alternate text Archives - The Accessibility Guy

Enhancing PDF Accessibility: Implementing Alternate Text

Video Overview:

In the rapidly evolving digital era, the need for accessibility in all forms of content, including PDFs, is increasingly crucial. To bridge the accessibility gap, setting alternate text within a PDF is a method that cannot be overlooked. This blog post provides a step-by-step guide to this process.

First Step: Tagging Images as Figure Tag

The initial approach to set alternate text involves ensuring that all the images in your PDF are tagged as a figure tag. Once they are tagged, simply navigate to the tags panel, right-click the figure tag, and select the properties button. This action opens up a section where you can input a description in the “alternate text for images” field.

Quick and Efficient Methods: Using the Accessibility Button

A faster way to set alternate text for multiple images simultaneously is by utilizing the ‘accessibility’ button. Clicking this option reveals an ‘Set alternate text’ command. Once activated, the system automatically detects all figures in the document and displays them alongside an associated text box.

This method streamlines the alternate text setting process and is particularly handy for documents containing numerous images.

The alternate text can be anything from a simple description of the image, like “a forest with Giant Sequoias” or “two robotic hands reaching towards each other,” to more complex annotations depending on the image’s content and context.

It’s vital to remember that images containing text should include the exact text as part of the alternate text, enhancing accessibility for visually impaired users who may rely on screen readers to access the document’s content.

Document Remediation: A Viable Alternate Option

Though learning to set alternate text within a PDF could be a valuable skill, you might prefer to invest your time elsewhere. For those who want to increase their PDF’s accessibility but don’t have the time or inclination to do it themselves, document remediation services are available.

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These services take over the task of making a PDF accessible, freeing up your time for other endeavors. However, if you’re inclined to get your hands dirty and prefer doing it yourself, follow the steps outlined in this blog post or explore other resources for a more comprehensive learning experience.

How to tag references, footnotes, and end notes in Adobe Acrobat

At this time there is not clear guidance from WCAG on how to exactly tag references, footnotes, and end notes. This post and video aims to explore the best methods for tagging this content.

Video Overview

Instructional Guide

There are two separate components to tagging footnotes or endnotes.

The first part is the superscript number in the main body of the document. For footnotes, the second part is the note itself, which appears at the bottom of the page. Endnotes show up at the end of the document.

Implementing Reference Tags in Adobe Acrobat

The first step in adding footnotes and references in Adobe Acrobat is to create a reference tag. Contrary to what you might think, a span tag does not serve our purpose here. While span tags are visually useful, they don’t carry any real value in terms of accessibility.

To create a reference tag, right-click on the Tag, select Properties, and change it to a reference. Simple as that!

Linking References to Endnotes

Next, you should consider linking your footnotes to the corresponding endnotes. Although this is not a requirement, it significantly enhances the reader’s navigation through the document. To create this link, right-click the reference number and select Create Link. Under link action, choose Go to page view and select Next. Then, scroll down to your endnotes and click set link. This process creates a hyperlink that leads directly to the relevant spot in the document.

Three methods reference in video:

Method 1:

Apply alternate text that provides guidance on where the endnote or reference leads to. For instance, the alternate text could be “superscript one refers to endnote one on page two”. This alerts the screen reader user about what the reference or endnote signifies.

Method 2:

Arrange the reading order so that the note is read directly after the reference. To do this, move the actual content of the note under the reference tag. In this arrangement, the paragraph is read first, followed by the reference, the note, and then the main content.

Method 3:

Include the note’s content in the alternate text. For this, copy the note’s content and paste it onto the actual text field of the reference. The alternate text could then read “superscript one. [content of the note]”. After this, change the endnote content to an artifact and delete the tags.

Creating Accessible PDF Forms: A Comprehensive Guide

In today’s digital age, ensuring that your documents are accessible to all users is a necessity. One particular area where accessibility can significantly improve user experience is in PDF forms. This blog post will walk you through the process of creating accessible PDF forms, which not only helps make your forms user-friendly but also aligns your documents with universal design principles.

Video overview:

Why Creating Accessible PDF Forms Matters

Accessibility in the world of technology ensures that everyone, regardless of their abilities or disabilities, can access, interact with, and benefit from the digital world. When you create accessible PDF forms, you are ensuring that your documents can be used by a wider range of people, including those with visual, auditory, motor, or cognitive impairments.

Steps for Creating Accessible PDF Forms

The process of creating accessible PDF forms involves several steps, each of which contributes to making your document more accessible and user-friendly. Here are some key steps:

Make the PDF accessible before adding the form fields

Before adding form fields, you should ensure that the base document is accessible. This includes adding headings and other important tags to the document.

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Step 1 – Get the form fields in the document

There are two ways to do this. You can use the Prepare Form option in the tools section. Acrobat will automatically detect form fields.

Or, you can manually add the form fields

In the “Prepare Form” tool, select on the type of field you want to add (e.g., “Add a Text Field”).

Click and drag on the document where you want to place the field

Step 2 – Tag all annotation (form fields)

Additional practice

Missing form annotations

I like to add a placeholder tag to add all of the annotations in one location.

