Accessible Documents

The basic principles of accessibility revolve around the fact that computers can’t “read” images or graphics and can’t interpret the order a page should be read if it’s not printed standard top left > bottom right of the page. They rely on the typed words and embedded code tagging to translate the visual world audible or convert into Braille or other forms of communication.

So why would a text-based written document be difficult for a computer to read?

Generally, basic text-based documents (as opposed to spreadsheets, presentations, brochures, newsletters, etc.) are going to be the most easily interpreted by a machine into non-visual forms or forms more easily read by those who can interpret some visual information. But they still may include elements that will need to be addressed, including:

• Graphics (even simple logos)
• Hyperlinks
• Information not presented in hierarchical or non-linear form.
• Lists (numbered or bulleted)
• Formatting indicating important content
• Tables with merged cells or unusually placed column headers
• Formatting that creates a visual result, but uses keystrokes like spaces or characters as bullets instead of document tools like indenting and lists.

Creating accessible documents can be complex and time consuming, so carefully consider your work flow to manage the investment in improving your communication. 

Using templates and accessibility checkers will help make sure that documents uploaded to a website are able to be read by screen readers and other assistive technologies and be a better experience for all users.

There are several key principles and best practices in creating accessible documents. It is easiest to do this from the start with a new document.

Overview

First, consider presenting your information as a standard web post first. Post documents online sparingly.

• Carefully consider tools for creating complicated visual documents like newsletters or infographics and weigh the benefit of presenting information in that format vs. the time/cost of assuring accessibility.
• Create templates for documents you do want to post electronically and invest time into creating an accessible structure and check frequently to be sure it is still in compliance.

Principles:

• Use styles and headings to create your document’s structure.
• Use a common, plain 12 pt or larger font.
• Use high-contrast colors for text.
• When writing for a general audience, write clearly in short sentences and avoid jargon and abbreviations (these may not be read properly by a screen reader).
• Use numbered lists only when the order of items is important; otherwise use bulleted lists.
• Provide alternative text for images (including logos).
• Use tooltips or tags to describe the purpose of a hyperlink.
• Take extra care in using tables. Use simple tables with clear column headers; avoid merged cells and creative formatting.
• Use “document properties” to add metadata to documents.

Best practices:

• Create templates for common documents (e.g., meeting agendas, reports).
• Avoid using Google Docs, Libre/Open Office until their accessibility tools are developed well enough to match those of Microsoft Word. Upgrade Word to the latest version, use the desktop apps, and save as a .docx format to preserve accessibility features.
• Check the accessibility of a document using Word’s built-in checker.

Step-by-Step Resources

• Using Styles to Create Headings in Microsoft Word

• Grackle Google Add-on

• Using SharePoint to Post Website Documents

First, think about the types of documents you create on a regular basis. This may include:

• Meeting agendas
• Meeting minutes
• Reports
• Registration forms
• Newsletters

You can create your own templates, or you can search for available templates on the internet to get you started.

Your template should include:

• Formatted header and body structure
• Font choice and size
• Standard graphics (logo) with alt text inserted in place

Some template resources:

• Oxford University – Centre for Teaching and Learning: Readable and accessible templates for Word and PowerPoint https://www.ctl.ox.ac.uk/readable-templates  
  • Downloadable templates (general, meeting minutes) 
  • Template guide 

•  Northeastern University – Digital Accessibility: Creating Accessible Documents (Microsoft Word) https://digital-accessibility.northeastern.edu/creating-accessible-documents-microsoft-word/  

• University of Mississippi – Academic Outreach: Accessible Word Doc Template https://elearning.olemiss.edu/accessible-word-doc-template/  

• University of Colorado Boulder – Digital Accessibility Office, re: Accessibility and Google Docs “Some assistive technology users may have difficulty navigating and interacting with the Google Docs interface, so it is generally better to create content within Google Docs and then export to Microsoft Word if you will be sharing the content with someone using assistive technology or sharing your content publicly.” https://www.colorado.edu/digital-accessibility/google-docs-and-accessibility  

• Santa Monica College https://admin.smc.edu/administration/marketing/templates.php
  • Templates for PowerPoint, committee meetings, and downloadable and information on editing to keep document accessible 

Without remediation (which is a professional ADS certification that uses specialized software like Adobe Pro, Edquidox, CommonLook), it is unlikely that you can say a PDF is accessibile.

Further, PDFs perform poorly on mobile phones, tablets, and other non-standard screen sizes. So even if a PDF is properly tagged for screen reader use, those who have devices locked in landscape or portrait mode, or struggle to control zoom, or can’t see if a document is zoomed in or out, will not find a PDF accessible.

The good news is since the Title II ADA accessibility requirements for websites and mobile apps specifically deals with documents created after the compliance deadlines, you do not necessarily need to retrofit or replace older PDFs on your website. This mainly refers to PDFs that are there for archival purposes only, and not intended to be actively used (including for research) in the future.

However, there may be time you want to take an existing PDF and check/update the document’s accessibility. There are several tools for that process.

If you want an idea of whether a PDF is accessible or not, you can use the PAVE (PDF Accessibility Validator Engine) PDF tool online. This will give you both specific errors (and occasionally be able to automatically remediate or tell you how to remediate) and tell you if there are underlying errors remaining that cannot be automatically remediated.

PAVE PDF 

Pro:

• Will both scan/validate a PDF and offer the ability to make corrections and download an updated document.
• Free

Cons:

• Works only one page at a time, so would be very tedious for large documents.

Read on below for other practices that reduce PDF accessibility further: