Everyday accessibility andrew costello #asl2014
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Everyday accessibility andrew costello #asl2014

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'Everyday accessibility - Making documents accessible'

'Everyday accessibility - Making documents accessible'
workshop delivered by Andrew Costello TCD at #asl2014 conference Feb 27 2014

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  • Everyday accessibility: using Microsoft® Word and PowerPoint, <br /> and PDFs, to maximise accessibility <br /> Andrew Costello & Michelle Garvey <br /> Trinity College Dublin <br />
  • Everyday accessibility: using Microsoft® Word and PowerPoint, <br /> and PDFs, to maximise accessibility <br /> Andrew Costello & Michelle Garvey <br /> Trinity College Dublin <br />
  • Accessible information policy / all students / same end different routes / inclusive college / alt format visual – plain text / <br />
  • I can make my documents <br /> Easier to navigate <br /> Easier to read <br /> Easier to transform <br /> More engaging and user-friendly <br /> I can make my presentations <br /> Easier to revise from – by using the Notes field <br /> Suitable for mobiles. <br /> More interactive and collaborative <br />
  • Ideally when creating materials online allow users to select according to their own preferences. <br /> The chosen font (for on-screen) should be Sans Serif and be no smaller than 12 point. <br /> Avoid large amounts of underlining, capitalising or italicising. <br /> Ensure all text is left aligned, not justified as justified text can lead to users focusing on the &apos;rivers of white space&apos; between the words <br />
  • Ideally when creating materials online allow users to select according to their own preferences. <br /> The chosen font (for on-screen) should be Sans Serif and be no smaller than 12 point. <br /> Avoid large amounts of underlining, capitalising or italicising. <br /> Ensure all text is left aligned, not justified as justified text can lead to users focusing on the &apos;rivers of white space&apos; between the words <br />
  • Here is an example of the text that has just been justified only and not aligned to the left leading the river effect <br />
  • Most asked question : <br /> If a document is created without the proper use of good style and structure the document can become hard navigate and access. <br /> The use of headings and style structures can enable the user (especially users with low vision or vision impairment) to effectively navigate any document and as such, be directed to the appropriate information with ease <br />
  • Unstructured / document view / table of contents / <br />
  • Alternative text is to give a textual description of an image and is placed into a word document / website. <br /> This tag can enable a screen reader user to read relevant information from the image <br /> Please note it is also best practice to ensure (where appropriate) the relevant information relating to the image is provided within the text of the document. <br /> i.e ‘This information is provided graphically in figure 1’ <br />
  • No recommendations here will be universal to all people; individual requirements must still be taken into consideration. Some of these considerations affect the view of the document on-screen, others are issues which should be considered when printing a document. <br /> Visual impaired student – plain layout <br /> Dyslexic / Learning difficulty - the more visually the better <br /> Michelle powerpoint / later <br />
  • Learning difficulty – makes the graph more engaging and easier to view. <br />
  • For some people the letters of the text can appear too close together and some of the letters can merge, making it difficult to read words. A recommended line spacing is 1.5 point <br />
  • Basic requirements : <br /> Adobe Acrobat Professional version 8.0 must be installed on your computer in order to properly convert Word documents to PDF format.  <br /> If you have version 7.0, you must upgrade to version 8.0.  Acrobat no long supports Adobe version 7.0.  <br />
  • If Adobe Acrobat Professional has been installed, “Adobe PDF” will appear in the top menu bar. <br />
  • How to add tags & structure <br />
  • Bookmarks <br /> Similar to Document Map in Word – allows faster navigation through the document. Reader is able to jump to specific sections etc. <br /> View &gt; Navigation Panels&gt; Bookmarks <br /> Using the &apos;Select Tool&apos; select <br /> the appropriate text within <br /> the PDF and click on the New Book mark icon. <br />
  • Adobe has an in-built Accessibility Check which allows the user to check the document for accessibility issues which can then be addressed. <br /> Using the Accessibility Checker will not guarantee that a document is accessible. However, it will highlight major issues such as incorrect reading order, images with no alternative text, problems with document structure etc. <br />
  • How to check for accessibility <br />
  • Appropriate use of PowerPoint <br /> Ensure font size is appropriate for the room. As a rule avoid over cluttering the slide by only adding as much information as you would have on a postcard. (hint – this slide overdoes it by about a third!) <br /> In a dark room use a dark background with light text <br /> In a light room use a light coloured background with dark text. <br /> Ensure there is a decent contrast between background colour and text colour. Dark Blue and cream have been shown to be a good combination. <br /> If using a dark background ensure weight of text is larger (e.g. bold). <br />
  • Appropriate use of PowerPoint <br /> Ensure font size is appropriate for the room. As a rule avoid over cluttering the slide by only adding as much information as you would have on a postcard. (hint – this slide overdoes it by about a third!) <br /> In a dark room use a dark background with light text <br /> In a light room use a light coloured background with dark text. <br /> Ensure there is a decent contrast between background colour and text colour. Dark Blue and cream have been shown to be a good combination. <br /> If using a dark background ensure weight of text is larger (e.g. bold). <br />
  • Notes <br /> Notes Field can also act as an aide memoir for presenters if they forget the detail of a specific part of the presentation. Please note that this function can only be used if you are presenting using more than one monitor (for example, if the audience are viewing the presentation on a projector screen while the presenter controls a PC or laptop with its own monitor). <br />
  • Please try to use the features provided in this workshop, they are a good base for insuring information is provided in an accessible format <br />
  • Everyone could be using these: <br /> Audacity: Audio recorder; Good tutorials on Youtube and Videojug <br /> Robobraille.com: Send a Word document off to britspeech@robobraille.com, get an MP3 back! <br /> More info: <br /> http://www.tcd.ie/CAPSL/TIC/guidelines/info/accessible-info.php <br /> http://www.techdis.ac.uk/index.php?p=3_20 <br />
  • Questions & feedback. <br />

