Digital Document and Web Accessibility in Schools - PowerPoint Presentation

Digital Document and Web Accessibility in Schools Illinois Assistive Technology Program TJ Schlouski, ATP Krystal Connolly, ATP

Symbols we use on a daily basis…

Why are we talking aboutWord and PowerPoint? Most PDF’s start out as Word or PowerPoint documents. Creating accessible source documents help us to have accessible PDF documents. Remediating/Working in the source document to make the PDF accessible is a lot easier than working in Adobe Acrobat to make the PDF accessible.

Why are we talking about Google Docs? Like Word, Google Docs is a way to create source documents. Since most schools use Google Docs as free alternative to Microsoft Word it is important to know how to use Google Docs to create Accessible source documents

How to make an accessible SOURCE Document - Word and Google? Use styles / headings Use columns and listsUse alternative text Use basic data tablesProvide appropriate color contrast

Microsoft Word & Google Docs

Styles? Styles create document structure in your document Styles include document elements for example Headings (H1, H2, H3) Styles or document structure allow for the document to be navigable by assistive technology In Word you access styles through the Home Tab > Styles Menu In Google Docs you access styles through the Format Tab > Paragraph Styles

Word styles

Google Docs styles

Lists and columns? Lists and columns are used to break up and simplify content When creating lists and columns you need to use the built in tools to create them Using the tool provides proper mark up in the back end for assistive technology In Word 2016 you can access lists through the Home tab > Paragraph Menu > Bullets or Numbering In Word 2016 you can access columns through the Page Layout Tab > Page Setup Menu > Columns In Google Docs you can access lists through Format > List > Numbered or Bulleted In Google Docs you can columns through Format > Columns

Word lists and columns

Google Docs lists

Google Docs columns

Alt text? Alternative text is a descriptive representation of what is in an image, chart, or table Alternative text needs to be added to any image or chart that displays important information To set the Alternative Text of an image in Word right click on the image > click format image > click layout and properties > enter the alternative text under description To set the Alternative Text of any image in Google Docs > click on the image > click on Format > click on Alt text > then enter alt text under description

Word alt text

Google Docs alt text

Basic data tables? Tables are used to display data in an organized way they should not be used for layout for example Word forms When using tables in accessible source documents best practice is to make it a simple data table No split cells or merged cells if it is possible to avoid

Word basic tablesbest practices Never draw a table using the draw table option Always use insert table option or the graph paper to make your table Make sure your table has a caption Select your column headersRight click and go to table properties Under the row tab Uncheck “allow row to break across pages”Check “repeat as header on the top of each page”

Word basic tables

Word basic tables

Google Docs basic tables best practices Tables must be drawn using the graph paper Google Docs doesn't allow you to designate column or row headers, so keep your tables small so they are understandable without headers. To test the reading order of your table, place your cursor in the first cell of the table. Now press the Tab key repeatedly to navigate through the table. This will be the reading order that assistive technologies will use.

Google Docs basic tables

How to make an accessible SOURCE Document – PowerPoint? Use default layouts and placeholders Use unique slide titles on each slideUse alt text on images, graphs, and charts Use basic data tablesMake sure reading order is correctCheck color contrast

Microsoft PowerPoint

Layouts and Placeholders? Layouts are the standard templates that are provided by Microsoft in PowerPoint Placeholders are boxes that are provided in the templates that allow you to insert different types of content for example slide title, text, pictures, and graphs Placeholders come preformatted to help ensure that each slide is as accessible as possible

Placeholders…

Unique Titles PowerPoint does not, I repeat does not use a heading structure. Users of assistive technology will not be able to navigate using document structure navigation shortcuts. Unique slide titles will allow a user to navigate the PowerPoint in an effective way. Keep in mind that if a PowerPoint is converted to a PDF or other accessible format, document structure will need to be added at that time.

Alternative Text Just like in Word alternative text is a descriptive representation of what an image, chart, or table is Alternative text needs to be added to any image, chart, or table that displays important information

Alt text PowerPoint

Basic data tables? Tables are used to display data in an organized way When using tables in PowerPoint best practice is to make it a simple data table Never draw a table, always use insert table command Make sure your table has a header row, it helps people understand the meaning of each column

Table options

Reading order Press the page down key until you get to the page you want to check Press the tab key to cycle through the placeholders on the slide Tabbing through each placeholder is simulating the order in which assistive technology would read what is on the slide To Correct reading order, go to home tab, select Arrange, select Selection Pane, and move the content from bottom to top (this is a backwards concept)

Other suggestions Ensure that the font size sufficient for people viewing the presentation Provide sufficient contrast Do not use color only to convey content Avoid automatic slide transitions Use simple slide transitions if possible, remember to remove them if distributing your presentation

What is color contrast? Documents need to meet the basic requirement of foreground and background color contrast ratio of 4.5:1 per WCAG 2.0 AA compliance guidelines

Color contrast - bad

Color contrast - good

Useful tools and Add-Ons Microsoft Word 2010 – 365 Vision Australia Document Accessibility Toolbar (DAT)Microsoft Office built in accessibility checkerMicrosoft PowerPoint 2010 – 365 Microsoft Office built in accessibility checkerColor Contrast ToolThe Paciello Group - Colour Contrast Analyser

DAT

Colour Contrast Analyser

Can I make accessible PDF from Google Docs? Short answer, NO. You can make a structured document in Google Docs but you can’t save an accessible PDF. You would need to save your structured Google Doc save it as a .docx, open it in Word and then save it as a PDF. Or you could use Grackle Docs to export an accessible PDF but this is the pay part of Grackle. 1 document is $10, 10 documents is $49, 25 documents is $98, 100 documents is $290

Grackle Docs

How to test if your PDF is accessible-ish… This test will work in Adobe Acrobat and Adobe Acrobat Reader: In Adobe Acrobat Reader, Go to file Go to Save as Other Select Text If you notice your Save as type is Text (Accessible)(*.txt) Select save Go open the txt file you just saved If your PDF at least has tags and the reader order is correct you should have a text document that has 1 for 1 text like your pdf.

Other useful tools to check PDF accessibility Access for All, PDF Accessibility Check (PAC) Adobe Acrobat Accessibility Checker

Contact Information TJ Schlouski email: tsclouski@iltech.org Twitter: @ shlugi Krystal Connolly email: kconnolly@iltech.org IATP ICT Accessibility email: accessibility@iltech.org