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Unlocking Accessibility Beyond Digital Web Platforms

Learn essential tips for making non-web files like Word, Excel, PowerPoint, and PDFs accessible. Discover tools to convert and test file accessibility, plus advice on publicizing and advocating for accessible designs. It is important to go beyond web design and consider accessibility for other digital files like Word, Excel, PowerPoint, and PDFs. Issues like lack of structure, textual equivalents for media, and viewing software can create barriers for individuals who rely on assistive technologies. This guide provides insights into formatting, adding alt-text, and optimizing these documents for accessibility. Embrace the challenge to create universally accessible content that prioritizes usability, aesthetics, and inclusivity.

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Unlocking Accessibility Beyond Digital Web Platforms

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  1. Accessibility Considerations Beyond the Web Marsha Allen, CTRS, Web Developer Kevin Price, Education and IT Specialist Georgia Institute of Technology Center for Assistive Technology & Environmental Access (CATEA) Southeast Disability & Business Technical Assistance Center

  2. Barriers Beyond the Web … Word, Excel, PowerPoint, and PDF files • Avoid built-in “Save as Webpage” = JUNKY! • Multiple columns. • Lack of structure which AT relies upon. • Lack of textual equivalent for images, media. • Lack of software to view the document.

  3. Add “informative, distinct” links 1 2

  4. Add “alt-text” for images, charts 1 2

  5. Format with styles drop-down and tools (icons) • Headings/Content (Word) • Lists (Word, Excel, PPT)

  6. Set Tables to Percentage to Avoid “Cut-Off” • Some older monitors have lower resolutions or users set resolution lower for larger text = “cut off” view. • Set table size to percentage by: • Select table. • Right click to choose "Table Properties" • Table Properties" box appears. • Select “Column” tab. • As needed, check "Preferred width“ box • Choose "Percent" from drop-down box • Select "OK."

  7. Accessible PowerPoint • 5 points X 7 words. • Correct punctuation, including bulleted text. • Describe images in context (i.e. cartoon). • Limit slides to 40 words. • Avoid text box tool; not display in outline.

  8. Illinois Accessible Web Publishing Wizard for Microsoft Office • Converts Word, PowerPoint and Excel files to accessible webpages with style sheet. • Guided interface automates most of the conversion. • Adds “Save As Accessible Web Page” option under File menu of all Office applications. http://cita.rehab.uiuc.edu/software/office/index.html

  9. PDF Files • Start with accessible Word document. • Identify as PDF with file size in link. i.e. MyFile (PDF, 13 KB) • Give link to download Adobe Reader to view PDF. • Avoid scanning = one image with no text access. • Offer alternative format (Word or text file).

  10. Testing PDF Accessibility • User-testing. • Adobe Online Conversion Tools for PDF (online, text, or html). www.adobe.com/products/acrobat/access_onlinetools.html • Exercise – test this file: http://www.catea.org/grade/fs/8_PDF.pdf

  11. Flash Accessibility • May cause unending restart for screenreader. • Review reading and tab order. • Provide alternative text. • Use tools that incorporate accessibility. • Flash MX Accessibility panel • MAGPie for Flash (captioning). • Creating Accessible Flash citt.ufl.edu/Marcela/accessibility/index.html

  12. Publicizing Accessibility • Use appropriate standardized symbols on all conference promotion, registration forms, information materials, and facility signage. • Download from the Graphic Artists Guild www.gag.org/resources/das.php

  13. Advocate Accessible Design • Model accessible design. • Cite legal, business, and effectiveness rationale. • Share findings of usability review and tools that validate accessibility to encourage adjustments. • Draft outline of why inaccessible websites and educational materials difficult to use. • Collaborate and share resources.

  14. Reforming Learning Environments • Be proactive, visionary. • Advisory groups, user testing. • Training & awareness programs. • Support available to make accessible. • Connect with resources, disability services.

  15. Reach for Holy Grail of Web Accessibility • Proper links, labelled individually. • Clear navigation mechanisms. • Logically structured page layouts. • Clear color contrast. • Reasonably-sized, adjustable text. • Straight-forward language.

  16. Challenge To You … Universal Design Accessibility, usability, and aesthetics go hand in hand. Think outside of the box. Remember no pat “cookie-cutting” recipe or tools for ensuring success. THINK

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