Everyday accessibility andrew costello #asl2014 Everyday accessibility andrew costello #asl2014 Presentation Transcript

  • Everyday Accessibility. Maximise accessibility using Microsoft® Word, PowerPoint, and PDFs. Andrew Costello (Disability Service). Trinity College Dublin.
  • Everyday Accessibility. • Print accessibility – Word / PowerPoint/ PDF • Online resources • TIC evaluation tool
  • What is the accessible information policy about ? View slide
  • Being accessible is being smart. I can make my documents • Easier to navigate, • Easier to read, • Easier to transform, • More engaging and user-friendly. I can make my presentations • A more effective learning resource. • Suitable for a variety of media platforms. • More interactive and collaborative. View slide
  • Accessible tips in Microsoft Word. Font Style & Size: • Your font should have clearly defined letters and spacing between letters. • Research found a majority of users prefer a sanserif font over a serif font. • Sans-serif fonts look good at most sizes, unlike serif fonts.
  • Accessible tips in Microsoft Word Font Style & Size: • Use Sans Serif fonts (e.g. Verdana, Arial, Calibri). • Use at least 12 point. • Avoid: • underlining, • italics, • BLOCK CAPITALS; • Use bold for emphasis.
  • Accessible tips in Microsoft Word. • Left align text: justified text can lead to 'rivers of white space’ River effect:
  • Accessible tips in Microsoft Word. Styles & structure: Why ? Ease of navigation and access (especially users with low vision or vision impairment) . The use of headings and style structures enable effective navigation.
  • Use of Styles and Formatting. Demo: • Open both of the attached word documents Unstructured document Structured document If you take away just One thing today –use heading styles in all Word documents!! This one action could make a vast difference.
  • Alternative text : • Alternative text is to give a textual description of an image used in a word document / website. • This text/tag allows visually impaired users to read relevant information from the image. Example of Alternative Text
  • Colour Contrast : No universal ‘best practice’. Depends on user preferences. Colour contrast settings may affect the view of the document on-screen. Also consider black and white printers. Example of Colour Contrast issues
  • Screen tips for images: Screen tips can provide 'pop-up' information on different parts of an image allowing more specific information to be presented without cluttering the image . These can be very useful when annotating a diagram. Example of Screen Tips enabling interpretation
  • Line spacing. 1.5 spacing is recommended. • For some people text can appear too close together. Letters can merge, making it difficult to read words.
  • Accessibility tips for PDFs. Basic requirements : • You must install Adobe Acrobat Professional version 8.0 to properly convert Word documents to PDF format. • You must upgrade to version 8.0. Acrobat no long supports version 7.0.
  • Accessibility tips for PDFs. If Adobe Acrobat Professional is installed, “Adobe PDF” will appear in the top menu bar.
  • Adding Tags and Structure to PDFs : Navigate to Advanced > Accessibility > TouchUp Reading Order
  • Accessibility tips of PDFs. Bookmarks Allows faster navigation through the document. View > Navigation Panels > Bookmarks Use the 'Select Tool' to select text within the PDF and click on the New Book mark icon.
