Accessibility Archives - The Accessibility Guy

How to Make PDFs Accessible | Episode 9: West Hills College Leemore

Welcome to episode nine on community college PDF accessibility. Today, we focus on West Hills College Leemore’s 2023-2024 Instructional Calendar.

Video Guide

In case you missed them, here are Episode 1, Episode 2, Episode 3, Episode 4, Episode 5, Episode 6, Episode 7, and Episode 8 in our PDF Accessibility Community College Series.

Get accessible Documents Now

Understanding PDF Accessibility Challenges

Difficulty in Locating Accessible PDFs

Our first challenge is finding PDFs on West Hills College Leemore’s website. The initial search yielded no results, indicating either a lack of PDFs or a website search function not optimized for such queries. This highlights a common problem where accessible documents are either scarce or not easily locatable, hindering the ability of people with disabilities to access information.

Inadequate Tagging of PDF Documents

The PDF lacked a comprehensive structure, including the absence of a document tag. Proper tagging is crucial for screen readers to interpret and navigate a document. This partial tagging reflects a widespread issue where documents are only minimally accessible, not meeting the needs of all users.

Correct tag properties to create an accessible tag structure in a PDF

Technical Challenges with Adobe Acrobat

We used an older version of Adobe Acrobat for this Episode, which changed the usual workflow. This points to a broader issue where accessibility work can depend heavily on specific software versions, potentially limiting the effectiveness of accessibility efforts if the latest tools are unavailable.

Issues with Content Representation

Content must be properly formatted for accessibility. For example, acronyms like “TH” for Thursday might not be correctly interpreted by screen readers. This issue underlines the importance of clear and explicit content presentation for accessibility.

Problems with Automated Tools

Despite making several manual adjustments, we found discrepancies when running the PDF through an accessibility checker. It indicates untagged text objects, suggesting that automated tools might not always accurately reflect the accessibility status of a document. This reveals a limitation in relying solely on automated checks for accessibility compliance.

Importance of Saving Changes

Remember to save the PDF before testing it with an accessibility tool, to ensure correct results. This demonstrates the importance of following proper procedures in accessibility work to avoid misinterpretation of a document’s accessibility status.

Challenges with Tagging and Re-tagging

Making this PDF accessible involved extensive manual tagging, re-tagging, and artifacting of elements within the PDF. This labor-intensive process underscores the lack of streamlined, efficient methods for ensuring PDF accessibility, highlighting a need for more user-friendly tools and methods in accessibility work.

Missing PDF/UA Identifier

Always ensure your PDF meets PDF/UA (PDF/Universal Accessibility) standards, which are crucial for making PDFs accessible to assistive technologies. Head to Adobe Acrobat’s Preflight menu and use the “Print Production” tool. Select “Preflight,” and then use the single fix feature to search for and set the PDF/UA-1 entry.

Run the PAC 2021 tool to ensure your PDF is accessible.

Today’s journey to PDF accessibility highlights several challenges faced in the field of digital accessibility. These include difficulties in locating accessible documents, partial or improper tagging, dependency on specific software versions, limitations of automated tools, and the labor-intensive nature of ensuring document accessibility. Addressing these issues is crucial for creating an inclusive digital environment where information is accessible to all.

Remember, I can be your accessibility expert. 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!

Alternative Text for Images and Non-text Elements in Microsoft Word |Section 508 for Word

Welcome to another post in our series focusing on enhancing Word accessibility to ensure Section 508 compliance. Today, we explore the importance of adding alternative text to images and non-text elements to ensure Word accessibility.

Video Guide

Word Accessibility and Section 508 Compliance

Section 508 of the Rehabilitation Act requires that federal agencies’ electronic and information technology is accessible to people with disabilities. This includes documents created in Microsoft Word. Ensuring all images and non-text elements have alternative text added is yet another best practice for Word accessibility.

