. Some colors and color combinations can be difficult to read, especially for someone who has color blindness. Provide sufficient color contrast. Also, do not use color to solely convey meaning. Include closed captions or transcripts for any audio or video elements.Details for creating accessible Word documentsHeadingsParagraph headings (such as those you find in this document), provide not only visual cues to major topics, but they also provide a means for navigating the document by a screen reader. Paragraph headings are not individually formatted (e.g. larger font size, bolded, and underlined), but are formatted by using styles.Headings should be applied to paragraph headings based upon their hierarchy within a document. For example, the following headings should be applied as follows:Heading 1 – Title of documentHeading 2 – Major headingsHeading 2 – SubheadingsTo apply a style to a paragraph heading:Click the Home tab.Click on the paragraph that you want to style as a heading.From the Styles section of the ribbon, click on the desired style.ImagesImages must have a description that explains the purpose or the content of that image. This description, referred to as alt text (or alternate text), is read by a screen reader. To add alt text to an image:Right click on an image.From the menu, select: Format Picture. Click on the Layout & Properties button. The button looks like this: From the category list, click: Alt Text.In the Description box, type a brief description.Do not type the alt text in the Title box.For alternative text, do not use the phrases: “Image of…”, “Picture of…”, or “Pic of …”. They are redundant.Alternative text should communicate the message conveyed by the image. How to Create Good Alternate Text:Consider the content and function of your image.If it provides content to your document, make sure that the information the image provides is described in the alt text.Purely decorative images should have null alternative textTry not to use “Image of...” or “Graphic of...” as alt text. That is usually evident to the person reading the alt text.Do not repeat the information that is contained in the document itself into the alt text. If it is already in the document, that should be enough.Click the Close button.Although images must be in line, you can format the images to better control the placement of the image. To do so, use indents. (You can also create a style for images that will provide consistent indentation of all images. Generally, you will want to set the left indent and the spacing before and after the image.)To set the text wrapping for an object:Right click on the object.From the shortcut menu, select: Wrap Text.Click on the following: In Line with Text.If needed, indent the line to place the image in the desired location.TablesTables should include alt text as well as column headings.Example of a table with column headings:Class ListNameMajorSemester StandingNancy JohnsonEngineering06Mark SmithHistory01Rita BrownBiology04Ted BelleBusiness08To add alt text to a table:Right click on the table.From the shortcut menu, select: Table Properties.Click on the Alt Text tab.In the Description box, type a brief description. Do not type the alt text in the Title box. Click OK.Another feature that helps to make your tables more accessible to screen readers is the header row option. (Also, this option is useful for another purpose: If you have a table that splits across more than one page, it will repeat the column headings for every page on which the table appears.)To add a header row:Type column headings in the first row of the table.Select the first row containing the column headings.From the Table Tools tab on the ribbon, select: Layout.Click the Repeat Header Rows button.Charts and GraphsCharts and graphs also require alt text as well as a short caption.Example of a chart with a caption:To add alt text to a chart:Right click on the chart’s border.From the menu, select: Format Chart Area. Click on the Layout & Properties button.From the category list, click: Alt Text.In the Description box, type a brief summary that explains the chart.Click the Close button.To add a caption to a chart:Right click on the chart’s border.From the shortcut menu, select: Insert Caption.In the Caption box, type the desired text for the caption.Click OK.Format and position the caption as desired.List ItemsLists of related items should be formatted using bullets or automatic numbering. This is important since a screen reader will announce that there is a bulleted list and then read those items. Often a list can be used as an alternative to a table when presenting information. To create a list:Type each item on a single line.Select the group of items.Click the bullet or numeric bullet button.Accessibility Checker (all Windows and Mac 2016 Office versions only)The Accessibility Checker is a great tool to check for problems in your Word document. It points out things such as missing alt text, missing table row headers, unclear hyperlink text, and more. It also provides instructions on how to fix any items that have been flagged as inaccessible. To use the Accessibility Checker:Click on the File tab.Click on Info.Click on the Check for Issues button.From the menu, select: Check Accessibility.An Inspection Results pane will appear. It provides a list of errors and warnings that it found in the document.Under the errors section, click on an item.Word navigates to the item in error.In the Additional Information section of the Inspection Results pane, information is given explaining why the item needs fixed and how to remedy the error.Under the warnings section, click on an item.In the Additional Information section of the Inspection Results pane, information is given explaining why the item needs fixed and how to remedy the error.Fix the errors and warnings as appropriate.Save a Word Document as a PDFThere is more than one way to save a Word document as a PDF. You can save a document as a PDF by using Adobe’s Acrobat add-in or Word’s add-in. It is essential that you create an accessible Word document before you convert it to a PDF.Adobe’s add-in produces a better-tagged and accessible PDF (especially for more complex documents). If you have the full version of Adobe Acrobat installed on your PC, you will have an Acrobat tab on the ribbon. To save a document as a PDF (if you have the Acrobat tab in the ribbon):Open a Word document.Prepare the document so that it is accessible.Click the Acrobat tab.Click the Preferences button.In the Application Settings section, make sure that there is a checkmark in the box for this option: Enable Accessibility and Reflow with Tagged Adobe PDF.Click OK.Click the Create PDF button.Click the Save button.To save a document as a PDF (if you DO NOT have the Acrobat tab in the ribbon):Open a Word document.Prepare the document so that it is accessible.Click the File tab.From the menu, select: Save as. Select the location where you want to save the file (i.e. Current Folder, Recent Folders, or Browse options).Click the drop-down arrow for the Save as Type box and select: PDF.Click the Options button.Click to place a checkmark in the box for this option: Create Bookmarks Using.Underneath the option, ‘Create bookmarks using’, click: Headings.Click to place a checkmark in the box for this option: Document Structure Tags for Accessibility.Click OK.Click the Save button.Details for accessible PDF documentsThe easiest method is to use accessible source documents and convert to PDF. If you created a PDF from a scanned document, then it will be inherently inaccessible to screen readers and other assistive technologies. The document will also be less useful because graphic representations of text cannot be selected, edited or searched.In this case, it is necessary that you convert the scanned images of text to searchable content using optical character recognition (OCR) before addressing the accessibility features of the document.The second basic requirement for a PDF document to be accessible is for it to be "tagged" with hidden labels ("tags") that describe the structure of the document (e.g. that text should be interpreted as a header, paragraph, table cell, etc.). Screen readers can use these tags to convey the document's information effectively to people with visual disabilities.The other requirements for a PDF document to be accessible (e.g. alternate text, logical reading order, etc.) can only all apply once the document is tagged.If you are starting with a tagged pdf, skip to Number 9 below.Make Image or Untagged PDFs accessible (not for Forms)In Acrobat Pro, select Tools from the upper right corner, then select Action Wizard > Make Accessible from the sidebar. By default, the action runs on the currently open document. Select Add Files to select additional files or a folder to run the action on. Select Start button. This will walk you through a series of steps to enhance the accessibility of your document:Add Document Description — Enter a descriptive document Title. Other fields are optional. Set Open Options — Runs automatically Recognize Text using OCR — If your PDF contains images of text, it will be converted into true text during this step.Detect Form Fields — Skip unless your page contains fillable forms. Set Tab Order Property — Runs automatically Set Reading LanguageAdd Tags to Document — PDF “tags” provide accessibility information to screen readers. If your document does not have tags they will be added during this step. [Advanced users can check the quality of these tags later on.] Set Alternate Text — A window will appear that allows you to add alternative text to images. Use the arrows to move between images and check Decorative figure if a screen reader should ignore the image.Run Accessibility Full Check- This checker will show additional issues. Right click errors and warnings and select Fix to address the issues, Skip Rule if the issue has been addressed, and Explain to read online help. You can also run an on-demand check under Tools > Accessibility > Full Check.In addition to Full Check, Acrobat provides other methods to check PDF accessibility:?Use Reflow view to quickly check the reading order.?Use Read Out Loud to experience the document as readers who use the text-to-speech conversion tool experience it. Note that Read Out Loud tool does not replicate a blind screen reader and should not be used for screen reader testing.?Use the Touch Up Reading Order tool, Order, Tags, and Content panels to examine the structure, reading order, and contents of a PDF.See our website for accessible PDF Form instructions. ................
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