Handouts/ Course Material

When working with templates, it’s important to start with a clean document. If a template has been used for years and through upgrades to source document software such as Microsoft Word (e.g. Word 2013 to Word 2016), meta-data piles up. This meta-data impacts the overall accessibility of a document. To create a clean template, begin with a new document and avoid copy/paste from previous versions. It may take longer to retype the document, but this will save time when using the template to create accessible documents. Once the template is saved, it is important not to alter it with each use. Always use “Save as” vs “Save” to keep the template clean. To use:

Open the template

> File

> Save As

Name appropriately and make desired changes.

All text in a document should be true and is accomplished by using a keyboard to type in text. No pictures of text or SmartArt should be used in lieu of typing information into a document.

The purpose of the contrast ratio is to ensure that users can read text over a background. The 7:1 contrast ratio is for solid color background and text letter size. There are numerous contrast ratio analyzers available online that can be used to ensure text has a contrast ratio of 7:1.

Download Paciello Color Contrast Analyzer (developer.paciellogroup.com/resources/contrastanalyser/)

Use WebAim Color Contrast Analyser online (webaim.org/resources/contrastchecker/). If there is not an option to use the eyedropper to pick colors, try Chrome.

Install tota11y (khan.github.io/tota11y)

Color is often used to convey information to people who can see color by emphasizing important concepts, dates, to-do items, etc. If font color is used to convey information, be sure to add a second way to highlight meaning. For example, important information shouldn’t only be red font; instead pair the red font with italics or Strong style. Test your content by printing in black and white: does the instructions and or information make sense in the absence of color?

Headings provide a structure to the document that allows navigation for assistive technology. When creating headings to indicate subsections of documents, presentations, etc., most tools (Blackboard, Microsoft, HTML editors, G-Suite etc.) include pre-set styles (Heading 1, Heading 2, Heading 3 etc.). Heading styles ensure that assistive technology can determine the hierarchy of document structure. Using bold or italics or changing font and color to indicate headings is not compliant because assistive technologies don't recognize the altered text as a heading. Headings must nest in order (i.e. Heading 2 follows Heading 1 and Heading 3 follows Heading 2) and skipping headings is not allowed (e.g. jumping from Heading 1 to Heading 3). Headings are similar to an outline; headings larger in number can follow a lower number, provided they maintain proper hierarchy throughout the document. By convention, there is only one Heading 1 in a document and it is the title of the document.

To add headings in Microsoft Word (PC and Mac):

Expand the Styles Pane in the Home Ribbon

Highlight desired text in the document

Select the appropriate level of heading from the Styles Pane

NOTE: if you do not like the default font style or size, you can customize each level of heading by:

Formatting the Heading per desired aesthetics in the document

Highlight the desired text in the document

From the Styles Pane:

Right-click on the appropriate level of heading

>Update Heading "X" to Match Selection

To add headings in Google-Suite (docs, sheets, slides, etc.):

Highlight desired text in the document

Expand the drop down menu next to Normal text

Select the appropriate level of heading from the list provided

NOTE: if you do not like the default font style or size, you can customize each level of heading by:

Formatting the Heading per desired aesthetics in the document

Expand the drop-down menu next to Normal text

Mouse over appropriate level of heading

> Update Heading "X" to Match

All objects require alternative text (alt text). If the object is decorative or does not add to the meaning of a document, it can be tagged as “decorative.” Alt text should convey the meaning of the object to the document and any words on the object must be included in the alt text.

Alt Text Rules:

1. Every image must have alt-text
2. Context over picture; focus on you want the image to convey
3. Active images must include information about the action
4. Information contained in the image must be included in the alt text

Alt Text Best Practices:

• Focus on function-use it as a guide
• Avoid redundancy
• Keep it succinct and grammatically correct
• Use Description vs Title dialogue boxes
• Include all text that appears in the image
• Alt text for links must include destination
• Charts, graphs, and tables must have alt text unless the same information is provided in a Table or Figure description

To add alt text in Microsoft Word (PC):

Right-click on the image, chart, graph, etc. and select Format Picture

>Layout and Properties icon

>Alt Text

Use the Description dialogue to input appropriate alt text

To add alt text in Microsoft Word (Mac):

From the Home ribbon > Picture Format

> Format Pane

> Layout and Properties icon

> Alt Text

Use the Description dialogue to input appropriate alt text

To add alt text in Google-Suite (docs, sheets, slides, etc.):

Right-click on the image, chart, graph, etc. and select Alt Text

Use the Description dialogue to input appropriate alt text

> OK

To set alt text in Blackboard when you are inserting the image using the text editor, add alt text in the Image Description text box at the point of upload.

To set alt text in Blackboard when you are using > Build Content > Create Image, there is a dedicated text box for alt text.

If Blackboard Ally detects an image that does not have alt text, the indicator next to the image will be red. Click the indicator icon to reveal the accessibility score. To ad alt text, type it into the Add Image Description text box and > Add. Or if the image is decorative, you can simply select the Indicate image is decorative option and close out of the accessibility score screen.

Hyperlinks should make sense when they are out of context of a sentence. Common link phrases such as “click here.” “more,” or “click for more details” are ambiguous when out of context. Similarly, if the phrase “click here” is used multiple times in the same document they do not provide users of assistive technology with enough information to use them. Use words or phrases that are unambiguous and that can be intuitively organized when grouped together. (e.g. various screen readers group links in a variety of orders: some may be by order of appearance in a document, and others might be grouped alphabetically. When creating hyperlinks, always open the webpage in a browser window and copy the hyperlink from the address bar and paste into the document.

To create a hyperlink in Microsoft Products (PC):

Select the descriptive text

> Ribbon

> Insert

> Links

> Hyperlink

Copy and paste the URL into the dialogue box

> OK

To create a hyperlink in Microsoft Products (Mac):

Select the descriptive text

> Ribbon

> Insert

> Links

> Link

Copy and paste the URL into the dialogue box

> OK

Shortcuts:

PC: select text >control K

Mac: select text >command K

To create a hyperlink in Google-Suite (docs, sheets, slides, etc.):

Select the descriptive text

> Insert Link icon in the Menu Bar

Copy and paste the URL into the dialogue box

> Apply

Assistive technology searches for underlined text when looking for hyperlinks. Users of assistive technology may assume that a link is missing when words or phrases are underlined for emphasis rather than linking to external content.

Lists

Do not use the tab key or tables to create lists, rather use the default or custom settings. Lists can be numbered, bulleted, or multi-leveled lists. Use numbers when order is important (ordered lists) and bullets when order is not pertinent (unordered lists).

To create lists in Microsoft Products (PC):

From Ribbon

> Home

> Paragraph

To create lists in Microsoft Products (Mac):

From Ribbon

> Home

To create lists in G-Suite (docs, sheets, slides, etc.):

Use the Main Menu Bar

Columns

Columns are often used for formatting and can help determine reading order when created appropriately. Do not use the tab key or a table to create columns, rather use custom settings. NOTE: creating columns inserts a section break before and after the selected text that has been put into columns.

To create columns in Microsoft Products (PC):

Select text to put into columns

From Ribbon

> Page Layout

> Columns

To create columns in Microsoft Products (Mac):

Select text to put into columns

> Format

> Columns

To create columns in Google-Suite (docs, sheets, slides, etc.):

Select text to put into columns

> Format

> Columns

Tables

Tables should never be used to organize content in a document; doing so makes it nearly impossible for those who use assistive technology to understand the information on the page. Tables should be used for data only and should be as simple as possible.

Create tables using the Insert Table tool and enter the number of rows and columns needed; do not create a table by highlighting the number or rows and columns needed in the grid. Tables should always include a header row and contain no split, merged, or empty cells. Do not adjust table spacing by using the tab or enter keys. To adjust the size or rows or columns use Table Properties to increase or decrease the height and or width of cells.

To create tables in Microsoft Products (PC and Mac):

> Insert

> Table

> Insert Table

Enter desired number of rows and columns

> OK

Highlight the header row(s) and then check the box for Header Row or First Column as appropriate in the Table Design Ribbon.

R > the highlighted cells

> Table Properties

In the Row tab, check the box beside Repeat as header row at the top of each page

> OK

To create tables in Google-Suite (docs, sheets, slides, etc.):

>Insert

> Table

Use the grid to select the number of rows and columns

NOTE: There is no way currently to set header rows within Google-Suite.

Charts

need blurb about charts...

To create charts in Microsoft Products (PC and Mac):

> Insert

> Charts

Choose desired chart type

> OK

To create charts in G-Suite (docs, sheets, slides, etc.):

> Insert

> Chart

Choose desired chart type

There are a few principles to follow in order to create accessible presentations that are optimized for assistive technology users.

• Avoid small text
• Avoid complex or automatic transitions and animations; keep them simple and manual
• Limit the use of visual information and background images
• Language should be clear and simple
• Avoid using color as the sole way of conveying information or emphasis
• Ensure embedded multimedia is captioned
• Include a transcript for any embedded audio

In order to preserve built-in accessibility of slides, be sure to use the provided templates/layouts. Using templates/layouts already organizes information with the correct heading structure and reading order regardless of what information you add first to a slide. Using a blank slide template that requires you to select what content place holders to put into what location does not have that same build in heading structure or reading order. It is possible to set this manually, however it would need to be done for each slide one-by-one.