Get accessible Documents Now

Understanding the Importance of Alt Text

Alt text is a descriptive text added to an image in a document. It’s crucial for those who cannot see the image, as it provides a textual representation of the visual content. This is particularly important for users of screen readers, as it helps them understand the context and content of images within a document.

Adding Alt Text for Section 508 Compliance

The context in which an image is used plays a critical role in determining appropriate alt text. As authors, we must assess whether an image is merely decorative or carries essential information. Alt text should be concise yet descriptive, providing clarity without overwhelming the user with unnecessary details.

Let’s explore some practical examples to understand how to effectively use alt text for images and non-text elements in Word documents:

1. Describing Contextual Images

Example: An image of ‘The Undertaker’, a famous wrestling character.

An example of how to add alt text to an image in Microsoft Word.

Alt Text: “The Undertaker, a character from wrestling, who dominated the ring for over 30 years, wearing his famous attire: a black trench coat, black hat, and black gloves, doing his signature taunt.”

Rationale: This alt text provides a detailed description of the image, including the context of The Undertaker’s significance in wrestling history.

2. Handling Decorative Images

Example: An icon of two people wrestling.

Alt Text Decision: Marked as decorative.

Rationale: If the image doesn’t add contextual value or information to the document, it’s better to mark it as decorative. This prevents cluttering the screen reader with unnecessary information.

3. Images Containing Text

Example: An image containing the word “Wrestling.”

Alt Text Options: Either describe the text or mark it as decorative, depending on context.

An example of how to add alt text to an image containing text, in Microsoft Word

Rationale: If the text within the image is crucial for understanding the document, include it in the alt text. Otherwise, it can be marked as decorative.

Best Practices for Alt Text in Word Documents

Be Descriptive and Concise: Focus on conveying the essence of the image without being overly verbose.
Consider the Document’s Context: Tailor the alt text to the document’s purpose and the image’s role within that context.
Use Alt Text for Essential Images: Ensure that images conveying critical information have alt text.
Mark Decorative Images Accordingly: Avoid overloading assistive technology users with irrelevant information.

MS word guides, videos, and instruction links

Providing meaningful alternate text for images in Microsoft Word documents is a significant step toward Section 508 compliance and overall digital accessibility. By carefully considering the context and content of each image, we can create documents that are inclusive and accessible to everyone, including those using assistive technology.

I can be your accessibility expert. 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!

Remove Flashing, Flickering, and Animated Text in Microsoft Word |Section 508 for Word

Video Guide

Section 508 of the Rehabilitation Act requires that federal agencies’ electronic and information technology is accessible to people with disabilities. This includes documents created in Microsoft Word. Compliant documents do not contain any flashing, flickering, or animated text.

Get accessible Documents Now

Flashing and Animated Text for Section 508 Compliance

Flashing and flickering elements in documents can be a significant barrier for people with photosensitive epilepsy or other light-sensitive conditions. Section 508 compliance aims to eliminate these unnecessary visual effects.

In Word documents, this includes:

Rapidly flashing text or images
Animated GIFs that flash or flicker
Any element that causes a distraction or discomfort due to light sensitivity

An embedded flashing GIF in a Word document

It’s important to note that such elements can be a health risk for some viewers. Therefore, we advise caution when viewing the video guide to this blog post, especially if you’re sensitive to light changes.

Always review your Word documents for any such content that could be harmful or inaccessible, and simply delete it.

Ensuring your Word documents are Section 508 compliant is not just about adhering to regulations; it’s about making your content accessible to everyone. Removing flashing, flickering, and animated text from your Word documents is a straightforward yet effective way to achieve this. Remember, accessibility benefits all users, not just those with disabilities.

How to Make PDFs Accessible | Episode 8: Fresno City College

Welcome to episode eight on community college PDF accessibility. Today, we focus on Fresno City College’s form for Biomedical Equipment Technicians.

Video Guide

In case you missed them, here are Episode 1, Episode 2, Episode 3, Episode 4, Episode 5, Episode 6, and Episode 7 in our PDF Accessibility Community College Series.

Get accessible Documents Now

Key Takeaways from This Episode

This episode reveals common issues with PDF accessibility, highlighting the need for meticulous attention in document creation to ensure full accessibility for individuals using assistive technology.

Simply Document Structure: Implement a clear structure with simple navigation. Use standard tags for text and tables, ensuring they are not overly nested.
Auto-tagger limitations: The auto-tagger places the form fields into the PDF, but doesn’t necessarily tag each form field. The Adding Form Fields tool also has its limitations. In the end, you may have to manually tag each form field.
Avoid Unnecessary Tags and Blank Spaces: Remove or convert unnecessary elements to artifacts.
Appropriate Use of Table Headers: Correctly label table headers and data cells to provide context for the data presented. Select incorrectly labeled cells, right-click, select Properties, and choose the option you wish.

Properly label table cells so readers understand the purpose of each field.

Form Field Accessibility: Write clear and descriptive labels and tooltips so users understand each field’s purpose. Ensure they are informative but not overwhelmingly long. Use the Prepare a Form tool to go through cells quickly.

Updating tooltips for each data cell so readers understand the field's purpose.

Making PDFs accessible requires a trial-and-error approach to resolve errors. Regularly consult the accessibility checker and make necessary adjustments. Also, be prepared to deal with tool inconsistencies, making manual adjustments when needed.

Adding Descriptive Captions to Charts and Graphs in Microsoft Word |Section 508 for Word

Welcome to another post in our series focusing on enhancing Word accessibility to ensure compliance with Section 508. Today, we explore how to effectively use captions to describe charts and graphs to ensure Word accessibility.

Video Guide

Word Accessibility and Section 508 Compliance

Section 508 of the Rehabilitation Act requires that federal agencies’ electronic and information technology is accessible to people with disabilities. This includes documents created in Microsoft Word. Charts and graphs in these documents must have descriptive text, which can be achieved through the use of captions.

Get accessible Documents Now

Enhancing Word Accessibility with Descriptive Captions

In our example, we’ll be working with a chart-based graphic. Here’s a simple guide to adding descriptive captions to ensure Word accessibility:

Right-Click and Insert Caption: First, right-click on your chart or graph and select ‘Insert Caption’. This option allows you to add a caption directly associated with the visual element.
Customize Your Caption: By default, Word might label your image as “Figure 1” or similar. You can customize this label and its position. For our example, we’ll place the caption above the chart.
Descriptive Captioning: Write a caption that concisely describes the chart or graph. For instance, “WWE’s Highest Paid Wrestlers”. This step is crucial for understanding the content of the image for those who cannot see it.
Detailing in Caption: Add detailed information about the chart in the caption. In our example, this includes data like “John Cena at 10 million, Brock Lesnar at 6.5 million…” and so on. This detailed description is vital for conveying the same information that the visual element provides.

Adding a descriptive caption to a chart in MS word for section 508 compliance

Marking the Graphic: If the caption fully describes the chart or graph, you can mark the actual graphic as decorative. This step tells screen readers that the image itself doesn’t contain additional information beyond what is already described in the caption.
Caption as a Heading: Consider formatting your caption as a heading (like Heading 3) depending on your document’s structure. This enhances visibility and organization, making it easier for screen reader users to navigate through the document.

Marking accessible captions as heading level 3 in MS Word

Benefits of Descriptive Captions

By adding descriptive captions, we ensure that the information is accessible to Microsoft Word users who rely on screen readers or other assistive technologies. This practice not only complies with Section 508 but also enhances the overall user experience by making content more inclusive.

Ensuring your Word documents are Section 508 compliant is not just about adhering to regulations; it’s about making your content accessible to everyone. Using captions for charts and graphs is a straightforward yet effective way to achieve this. Remember, accessibility benefits all users, not just those with disabilities.

