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Accessibility in Documents

Creating digital content that is not web-related

Although you may not ever have a need to edit web content, many university employees will need to create some kind of digital content, including, but not limited to:

  • emails (eg. Microsoft Outlook)
  • word processing files (eg. Microsoft Word, Google Docs )
  • slideshow presentations (eg. Microsoft Powerpoint, Google slides)
  • PDFs
  • spreadsheets (eg. Microsoft Excel, Google sheets)
  • infographics & imagery (eg. Canva, Adobe Suite, Microsoft Visio)

Ensuring accessibility for all types of documents can be tedious and time-consuming, but re-creating content because a student or coworker couldn't access the information is worse.  Follow these basic rules to ensure your end user will be able to access your content and to better streamline your workflow.

  1. Adjust your settings ahead of time: It is important to adjust your programs' preferences so they are are established for accessibility. Although checking off accessibility options can still miss problems, setting these up prior to creating your document will reduce amount of time to correct accessibility violations.
  2. Use templated styles: Programs like Microsoft Word provide pre-created styles for headings, bulleted styles, and other tools that when properly used, create a document with a scannable, readable structure for screen readers.
  3. Add alternative text: Make sure all images and objects have alt text to indicate what is in the image or what the image is being used for.
  4. Ensure your tables are accessible: Is the table required, or will a list will suffice for your content? If a table is still needed, keep it simple, creating multiple tables if necessary, and follow best practices in creating accessible tables.
  5. Ensure sufficient color contrast: Although the colors of the university website are controlled by the Web Development team and already in compliance, individual files may have instances when colored text is layered over a photo or colored backgrounds. Ensure the the text passes color contrast checkers so it can be read. Using University Marketing's branded templates will help take the guesswork out of color choices.
  6. Use accessibility checkers: Once a document has been created, run a scan (such as Microsoft's Accessibility checker) to verify there are no issues.  Try multiple tools when possible, as one tool may miss something another tool catches. If you will be starting in one program and saving the file as another format (eg. converting a Word document into a PDF) use the checker before in the first program, and then again after the new format has been saved.
  7. Don't lock content: Do not protect documents with features that prohibit editing, as this can cause issues with assistive technology. If the information is sensitive, consider using a digital form such as DocuSign or Qualtrics.

PDF-specific settings

PDFs are likely the most widely-accepted document type accessed today, which is another reason to ensure their accessibility. 

Readable text

When converting from Word document to PDF, ensure the option for Document structure tags for accessibility is checked off.  When saving from Adobe Acrobat, a similar option should be selected - Address tags and structures.  This allows the document to create tags for assistive technologies to give them a better idea of the document's structure and your content's reading order.

Additional, ensure your text is selectable - being able to select your text is a good first indicator that a screen reader should be able to read your text. Scanned documents are not accessible. 

Dialog box from Microsoft word showing the

Dialog box from Microsoft word showing the "Save to PDF" setting for structured tags, and a dialog box showing the Accessibility options in Adobe Acrobat.

Infographics, flowcharts and diagrams

Charts and graphs are commonly created to share with colleagues. The Web Development team typically recommends against the use of these in digital content, given how difficult it is to ensure these adhere to today's accessibility standards.  An individual could spend hours working on tags and running accessibility checks through several programs, only to find out it still doesn't comply. Typically, a well-thought out description of the infographic will suffice for your audience.  If you find you still must provide a chart or diagram, here are some tips on making sure it is accessible. 

 

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