If there is not a template/heading that suits your specific needs, you can create one using "Slide Master".

PC:

> View (Home Ribbon)

> Slide Master

A variety of built in Layouts will appear in the left sidebar-the first slide is the Master Layout.

Follow the instructions on the screen to edit Master Layout styles. OR Create a new slide layout by:

> Insert Layout (from Slide Master Ribbon)

> Rename

Label your new layout then > Rename

From the Slide Master Ribbon, built the template by inserting placeholders:

> Insert Placeholder

select placeholder type from the drop-down menu

Using the cross hairs, drag a shape for your placeholder on the slide

Repeat until the layout is complete and close out of the Slide Master Ribbon

From the Home Ribbon:

> Arrange

> Selection Pane

You'll see a selection box with all the slide content. Assistive technology reads from the bottom up. Determine the order in which you want the slide to be read and drag and drop the content items to the desired location.

Slide titles act like headings and provide users of assistive technology the ability to sift through the presentation to locate specific information. Each slide should have a unique title. If you do not want a title to visually appear on a slide, it can be hidden by dragging the title placeholder off the slide. This removes it from sight, but allows assistive technology to find the slide content.

Reading order for slides should correspond directly with how you wish all users to interact with the material. To set the reading order:

From the Home tab > Arrange

> Selection Pane

drag and drop content items to the desired location

NOTE: assistive technology reads slide content from the bottom to the top of the Selection Pane.

There are a few basic principles to keep in mind when working with spreadsheets:

• Tables are reserved for data only; do not use to visually format content
• Keep file and tab names unique and concise
• Start information in cell A1
• Only 1 table, chart, or graph per tab
• Set Header Rows and Column Headings

The overall file name as well as each tab name in a spreadsheet should be unique and descriptive. However, please note that tab names should be limited to 20-30 characters. Assistive technologies use tab names to quickly sift through document information.

The logical reading order for spreadsheets is left to right, top to bottom. Therefore, all worksheet information should start in cell A1. All spreadsheets must be navigable using arrow keys. To ensure proper navigation, build content using the insert functions that are built into Excel ribbons or Google Sheets menu bars.

NOTE: Assistive technology doesn't read information contained in headers or footers. Any vital information that is placed in a header or footer must be duplicated in cell A1. Examples include: "Do not Distribute" or "Confidential." (In Microsoft Excel, a watermark is considered a "floating object" and there is currently no way to make these accessible. If you use a watermark, the information in the watermark must be placed into cell A1.)

Limit tables, charts, and graphs to one per tab. Tables, and graphs must follow basic accessibility considerations and be constructed using built-in functionality and include alt-text. Click on the "Cell Formatting" section below for detailed instructions on how to format cells for accessibility.

Clear headings provide necessary context so that assistive technology can navigate through table contents.

To set header rows and column headings in Microsoft Excel (PC and Mac):

Highlight table cells

> Insert

In Tables Group > Table

> My table has headers

> OK

To set header rows and column headings in Google Sheets:

Select the row you want to set as header row

> View

> Freeze

set desired parameters under the row section

OR

Select the Column you want to set as column heading

> View

> Freeze

set desired parameters under the column section

Assistive technology navigates through a spreadsheet by counting table cells; this allows them to keep track of their location. If cells are merged, split, left blank, or if a table is nested within another table, assistive technologies "get lost" and cannot read the information. Therefore, do not merge, split, nest, or leave any cells blank.

For accessibility purposes, spreadsheets should only contain what is sometimes referred to as "simple tables." Simple tables are those with a single row of column or row headers and doesn't contain merged, nested, split, or blank cells. If you need to present information in a complex table, it must be turned into a PDF and made accessible there. For full instructions, see the PDF Accessibility Guide and review the Object Tags section.

Spreadsheets require structure in order to bring meaning to data and allow assistive technology to navigate and accurately read the information. You can set structure using Named Styles, Cell Characteristics, and Cell Addressing.

Using Named Styles helps all users understand why information is formatted in a specific way. Use Named Styles to set:

• data and model
• title and headings
• number formats

To set Named Styles in Microsoft Excel:

highlight the appropriate cell(s)

> Home

> Styles

> Cell Styles

> OK

To set Named Styles in Google Sheets:

You first need the Table Styles Add-on.

>Add-ons

>Get Add-ons

In the search bar, type in Table Styles

> Install

> Continue

type in your @alaska.edu email address

> Allow

Once installed:

>Add-ons

> Table Styles

Select the desired option (apply style to selection, create style from selection, or manage table styles)

Cell Characteristics ensure that data is represented properly. Use cell characteristics to adjust how you represent numbers and text attributes.