  • The Accessibility Check. • In-built Accessibility Check allows you to check and address accessibility issues in the document. • This will not guarantee accessibility but it will highlight any major issues (e.g. incorrect reading order, images with no alternative text, problems with structure).
  • E-mails Accessibility. E-mails should be in plain text format and use a sans serif font of 12pt. Defaulting for Accessible E-mails: •Select 'Tools‘, 'Options' and then the 'Mail Format' tab •In the 'Compose in this message format’ select 'Plain Text'
  • Defaulting E-mails for Accessibility. • In the ‘Stationery and Fonts’ section click on ‘Fonts’ and select 12pt Arial or Verdana for all three boxes.
  • • Navigate to Advanced > Accessibility > Full check. • In Adobe Reader > Document > Accessibility checker.
  • Web Accessibility. Good practice for MS Word is good practice for the Web. For example: •Use of Alt Text •Heading styles.
  • Web Accessibility. The Web Office ensures style sheets are accessible (e.g. fonts, colours). Leaving you to look after content. Avoid using ‘click here’ on hyperlinks. Make hyperlinks descriptive. e.g from the Web Office:
  • Accessible tips in MS PowerPoint.
  • Ensure font size is appropriate for the room. Example A: This is Times New Roman, size 14. Smaller font sizes, and serif fonts are harder to read. Fully justified text removes the shape of the text and can create a river effect. FINALLY, BLOCK CAPITALS CAN BE DIFFICULT TO FOLLOW AS BLOCK CAPITALS REMOVE THE NATURAL SHAPE OF WORDS, TURNING THEM INTO BLOCKS. Example B: This is Arial, size 24 with 1.5 spacing. Larger font sizes and sans serif fonts are easier to read. Left aligned text gives the body of the text a specific shape and avoids the river effect. Using colour on PowerPoint allows information to stand out.
  • Avoid Over cluttering. • As a rule avoid over cluttering the slide by only adding as much information as you would have on a postcard. (hint – this slide overdoes it by about a third!) • In a dark room use a dark background with light text. Embolden this text for enhanced accessibility. • In a light room use a light coloured background with dark text. • Ensure there is a decent contrast between background colour and text colour. Dark Blue and cream have been shown to be a good combination. • Ensure images and animations are not distracting from the messages of the text.
  • ART! 100 50 0 1st Qtr 3rd Qtr East West North Even with well chosen colours, overcrowding can distort the message! And word art can be difficult to read (see below) Unlocking Potential
  • Example One Low Contrast This is hard to read as the words and background blend in!
  • Example Two Red and Green These are the same if you are colour blind!
  • Example Three Black on White Can cause glare, eyestrain and headaches
  • Notes in MS Powerpoint • Notes Field can also act as an aide memoir for presenters. • This function can only be used if you are presenting using more than one monitor. • The notes field can also act as a useful resource when your presentation doubles up as a handout for students.
  • For more information : • http://www.tcd.ie/CAPSL/TIC/accessible-info/
  • Thank you for attending. Any questions ? For further feedback please contact : acostel@tcd.ie