How to Make PDFs Accessible | Episode 6: Fullerton College

Welcome to episode six on community college PDF accessibility. Today, we focus on Fullerton Community College’s document “Points of Interest and Clarification Architecture.”

Video Guide

In case you missed them, here are Episode 1, Episode 2, Episode 3, Episode 4 and Episode 5 in our PDF Accessibility Community College Series.

Get accessible Documents Now

Start with a quick review of the tags panel. The PDF had several blank tags and an unclear tag structure. Poor tagging provides inaccurate information to screen readers which disrupts accessibility.

In this case, the issues found suggested the document was converted from a Microsoft Word document, without proper accessibility checks.

Key Issues from This Episode

Run the auto tag feature to improve the PDFs accessibility:

The auto-tagger did a great job of organizing the content into proper tags like paragraphs (p tags) and headings (h1, h2, h3 tags). Lists were also formatted correctly.
Auto-tagger isn’t a perfect process, so we manually adjusted a few tags after running it. For example, h2 tags were changed to paragraph tags and the inconsistent headings for the Fall and Spring sections were changed to h3 for uniformity.
Finally, for better identification and searchability, update the PDF’s metadata, like the title and author.

A well organized PDF tags panel after running the auto-tagger.

After completing these initial fixes, the accessibility checker identified more PDF accessibility challenges:

Identify and manually correct misused tags. We found a figure tag that was meant to be a paragraph tag and corrected it.
Page numbers were not tagged so we manually selected each page number and tagged them as paragraphs.

Also, missing fonts were embedded and annotations for links were fixed in order to meet PDF accessibility standards.

Multiple runs of the PAC checker also revealed several errors:

The structure tree showed several inappropriate uses of span tags which is a common error plaguing our PDF College Series!
Identify and correct role mapping problems by removing non-standard types, which show errors in the PAC checker. For example, our PDF contained ‘style spans’ which were not standard so we manually searched the tags panel and changed each to a regular span tag to eliminate the errors.

Changing Style Span tags to Span tags to eliminate errors

Troubleshooting these issues is a trial-and-error process. Remember to keep saving your PDF. Repeating tasks requiring absolute accuracy takes serious mental effort and is not fool proof.

PRO-TIP: To change multiple tags at once, hold down the control key and select your tags for editing. Next, open up the document properties, and change the ‘type’. Be careful! A single mis-click can deselect all your chosen tags, which then requires the process to be repeated.

Changing multiple PDF tag types at once.

This PDF had several accessibility issues. We used both automated and manual interventions including ensuring proper tagging, updating metadata, embedding fonts, and correcting ‘span’ styles in order to make it accessible

How to Insert a Digital Signature into a PDF Document

This guide explains how to add a blank signature field to a PDF document using Adobe Acrobat Pro. A digital signature is more secure that an ink signature. PDF readers can check that the document was written and signed by the same person and has not been modified by an unknown person.

Video Guide

Get accessible Documents Now

Follow these steps for a more accessible, secure, digitally signed PDF.

Add a digital signature field

Open your PDF document and head to the Tools Menu.
Select “Prepare a Form.”
From the left sidebar, choose “Add Form Components.”
Click “E-signature Fields.”
A box will appear. Place it where you want the signature.

Set document properties

Right-click on the signature box and choose “Properties.”
Add a tooltip for Assistive Technology. For example, “Signature for Shawn Jordison.”
There are options to mark the document as “Read Only” and have the signature required.
Close the Properties box.

Adding a tooltip to digital signature properties in a PDF

Sign the Document

Complete the document fields and then click on the signature field.
A prompt will ask for a “Digital ID”. You can choose to “Create a New Digital ID.”
Save it to the “Windows Certificate Store.”
Fill in your name and email details as specified on the form.

Save and Lock your PDF

You have an option to lock the document after signing.
Finally, choose “Sign” and save the document.

Your PDF is now digitally signed and locked.

Bookmark this easy guide so you never forget how to add a digital signature field and set up a digital ID in a PDF. Your documents will be secure and accessible.