To set Cell Characteristics in Microsoft Excel:

Highlight desired cell(s)

> Home

> Font (or Alignment, or Number, or Format)

Cell Addressing allows you to identify different data ranges within a spreadsheet, thus making navigation easier to use and allows assistive technology users to sort through the document to identify specific information. This increases the readability of a document and allows data to be referenced in multiple locations and to be used in calculations and equations.

To set Cell Addressing in Microsoft Excel:

Highlight desired cell(s)

> Formulas

>Defined Names (in the Define Names section)

> Name

> Scope (set drop-down list)

Create Source Documents Properly

The Source Document is supreme! It is almost always easier to make a Source Document accessible and then convert it to a PDF--even if that means returning to the Source Document, making changes, and then re-converting it to a PDF. Things to consider when creating a Source Document:

• Text is “true” (no images of text are used)
• Text has a contrast ratio of 7:1 and is readable when resized
• Color alone isn’t used to convey information or navigation
• Headings are utilized
• Alternative text is included for all images, figures, and other objects
• Links are self-describing
• Underlined text is reserved for hyperlinks only (do not use for emphasis)
• Lists, tables, and charts are properly formatted using built-in features
• Built-in layouts are utilized for presentation slides NOTE: do not use blank slide template
• Each presentation slide has a unique title
• Spreadsheets are created using header rows and column headings, cells are not merged, nested, or split, and blank cells are not used for formatting

Document Structure Tags are Utilized

The Tag Tree is in the Accessibility toolbar to the left of the document. It can be accessed by selecting the tag icon (it looks like a luggage tag).

The Tag Tree will include a list of tags such as <P> or <H1> or <TH>. For a full list of tags, see the Glossary of Tags. To view the content of a tag in the PDF, select the tag and the corresponding text should appear inside a blue outline within the document itself. If that does not happen, navigate to the drop-down menu above the Tag Tree and > Highlight.

Untagged PDFs do not provide a description of the logical structure and or relationship of document elements to users of assistive technology thereby making the file inaccessible. Documents that were converted to a PDF using > Print > Adobe PDF will always be untagged.

For detailed instructions, please refer to the Getting Started section of the PDF Accessibility Guide.

Tag Tree Follows the Logical Reading Order

The Tag Tree needs to follow the logical order of the document. To determine if the Tag Tree follows a logical reading order, open the Tag Tree and select the first tag. The corresponding parts of the document will be enclosed in a blue box. Tab through the Tag Tree using your keyboard or mouse and watch the document. The information enclosed in the blue box should cycle through the document in the order it was intended to be read.

Data Tables, Lists, Form Fields, and Hyperlinks are Tagged Correctly

The accessibility of a PDF lives or dies within the Tag Tree so it is vital that tables, lists, form fields, and hyperlinks are tagged correctly. For specific instructions on how to correctly tag these objects within a PDF, see the Object Tags section of the PDF Accessibility Guide.

The Accessibility Checker in Microsoft products only works in versions 2013 and higher. If a document was created in a previous version, the Accessibility Checker will not work. The Accessibility Checker has two main sections: Inspection Results and Additional Information.

The Inspection Results has three categories: ERRORS, WARNINGS, and TIPS. Errors are serious problems that highlight content that people who use assistive technology will be unable to read. These must be fixed. Warnings highlight content that people who use assistive technology will find difficult to read. Tips highlights content than any person might have difficulty reading.

Additional Information provided information on why a particular error, warning, or tip should be fixed and provides instructions or links to instructions on how to fix the issue.

Clicking on each element in the Inspection Results section highlights the corresponding information within the document and once the issue has been fixed it will no longer be in the Inspection Results section.

To run the Accessibility Checker in Microsoft products (PC):

> File

From the Info page that opens

> Check for Issues

> Check Accessibility

A dialogue box will open in the right side of the screen as a list of "Inspection Results". As you work through the issues and make changes in the document, the list automatically updates.

To run the Accessibility Checker in Microsoft products (Mac):

> Review

> Check Accessibility

To check accessibility in the Google Suite (docs, sheets, slides, etc):

> Add-ons*

> Grackle [docs, sheets, slides etc.)

> Launch

A similar dialogue box will open in the right side of the screen. Issues found will have a red x, making changes in the document, the red x changes to a green checkmark.

*To install the Grackle add-ons:

> Add-ons

> Get Add-ons

In the search bar type Grackle Docs, Grackle Sheets, or Grackle Slides

Select the appropriate add-on for the file type you are working on

> Install

> Continue

type in your @alaska.edu email address

> Allow