In the “Tags” panel, right-click where you want to add the placeholder.
Click “New Tag” and create something that will stand out. In this example, I use the word PLACE

Now we need to find the actual annotation. Make sure to select that new tag you made

Options: Find Unmarked Annotations

In the tags menu > select the options button > select Find

Options > Find Unmarked Annotations.” Acrobat will identify and highlight any unmarked annotations.

Then, select tag element.

Step 3 – Moving the Form Objects to fix reading order

In the “Tags” panel, you can select and drag tags to rearrange them to the correct location. Move each Form-OBJR into the correct location. If you did it correctly, all the “annotations” will be in the placeholder tag you created.

Creating a Form Parent Tag

In the “Tags” panel, right-click on the tag where you want to add the parent tag.
Select “New Tag.” This creates a new tag under the selected tag.
Select Form
Click “OK.” The new parent tag has been created.

This is what the tags panel should look like

Step 4 – Add Form Descriptions / Tool Tips

Right-click on the form field in the document.
Select “Properties.”
In the “General” tab of the dialog box that opens, fill in the “Tooltip” field. This text will be read by screen readers to describe the form field.

Step 5 – Final step Test Reading Order with Keyboard

Ensure that the tab order is logical and matches the visual order:

Click somewhere on the first page of your document.
Press the “Tab” key repeatedly to navigate through the form fields and ensure the order makes sense.

Thats it!

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Creating an Accessible PowerPoint: Step-by-Step Guide

Video Overview

Welcome to a comprehensive guide on how to create an accessible PowerPoint presentation. In this guide, you’ll learn the best practices for making a PowerPoint accessible and how to use the built-in accessibility checker to ensure your presentations are inclusive for all audiences.

Best Practices for Making a PowerPoint Accessible

Before diving into the process of making your PowerPoint accessible, it’s essential to understand some best practices:

Use a built-in theme.
Add alternate text to all images.
Give every slide a unique title.
Ensure list elements are properly identified within the PowerPoint.
Format links properly.
Use table headers in tables.
Set the reading order.

By following these practices, you can create a PowerPoint presentation that is more accessible and inclusive for all users.

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Using the Accessibility Checker in PowerPoint

To begin, launch the accessibility checker in PowerPoint by selecting the File button, then Info, and then Check for Issues. Click on Check Accessibility, which will bring up a list of errors that need to be fixed within the document.

Go through each error, starting with missing alternate text for images. Add appropriate alt text to each image, describing what the image represents. For example, “A screenshot from Adobe Acrobat with a parent figure tag on display.”

Next, ensure that hyperlinks are properly formatted. While you may want to leave the full URL for presentational purposes, it’s better for accessibility to use descriptive link text instead.

As you go through your slides, make sure each slide has a unique title, and list elements are properly identified. Additionally, check that any tables are using table headers for added accessibility.

In some cases, you may have images that can be marked as decorative if they do not add significant information to the presentation. Mark these images as decorative, and the accessibility checker will no longer flag them as errors.

Once you’ve addressed all errors, the accessibility checker may provide warnings about the reading order of the slides. To fix this, open the reading order pane and rearrange the content so that it is read in the correct order. For example, ensure the slide number is read last.

With all errors and warnings resolved, your accessible PowerPoint is ready to go! Remember, while accessibility checkers are not always perfect, PowerPoint’s checker is more fine-tuned, and following its guidance will help you create more inclusive presentations.

Remember, creating accessible PowerPoint presentations not only benefits those with disabilities but also ensures your content is available to a broader audience, making your presentations more effective and inclusive.

Start from scratch

Sometimes its easier to simply copy and paste the content from an inaccessible PowerPoint into a new accessible template:

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How to make a 508 compliant PowerPoint Template | WCAG

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Convert a PowerPoint to an Accessible WCAG-Compliant PDF

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Fixing PowerPoint Footer Display Issues

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How to hide a slide title

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PowerPoint Accessibility Practice

Do you need some hands-on PowerPoint accessibility practice? Below you will find a practice file and an answer key file. There is an introduction video and an answer key video…

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How to make Pie Charts Accessible in PowerPoint

This post will guide users through how to create an accessible pie chart in PowerPoint. Pie charts and bar graphs are inherently inaccessible when built within PowerPoint. There are additional…

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Table Accessibility in PowerPoint

Table accessibility is an important aspect of creating accessible PowerPoint files. Be sure to follow all basic table accessibility features. Unsure of what those are? Keep reading. Accessible tables should…

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Link accessibility in PowerPoint

This post will cover link accessibility in PowerPoint. Accessible links can be applied to both text and images. This post will cover how to do both. Hyperlinks in PowerPoint for…

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How do I change the reading order in PowerPoint for Accessibility?

The reading order in PowerPoint is an important criterion for Section 508 and accessibility in general. The reading order will read from the top down, while the arrange panel will…

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Slide titles should be unique in PowerPoint for Accessibility

Slide titles should be unique. Every slide in the slide deck should have a purposeful name. It’s easy to use duplicate titles but do your best to avoid duplicates. Slide…

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Alternate text in Microsoft Word

Alternative text descriptions of images (Alt text) helps users understand the picture’s significance (or lack of.)

