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March 2017
APS Web Team
www.aps.edu/web-team/accessibility
Accessible Documents
• Website Accessibility is now a federal requirement
• APS must be in compliance with Section 508 of the
Workforce Rehabil...
• Accessibility is making content available to as many users as
possible, including those users with disabilities
• This i...
• At APS, contact the Web Team for help:
www.aps.edu/web-team/accessibility
• We have your back on this!
Where do I go for...
• Section 508 Accessibility Checklist. Use this to help APS stay
on track with accessibility:
www.aps.edu/web-team/accessi...
• Document Editing Best Practices for Accessibility
• Accessibility Check in Microsoft Word 2016
• Accessibility Check in ...
Text in Documents
• Use readable, standard fonts so they can be magnified
• Use high contrast colors
• Use large font size...
Headings in Documents
• Use headings appropriately – do not skip heading levels
• Users with screen readers use headings t...
Lists in Documents
• Use bullet and numbered lists
• Lists are read aloud on screen readers and give the user
context. Exa...
Image Alternative Text
• Images, graphs, maps, and shapes all need Alt Text
• Provide an informative description of the im...
Links in Documents
• Links must provide meaningful info about link destination
• Links are used for navigation
• Phrases l...
Data Tables in Documents
• Accessible tables have a header row
• In Word, check the Header Row checkbox in Table Design ta...
Interactive Forms
• Form fields should have descriptive labels
• Make sure the tabbing (reading) order is correct for the ...
Accessibility Check in MS Word 2016
• Only works for .docx, not .doc files
• MAC – Go to the Review tab, Check Accessibili...
Accessibility Checker
• Errors and Tips are listed
• Information below: “Why fix?”
and “Steps to fix”
Accessibility Check in Adobe Acrobat X
• Go to Tools, Accessibility, Full Check, Start Check to generate
a report
• The re...
Accessibility Panel
• If you don’t see the
Accessibility panel, click
the Show or Hide Panels
button in the top right
Accessibility Report
• In the report, click the error
to highlight the issue in the
document
• Click the link above for
in...
Common Errors
• Let’s go over some common accessibility issues in PDFs
Document Language
• Establish the language by
going to File, Properties,
Advanced, Language
Document Title
• Establish the Title by going to
File, Properties, Description,
Title
Readable Text
• If you can’t select text with
your cursor, the document
is probably a scanned image
• Go to Tools, Recogni...
Add Tags
• If the document does not
have Tags, add them
• Go to Accessibility, Add
Tags to Document
Tags
• Click the green Tag panel
• If you don’t see it, go to
View, Show/Hide,
Navigation Panes, Tags
Tags
• Click the tags to highlight in
the document (or right click,
Highlight Content)
• Click and drag tags to reorder
(i...
Alt Text
• Add Alt Text to Figure
tags
• Right click the Figure’s
tag, Properties, Tag,
Alternate Text
Headings
• Documents MUST: have
Headings, and be in order
• Change Paragraph to
Heading: right click tag,
Properties, Tag ...
Broken Links
• Your Siteimprove reports lists
broken links in PDFs
• Edit the original file and save as
PDF or edit the te...
Table Headings
• Tables MUST have Table
Header Cell tags
• Expand Table, find Table
Header Row, expand TR tag,
right click...
Background Tags
• Hide decorative images from
screen readers
• In the Order panel (View,
Show/Hide, Navigation Panes,
Orde...
Thank you
• Thank you for helping us make APS websites and documents
compliant to federal accessibility standards
• If you...
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Accessible Documents

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Information on how to make your PDF and Microsoft Office documents accessible on the APS website. https://www.aps.edu/web-team/accessibility