Accessible Fonts for Section 508 Compliance

Today’s topic is how to set accessible fonts in Microsoft Word documents, to ensure section 508 compliance. Using the right font is a big step in making your Word documents accessible to all.

Video Guide

What Are Accessible Fonts?

Accessible fonts don’t slow user reading speed. This is especially important for those with low vision or reading disability, or people who are blind. The right font improves the legibility and readability of the document.

The sans-serif font family is fully accessible. Examples include Arial, Calibri, Century Gothic, Helvetica, Tahoma, and Verdana. Using one of these fonts helps your documents meet section 508 standards.

Get accessible Documents Now

How to Change Fonts for Accessibility in Word

To change fonts, follow these steps:

Open your Word document.
Press Ctrl + A. This selects all text.
Go to the Home ribbon.
Look for the Fonts area.
Choose an accessible font, like Calibri.
Now your document has accessible fonts.

How to set an accessible font in a Word document

PRO-TIP: The Ctrl + A feature is powerful. It lets you change fonts for the whole document quickly.

Checklist and Further Resources

Enter your email below to receive our free comprehensive MS Word checklist. It will be your guide to ensure all your Word documents meet section 508 standards.

Download MS Word 508 Checklist:

How to Update Tooltips in a PDF

Welcome to today’s blog post. We’re discussing the importance of adding unique tooltips to PDF form fields with the same name. This boosts the accessibility of a PDF.

Video Guide

Why Unique Tooltips?

When PDF form fields share names, it’s confusing. Screen readers struggle. Users find it hard to know what each field is for. Setting unique tooltips solves this.

Get accessible Documents Now

Steps to Update Tooltips

Open File: Go to ‘Prepare a Form’. Select your file. Select ‘Create’.
Check Existing Tooltips: Right-click the name fields and select properties. Look under ‘General’. Note existing tooltips.
Make Tooltips Unique: Change ‘Name’ to ‘Applicant 1 Name’ for the first field. Change ‘Email’ to ‘Applicant 1 Email’ for the second field. Do the same for all the others.
Repeat for All Fields: Email, address, etc., should also have unique tooltips.

Creating a unique tooltip for fields sharing the same name by specifying Applicant 1 Name

Adding Form Fields

Once tooltips are set, focus on organizing and correcting all your form fields.

Find Unmarked Annotations: Open the ‘Accessibility Tags’ window. Click ‘Options’, choose ‘Find’ and search for ‘Unmarked Annotations’.
Tag Form Elements: These will appear under a new section. Tag them.
Add Placeholders: Create blank ‘p’ tags for each field. Move name, email, and address into these.
Final Check: Run Jaws or any screen reader to ensure correct naming of all form fields.

Ensuring all form elements are tagged and moved to the correct place in a PDF

Result

After these steps, screen readers will identify each form field clearly. For example, ‘Applicant 1 Name’, ‘Applicant 2 Name’ and so on. This adds clarity for users.

Running a screen reader to ensure correct naming of all form fields

The Value of Unique Tooltips

Creating unique tooltips for each form field boosts user experience. They improve accessibility and help to make PDFs compliant with standards like PDF UA and Section 508. Remember, creating accessible documents is all in the details!

Making a PDF Accessible: Episode 03| Moorpark Community College

Welcome to episode three on making college PDFs accessible. Today, we focus on Moorpark Community College’s website. We look at their course wellness document to improve its digital inclusivity.

Video Guide

In case you missed them, here are Episode 1 and Episode 2 in our Making Accessible PDFs: Community College Series.

Key Takeaways from this Episode

This form was buggy right from the top and required a number of fixes. Here’s a summary what we did to make this PDF accessible.

Get accessible Documents Now

Extracting pages to get to the “Prepare Form” options

The PDF seemed to be an old version of the form that wasn’t cooperating with the new version of Acrobat. We extracted the pages from each other and recombined them to create a new PDF. Editing went smoothly from there.

