1. Making Documents Accessible
Red River College
Erika Skaftfeld, M. Sc.

2. Why? Red River College’s Policy States:
Red River College is dedicated to ensuring access
to education for academically qualified persons
with disabilities. Arrangements must be made so the
learning opportunities available to students without
diagnosed disabilities are also available to students
facing a physical, medical, learning, or psychological
disability. This requires both the identification and
implementation of accommodations.
(Student_Handbook, pg. 3)

3. The Accessibility for Manitobans Act (AMA)
The Accessibility for Manitobans Act (AMA) became law in December, This landmark legislation outlines a clear and proactive process to identify, remove and prevent barriers to accessibility. The AMA is the next step to fulfilling government’s vision of full participation and inclusion for all Manitobans.
The AMA affects all Manitobans – individuals confronting barriers every day, as well as those in a position to identify, remove and prevent barriers to accessibility. Accessibility standards are the AMA building blocks to make real, measurable and effective changes to accessibility. (

4. Important Terminology
Students often require accessible documents because they are using a screen reader to access their course material
Screen Reader – A software that reads the screen to a person. Screen readers are normally used by visually impaired users.
(York Technical College Accessibility Checklist)
Accessible Formats – Information provided in a way that is accessible to people with disabilities. Examples: large print, recorded audio or Braille instead of standard printed material. (

5. Creating Accessible Documents

6. Best Practices – All Documents
Font
Use a sans serif font (Arial, Calibri, Verdana, Helvetica)
Minimum of 12 pt. or larger
Use black on white whenever possible
Use page numbers
Colour
Should never convey a message
Avoid
large uses of bold, underline, italics and all caps
animated text
textboxes

7. Best Practices – All Documents
Images, Graphs, and Charts
These should all have alternative text (right click on the image and select Format Picture – give appropriate text in the title and description areas. This should describe the image for somebody who is unable to visually see it)
Important Note:
This direction is subject to change based on which Microsoft Office version being utilized – please see the resources slide

8. Best Practices – All Documents
Hyperlinks
These should be changed to have meaningful text
Go to menu item: Insert
In the Links section, click on the Hyperlink option
In the Insert Hyperlink dialog, type in the meaning of this link or the result of clicking on the link in the Text to Display textbox. This is what will be read in your document for the hyperlink.
In the Insert Hyperlink dialog, type in (or paste in) the web address (URL address) of the link in the Address textbox.
Click on the OK button
Continue to next page 

9. Best Practices – All Documents
Meaningful Hyperlinks Continued:
Alternatively, you can copy and past the link into your document, right click on the link, and click “Edit Hyperlink”
Standard Hyperlink:
Hyperlink with meaningful text:
Carleton University - