How to Make an Agenda Accessible to WCAG 2.1 AA Standards using MS Word and Adobe Acrobat (part 1)

Accessibility is a crucial aspect of creating digital documents, ensuring they are usable by everyone, including individuals with disabilities. This guide outlines the steps to make an accessible agenda to WCAG 2.1 AA standards using Microsoft Word and Adobe Acrobat. The process includes structuring the Word document, checking for accessibility, converting to PDF, and validating compliance on the Streamline platform.

Look for part 2 of this series, where we make a complex agenda accessible!

Video Guide

And here’s my step-by-step guide for making an agenda accessible to WCAG 2.1 AA standards. We’ll start in Microsoft Word, convert to PDF, and validate compliance on the Streamline platform.

1. Structuring the Document in Microsoft Word

Applying Headings

1. Open the Navigation Pane:
   • Press Ctrl + F on your keyboard.
   • Select the “Headings” button from the navigation panel or search for “Navigation Pane” and open it.
2. Apply Heading Levels:
   • Use Heading 1 for the main title.
   • Apply Heading 2 for section titles (e.g., Meeting Title, Accessibility Training Session).
   • Use Heading 3 for subsections (e.g., Date, Time, Location).

Formatting Lists

1. Bulleted and Numbered Lists:
   • Use bullets for list items (e.g., Welcome and Introduction).
   • Convert bullets to numbered lists if the order of items is important.
   • Avoid open-face bullets as they may cause issues in Adobe Acrobat. Use closed-face bullets instead.
2. Nested Lists:
   • Create nested lists by pressing Tab after entering a list item.

Managing Hyperlinks

1. Add Descriptive Hyperlinks:
   • Right-click the text you want to hyperlink.
   • Select “Link” and paste the URL in the address bar.
   • Ensure the hyperlink text is clear and descriptive (e.g., “Zoom Room”).

Setting Document Properties

1. Fill in Document Properties:
   • Go to File > Info > Properties > Advanced Properties.
   • Add the document title, subject, and author.

Running the Accessibility Checker

1. Check Accessibility in Word:
   • Go to Review > Check Accessibility.
   • Resolve any issues identified by the accessibility checker.

2. Converting to PDF and Ensuring Accessibility in Adobe Acrobat

Saving as PDF

1. Save Document as PDF:
   • Select File > Save As.
   • Choose PDF as the file format and save the document.

Reviewing PDF Tags

1. Open Tags Panel:
   • In Adobe Acrobat, open the “Tags” panel to review the document structure.
   • Ensure that headings, lists, and links are properly tagged (e.g., H1, H2, H3, P for paragraphs).

Adding Alternate Text

1. Provide Alternate Text for Links and Images:
   • Right-click on the link tag in the tags panel.
   • Select “Properties” and add a description in the alternate text field (e.g., “Zoom Room”).

Ensuring Color Contrast

1. Check Color Contrast:
   • Use tools like the Color Contrast Analyzer to test text color against background color.
   • Ensure the color contrast meets WCAG 2.1 AA standards.

Fixing Tab Order

1. Correct Tab Order:
   • Right-click on the tab order in the tags panel.
   • Select “Fix” to match the tab order with the document structure.

Running the Accessibility Checker

1. Check Accessibility in Acrobat:
   • Go to Tools > Accessibility > Full Check.
   • Ensure all accessibility checks are selected and start the check.
   • Address any issues identified by the checker.

3. Validating Accessibility on Streamline

1. Upload PDF to Streamline:
   • Log into your Streamline account.
   • Go to the content panel and select the page for upload.
   • Click the “Edit” button, add the document, and upload the PDF.
2. Check Accessibility:
   • Use Streamline’s accessibility tools to validate the uploaded PDF.
   • Confirm that the document meets WCAG 2.1 AA standards.

By following these steps, you can create an accessible agenda that meets WCAG 2.1 AA standards. Properly structured headings, descriptive hyperlinks, accessible lists, and thorough accessibility checks ensure that your document is inclusive and compliant. Validating the document on platforms like Streamline further confirms its accessibility, making it usable for everyone.

Creating accessible documents not only complies with legal standards but also promotes inclusivity, ensuring that all users, regardless of their abilities, can access and benefit from your content.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!