Proper tag structure

We used the auto-tagger. While it added some tags it wasn’t perfect. Every Form tag should be nested inside of a P tag.

An accessible PDF shows all form tags nested inside of a P tag

Tagging references (adding a link to reference)

Under ‘Prepare for Accessibility’, select the Reading Order Tool to create a reference. Next, select the content needing the reference, right click, create link, use page view and invisible rectangle, and hit next. Scroll down to where you want the link to go, select it, hit create link. This particular reference tag will link to the note.

Fixing tagged annotations

From the Accessibility Tags panel on the right, click options, select find, choose unmarked annotations, find. When the link is found, tag it and close.

Fixing titles

From the start we noted primary language, title, and character encoding fails. After reformatting and getting our p tags properly nested, we were able to fix the primary language and title fails. Just right click Title – Failed and select fix. Easy pass.

Fixing the title fail after reformatting p tags in a PDF

Creating tag from selection

This breaks apart the text from the form field, creating an accessible PDF. Select the text you want to tag, navigate to the Accessibility Tags panel, choose options, then select create tag from selection. To finalize the section, artifact the blank lines and delete their p tags.

Embedding Fonts

Navigate to All Tools, use print production, add printer marks, preflight menu, fix font encoding, embed missing fonts.

Fixing character encoding

This is a little tricky so save your PDF in case it breaks. Select edit from the top right, and delete the items out. In this case the check boxes are still in the form. We don’t need the placeholders. We deleted the square text in the background to fix this fail.

Deleting the background text to fix character codes in a PDF

Set PDF UA

Run the PAC tool to ensure PDF UA and WCAG compliance.

Running the PAC tool on a PDF to ensure PDF/UA accessibility

Conclusion

This review involved some interesting fixes that transformed Moorpark’s existing document into an accessible PDF. The solutions provided ensure better user experience and make it compliant with standards like PDF UA and Section 508. Remember, accessibility takes time but is vital for inclusivity.

Video Guide

Understanding PDF Accessibility Challenges

Difficulty in Locating Accessible PDFs

Inadequate Tagging of PDF Documents

Technical Challenges with Adobe Acrobat

Issues with Content Representation

Problems with Automated Tools

Importance of Saving Changes

Challenges with Tagging and Re-tagging

Missing PDF/UA Identifier

More posts like this:

Video Guide

Word Accessibility and Section 508 Compliance

Understanding the Importance of Alt Text

Adding Alt Text for Section 508 Compliance

1. Describing Contextual Images

2. Handling Decorative Images

3. Images Containing Text

Best Practices for Alt Text in Word Documents

More posts like this:

Video Guide

Flashing and Animated Text for Section 508 Compliance

More posts like this:

Video Guide

Key Takeaways from This Episode

More posts like this:

Video Guide

Word Accessibility and Section 508 Compliance

Enhancing Word Accessibility with Descriptive Captions

Benefits of Descriptive Captions

More posts like this:

Video Guide

Key Issues from This Episode

Run the auto tag feature to improve the PDFs accessibility:

After completing these initial fixes, the accessibility checker identified more PDF accessibility challenges:

Multiple runs of the PAC checker also revealed several errors:

More posts like this:

Video Guide

Add a digital signature field

Set document properties

Sign the Document

Save and Lock your PDF

More posts like this:

Video Guide

What Are Accessible Fonts?

How to Change Fonts for Accessibility in Word

Checklist and Further Resources

Download MS Word 508 Checklist:

More posts like this:

Video Guide

Why Unique Tooltips?

Steps to Update Tooltips

Adding Form Fields

Result

The Value of Unique Tooltips

Video Guide

Key Takeaways from this Episode

Extracting pages to get to the “Prepare Form” options

Proper tag structure

Tagging references (adding a link to reference)

Fixing tagged annotations

Fixing titles

Creating tag from selection

Embedding Fonts

Fixing character encoding

Set PDF UA

Conclusion