Ally Accessibility Indicators

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.

Source: Microsoft Office Support

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.

Source: Microsoft Office Support

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.

Source: Microsoft Office Online

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.

Source: Microsoft Office Support

Accessibility Checker

Use Word's built-in accessibility checker to find and fix any remaining issues.

How Source: Microsoft Office Support

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

Microsoft PowerPoint

Images (Alt Text)

Use these techniques to make the charts, graphs, and images in your PowerPoint slides accessible to users with a vision or reading disability.

Source: Microsoft Office Support

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.

Source: Microsoft Office Support

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.

Source: Microsoft Office Support

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

Adobe Acrobat Pro (PDFs)

Ally Instructor Feedback Panel provides a way to upload a replacement file.

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 will walk you through fixing common PDF issues (click a topic to expand):

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 in Adobe Acrobat

Document Conversion Tool

The CCC Document Converter 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.

Additional Accessibility Guides

CCC Accessibility Center - MS Office & PDF
Ally - Accessibility Checklist
Blackboard - Best Practices for Authoring New Content

Help

If you've tried to fix your documents but are still having difficulty, please email pcconline@pasadena.edu for assistance.