Creating Accessible Documents
Upgrade your document creation superpowers in runder 2 hours!
The workshop is now run by DISC and their sign up form and dates are available on the new Creating Accessible Documents google site.
Accessible Documents Group meetings
Interested in making accessible content and resources? Running since 2021, join our online monthly meetup to share resources or discuss a challenge you would like help with. The form is also embedded below.
Archive material
The material below was used to promote the Creating Accessible Document workshops from 2019 to 2023. Going forward the DISC team will be using their Google Site for the workshop signups and links to up to date content.
Feedback from workshop attendees
- Julie Tucker,
Biology and HYMS
Headings fixed!
"Taking your workshop has made me much more aware of the importance of correct document formatting. With my new knowledge from the workshop, I was able to fix the headings on a template I had downloaded from the internet. I have used this template with my tutees for the past year, and now is the first time I even thought to check. Awareness is everything!"
Reading onscreen is easier now.
"As well as learning a lot that will help me prepare accessible documents for others, the sessions also prompted me to use dark mode / reader view / larger text on my own devices, which has been a huge help!"
- Amy Muckersie, UYMS
"The Creating Accessible Documents course was a great session. I really learned a lot that I apply in my work every day and made me think more carefully about accessibility issues."
- Tabitha Kabora, Post-Doctoral Researcher,
Department of Environment and Geography
"The session was really informative and I look forward to applying all I've learnt, in particular to my emails and docs going forward."
- Rebecca Stokes, PA to Director of Human Resources
"I came to your Accessible documents session a few weeks ago and it was great. I've been using headings a lot more and a few other tips and tricks - thank you."
- Kate Rudd, Nurse Lecturer, Health Sciences
"I found this workshop very useful. It has made me much more aware of what is required when creating accessible documents, but more importantly, how to put this into practice. It was really helpful to be able to practise the different features as we went along and to have access to the short videos so I can refer back to them whenever I need to."
- Jo Lasseter, IPC
Not a fan of attending training?
The slides used in the workshop can be used to work through the key concepts in your own time: Accessibility workshop slides.
If you prefer to view videos and follow along, use the webinar recording of the Creating Accessible Documents workshop and the ‘top tips’ below.
Tricks and Tools
Look at how to reflow with Word and PDF documents on a mobile phone
Video on how to reflow Word and PDFs on a mobile phone
Guides that can be shared with students
The Accessible Documents Guides page can be shared directly with students, or you can simply share this entire site.
Top Tips
Save as tagged pdf - add bookmarks in a pdf
Lists - make sure you use bullet/number points functionality - don’t do it manually.
Make hyperlinks meaningful - don’t have two or more hyperlinks named as the same thing if they link to different documents - better to use the name of the page they link to (remember Ctrl K to insert a hyperlink)
Add ALT(alternative) text to images (can also add captions) - do this on websites and in slides (images with captions don’t need ALT text). There is a built in screen reader on Chromebooks - really handy way to check how it will read if you have one. Put alt text in the description box (rather than the title if given the option)
Tab/Reading order - if you use a slide template it will use a consistent layout. Check the order if you have added in extra information on top of the template.
Tables - make 1st row the header row (and if appropriate the 1st column as a header column) to support a screen reader. [LS] Also tick Repeat as Header Row in Table Properties. Good for printing as well as screen reading.
Microsoft Accessibility checker (Word/PowerPoint): File > Check for Issues > Check accessibility. Is also a checker on VLE
Grackle (Accessibility checker on Google Docs) is an extension that you can download to check your documents. Login with university credentials.
Guidance for captioning rich media - Guidance from the Disabled Students' Commission outlines best practice for captioning rich media for disabled students.
Webinar recording of the Creating Accessible documents workshop.
More on Accessible Mathematical Material
We have published a new website to support tutors creating mathematical material, whether it's handwritten, using Microsoft Office, Google Docs, LaTeX, R or on the VLE.
Students can use this site too!
Accessible Equations and Mathematical Text website.
More on Accessible Presentations
The key points from the recent Accessible Presentations workshop has been gathered into an easy-to-use reference document, including the webinar recording, slides and other resources used, and the relevant questions and answers from the chat.
Slides used for demonstration in Accessible Presentations workshop.
What about VLE sites?
So glad you asked.
Our advice on making accessible vle sites can be found on our Wordpress site.
We also have a Guidelines page with a checklist to help you.
Want even more?
And:
Look out for other related workshops and webinars on the e-accessibility calendar.
Join the Google Group for accessible documents.
Discuss with your department how you will progress further.
Checkout our guides on creating accessible documents.
Review the Resources on the e-accessibility wiki.
"Do the best you can until you know better. Then when you know better, do better. "
- Maya Angelou