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Accessible Documents

  1. 1. March 2017 APS Web Team www.aps.edu/web-team/accessibility Accessible Documents
  2. 2. • Website Accessibility is now a federal requirement • APS must be in compliance with Section 508 of the Workforce Rehabilitation Act and the Americans with Disabilities Act • Website Accessibility includes documents uploaded on APS websites Purpose
  3. 3. • Accessibility is making content available to as many users as possible, including those users with disabilities • This includes: simplifying content, maintaining structure with headings and lists, adding alt text, using high contrast colors, ensuring all content is readable and coherent What is Accessibility?
  4. 4. • At APS, contact the Web Team for help: www.aps.edu/web-team/accessibility • We have your back on this! Where do I go for help?
  5. 5. • Section 508 Accessibility Checklist. Use this to help APS stay on track with accessibility: www.aps.edu/web-team/accessibility/checklist • If you are unable to access information due to an issue with accessibility, please use this form: www.aps.edu/web-team/accessibility-feedback Give Feedback
  6. 6. • Document Editing Best Practices for Accessibility • Accessibility Check in Microsoft Word 2016 • Accessibility Check in Adobe Acrobat X • Common errors in PDFs In this presentation
  7. 7. Text in Documents • Use readable, standard fonts so they can be magnified • Use high contrast colors • Use large font sizes – no less than 10px • Floating text boxes, track changes, and commenting are not accessible.
  8. 8. Headings in Documents • Use headings appropriately – do not skip heading levels • Users with screen readers use headings to navigate • Headings become tags when converting from Word to PDF • Example: Heading 1, Heading 2, Heading 3
  9. 9. Lists in Documents • Use bullet and numbered lists • Lists are read aloud on screen readers and give the user context. Example: 1. Banana 2. Apple Is read aloud as “Banana, number 1 of 2 in ordered list.”
  10. 10. Image Alternative Text • Images, graphs, maps, and shapes all need Alt Text • Provide an informative description of the image. The title is just for short summary of description • If the image is decorative, mark it as background in Adobe Acrobat or leave blank
  11. 11. Links in Documents • Links must provide meaningful info about link destination • Links are used for navigation • Phrases like “click here” or “read more” are confusing • Example: use “APS Events Calendar” instead of “For the APS Events Calendar, click here”
  12. 12. Data Tables in Documents • Accessible tables have a header row • In Word, check the Header Row checkbox in Table Design tab • Don’t merge or leave cells empty because it confuses reading order • If the table is long, repeat header rows on printed pages • Add Alt Text
  13. 13. Interactive Forms • Form fields should have descriptive labels • Make sure the tabbing (reading) order is correct for the user • Test the form by using the tab key to navigate the form fields
  14. 14. Accessibility Check in MS Word 2016 • Only works for .docx, not .doc files • MAC – Go to the Review tab, Check Accessibility • Windows – File, Info, Check for Issues, Check Accessibility • Click on issue to see it in the document and read how to fix
  15. 15. Accessibility Checker • Errors and Tips are listed • Information below: “Why fix?” and “Steps to fix”
  16. 16. Accessibility Check in Adobe Acrobat X • Go to Tools, Accessibility, Full Check, Start Check to generate a report • The report will detail errors in the document and instruct you on how to fix errors
  17. 17. Accessibility Panel • If you don’t see the Accessibility panel, click the Show or Hide Panels button in the top right
  18. 18. Accessibility Report • In the report, click the error to highlight the issue in the document • Click the link above for information on how to fix
  19. 19. Common Errors • Let’s go over some common accessibility issues in PDFs
  20. 20. Document Language • Establish the language by going to File, Properties, Advanced, Language
  21. 21. Document Title • Establish the Title by going to File, Properties, Description, Title
  22. 22. Readable Text • If you can’t select text with your cursor, the document is probably a scanned image • Go to Tools, Recognize Text, In this file, OK
  23. 23. Add Tags • If the document does not have Tags, add them • Go to Accessibility, Add Tags to Document
  24. 24. Tags • Click the green Tag panel • If you don’t see it, go to View, Show/Hide, Navigation Panes, Tags
  25. 25. Tags • Click the tags to highlight in the document (or right click, Highlight Content) • Click and drag tags to reorder (if they are in the wrong reading order)
  26. 26. Alt Text • Add Alt Text to Figure tags • Right click the Figure’s tag, Properties, Tag, Alternate Text
  27. 27. Headings • Documents MUST: have Headings, and be in order • Change Paragraph to Heading: right click tag, Properties, Tag tab, choose Heading Level
  28. 28. Broken Links • Your Siteimprove reports lists broken links in PDFs • Edit the original file and save as PDF or edit the text in Acrobat using Content, Edit Document Text. Replace file in Plone
  29. 29. Table Headings • Tables MUST have Table Header Cell tags • Expand Table, find Table Header Row, expand TR tag, right click TD tag, Properties, Type, Table Header Cell
  30. 30. Background Tags • Hide decorative images from screen readers • In the Order panel (View, Show/Hide, Navigation Panes, Order), right click a tag, Tag as Background
  31. 31. Thank you • Thank you for helping us make APS websites and documents compliant to federal accessibility standards • If you need help, please reach out to the Web Team: www.aps.edu/web-team/get-help

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