1. Creating Accessible Documents
Western Journal Day
March 9, 2018

2. Accessibility
Accessibility Ontario (2018): Accessibility aims to identify, remove, and prevent barriers for people with disabilities.
But, planning for accessibility supports access for all abilities.

3. Making PDFs Accessible
An accessible PDF begins with an accessible Word document!

4. Accessible Word Documents
Align body text to left margin
point font type for body text
Simple font types in sans serif (Arial, Tahoma, Verdana)
Normal weight fonts instead of bold or lightweight
AVOID LARGE AMOUNTS OF TEXT SET IN CAPS, ITALICS, OR UNDERLINED
Use bolded text to show emphasis, rather than italics or UPPERCASE letters

5. Accessible Word Documents (2)
Maintain high contrast between text and background
Black text on white background
If using colours, make sure there is a high contrast between them
Avoid using “Enter” or “Return” keys to create space between paragraphs
THIS IS NOT ACCESSIBLE!
Avoid text boxes. Screen readers cannot see inside them.

6. Accessible Word Documents (Layout)
Use Word “Styles” and “Headings” instead of applying formats (ie. bold text) to heading text directly
Use “Column” layout feature to create columns of text, instead of using tabs and spacebar
Insert tables using the “Insert table” command

7. Accessible Word Documents (Alt Text)
Describes an image in words, for situations where a reader cannot see an image
EFFECTIVE ALT TEXT:
Communicates purpose of image accurately and succinctly
Does not repeat text in an associated caption
Uses punctuation for full sentences
To Add: Right click on image > “Format Picture” > “Alt Text” to type text

8. Word > PDF
A PDF must be tagged with additional information that tells a screen reader how to interpret a document
If using Windows, Microsoft Word 2008 or later tags PDF automatically upon saving (Under “Options,” make sure that “Document structure tags for accessibility” box is checked)
If using a Mac OS, tags will not be added
Free, open-source programs like OpenOffice, NeoOffice, and LibreOffice can open Word documents and export them to a tagged, accessible PDF

9. Testing Accessibility
Windows: Recent versions of Word (2010 and later) have a built in accessibility checker. File > Info > Check for Issues
Mac OS: Word 2016 and on have a built in accessibility checker. Review > Accessibility check
Free Online Resources

10. Additional Resources

11. QUESTIONS?