Fixing Documents: Word, PowerPoint, or PDF Files
Let's try to get all of your documents into the "green zone!" This can sometimes be a challenge, but the following guides will help get you started.
Built-In Accessibility Tools
Microsoft Word, Microsoft PowerPoint and Adobe Acrobat Pro (DC) all provide built-in accessibility tools to help you find and fix accessibility issues.
- Microsoft Word
- Microsoft PowerPoint
- Adobe Acrobat (PDFs)
- Document Conversion
- Additional Accessibility Guides
Microsoft Word
In Microsoft Word, the most common accessibility issues result from improperly formatted headings, images, links, and tables. The following provides a brief description of each issue with a link to a demonstration of how to fix each issue.
Headings
Headings help organize and provide structure for your content. Always use the "Heading" tools in Microsoft word to apply appropriate heading styles. Screen readers and assistive devices rely on these heading styles to help users navigate through the document.
Images (Alt text)
Screen readers or other assistive devices rely on alternative text, or "alt text," to provide a meaningful description of an image. Make sure that all of your images have appropriate alt text.
Links
Avoid creating links by pasting in long URLs, which don't translate well for those using screen readers or assistive devices. Instead, write meaningful language that conveys relevant information about the destination of the link, and then apply a hyperlink to that text.
Tables
Tables must be formatted to identify which row contains headings. Screen readers and other assistive devices rely on a meaningful and correct heading structure to help users navigate and understand the table content.
Accessibility Checker
Use Word's built-in accessibility checker to find and fix any remaining issues.
More Information
You can dig deeper with detailed, platform-specific instructions for fixing common MS Word document issues:
Also check out WebAIM's: Best Practices for Creating Accessible Word Documents Links to an external site.
Microsoft PowerPoint
Colors and Styles
The colors and styles you use for slides, text, charts, and graphics go a long way toward improving accessibility in PowerPoint presentations. Using an accessible template is a good starting point.
Reading Order
Put the content in your PowerPoint slides in the intended reading order so the screen readers read it correctly for users with a vision or reading disability.
More Information
You can dig deeper with detailed, platform-specific instructions for fixing common PowerPoint issues:
Also check out WebAIM's: Best Practices for Creating Accessible PowerPoint Presentations Links to an external site.
Adobe Acrobat Pro (PDFs)
Option 1: Upload the Original or a Replacement
- Upload the Original: For some issues, the Ally Instructor Feedback panel will suggest that you simply upload the original Word document, if you have it. This is often suggested to fix "untagged" PDF issues. If you have the original Microsoft Word document, you can upload it into the Ally Instructor Feedback panel as a replacement.
- Upload a Replacement: If your content is a published article or journal, you can work with a PCC librarian to locate an accessible copy of your content. A librarian can also help you find content alternatives if necessary.
Option 2: Convert the Document to a Canvas Page
One of the simplest and most effective ways to remediate a PDF is to convert your content into a Canvas page. You'll still have some cleanup to do, but many people find Canvas pages easier to work with. The following video demonstrates how to convert document content into a Canvas page.
Option 3: Use Adobe Acrobat's Native Accessibility Tools to Fix the Document
These short, practical video tutorials from MSFTEnable Links to an external site.will walk you through fixing common PDF issues (click a topic to expand):
Using the Accessibility Checker
Untagged PDF
One of the most common PDF issues is "This PDF is Untagged." Tags are usually automatically generated and provide information about the structure of the material. They identify headings, paragraphs, figures, etc. The best way to eliminate untagged PDFs is to make sure you're not producing them! Many untagged PDFs are created by improperly saving from Word to PDF. The following resource shows how to avoid that: How to Avoid Untagged PDFs When Saving From Word to PDF
However, if you do find yourself with an untagged PDF, you can use either of the following options fix it:
Option 1: Autotag the Document (Very easy but not always accurate)
In Acrobat Pro DC, click Tools > Accessibility > Autotag Document in Acrobat. Adobe will scan the document and apply tags automatically. If there are any issues, the Add Tags Report appears in the navigation pane, listing potential problems and provideing suggestions for fixing them.
Option 2: Tag the Document Manually (Requires more time, but is extremely accurate)
Bookmarks
Headlines
Images
Color Contrast
* Supplemental Download: The Colour Contrast Analyser
Links to an external site. referenced in the preceding video is a tool to help you determine the legibility of text and the contrast of visual elements, such as graphical controls and visual indicators.
* If you cannot or do not want to download and install a program on your computer, WebAIM's Contrast Checker
Links to an external site. is a web-based alternative that will run in a browser window.
Reading Order
Navigation Links
Lists
Tables
If using Adobe Acrobat is too difficult, please consider converting the document to a Canvas page (Option 2).
More Information
Dig deeper with Adobe's instructions to fix common PDF issues Links to an external site. in Adobe Acrobat
Document Conversion Tool
The CCC Document Converter Links to an external site. is a free tool for the California Community College alternate media specialists and staff to help convert digital files into alternate formats.
The CCC Document Converter helps you generate different file formats that might be difficult or time-consuming to produce otherwise. The converted file may need only minor editing before being ready to use, or it may be ready to deliver to students as is, if the source file was clean and well prepared.
More information is available at the CCC Accessibility Center Links to an external site..
Additional Accessibility Guides
- CCC Accessibility Center - MS Office & PDF Links to an external site.
- Ally - Accessibility Checklist Links to an external site.
- Blackboard - Best Practices for Authoring New Content Links to an external site.
Help
If you've tried to fix your documents but are still having difficulty, please email pcconline@pasadena.edu for assistance.