This content is typically only accessed with assistive technology. In some cases, if you hover your mouse over an image, it will provide the alternate text as a pop up.

Provide descriptions around the image in the source document for optimal results but remember that not everyone might be able to access the alternate text.

Video overview of how to apply alternate text to images in Microsoft Word

Image context

The context is everything for images in your document. If the image adds important information to the learning experience, it should be described. If an image does not add any value, you may consider marking it as decorative. Lets review some samples:

Sample 1 image

This image was found on the website which is trying to attract visitors. It needs detailed alternate text.

Sample 1 image description

A forest with giant sequoias, the largest trees in the world, is a feast for the senses. The giant sequoias’ red/orange bark is distinct among the grey and brown bark of other trees. And if you stand beneath one of these giants, you can gaze all the way up its tall trunk and through its high branches to see sky above. The treetop is often hidden above the highest branches. If you are quiet and listen, you may hear a breeze rustling the foliage of smaller trees – the sugar pines, white and red firs, or incense-cedar. Or perhaps you’ll hear a woodpecker calling and tapping against a tree, seeking insects. If you have time to take a walk, you may see a giant sequoia along the trail – try to press your fingers against its spongy, thick bark.

Sample 2 Icon

This image is an icon and in my opinion does not offer any additional value to the content provided, so I would mark it as decorative.

Giant sequoias grow at middle elevations along the west slope of the Sierra Nevada. While not the world’s oldest trees, they are known to reach ages of up to 3,400 years. Tree ring studies of giant sequoias provide a long record of climate and fire history, helping park managers and scientists better understand relationships of climate, fire, and the giant sequoia life cycle.

Sample 3 Pie Chart

This pie chart provides important information to the user. Because it is an image containing text, we need to provide all of the data in the description of the image.

Non-Wilderness. 340 Units. 14+ million Acres

Eligible. 21 Units. 17+ mill Acres

Proposed. 14 Units. 3+ million acres

Recommended. 17 Units. 5+ million acres

Designated. 50 Units. 44+ million acres

Sample 3 Alternate text

The National Park Service Wilderness by category is as follows:

Non-Wilderness. 340 Units. 14+ million Acres
Eligible. 21 Units. 17+ mill Acres
Proposed. 14 Units. 3+ million acres
Recommended. 17 Units. 5+ million acres
Designated. 50 Units. 44+ million acres

Additional things to consider when writing alternate text

Context is everything
Decorative images should be marked as decorative
Pie charts and other graphs will need all data described
Focus on the emphasis of the image
Avoid using “image of” in description
Be sure to check that the image does not just have the file name in the alternate text area. For example: jordison.png might be the default value in the alt text area for an image – be sure to spot check all images to ensure that the file name did not get inserted.
Keep alternate text less than 100 characters. If there is more text needed – be sure to include it next to the image on the page.

Text overview of how to apply alternate text in Microsoft Word

Right click the image
Select Edit Alt text
Enter a description or mark as decorative

Right click the image

Select Edit Alt text

Enter a description or mark as decorative

Need more help with Microsoft Word Accessibility?

How to apply alternate text to images in Canvas

Images in Canvas need accurate descriptions for students who rely on screen readers. Images that convey a lot of text should be avoided whenever possible, and descriptions should be presented to provide enough information within context of the topic. Keep in mind the context of the picture, which may change the scope of the needed description.

Image Context

Image context will change based on the audience and what you want them to learn about the image. The same image could have different descriptions depending on its intent. If you are creating the course or the content, remember that you are the artist and you get to pick the alternate text.

For more guidance on using alt tags, please see the Diagram Center’s Poet Training Tool

Diagrams and Charts

Alternate text for diagrams and charts can be accomplished but its possible these items might be better represented in a list or a table structure. Complex graphs and charts can include an over load of information.

Diagram and Chart Example

Convert diagrams and charts to tables

Adapted from DiagramCenter

Bonus Video on accessible bar charts

Guidelines:

Bar graphs should be converted into accessible tables.
Briefly describe the graph and give a summary if one is immediately apparent.
Provide the title and axis labels.
It is not necessary to describe the visual attributes of the bars, e.g. dark blue, light blue, unless there is an explicit need such as an exam question referring to the colors.

Description:

Figure 1 is a bar graph that measures percentage of vaccination coverage in five states over one year, from Q3 2006 to Q2 2007. In each state, the coverage increases over time. The data are summarized in the following table. All data are approximate.

First dose rotavirus vaccination coverage among children aged 3 months, by quarter – immunization information system (IIS) sentinel sites, United States, 2006-2007.

	Arizona	District of Columbia	Michigan	Minnesota	Montana	Oregon
Q3 2006	35%	10%	5%	0%	15%	20%
Q4 2006	45%	30%	33%	25%	27%	27%
Q1 2007	50%	45%	42%	35%	37%	45%
Q2 2007	65%	48%	50%	41%	40%	44%

Things to consider with alternate text and images in Canvas

Avoid “picture of” or “image of”
Avoid having the file name as the alt text – this will sometimes not show up in the accessibility check
Imagine explaining the picture over the phone to someone and use that as the alternate text.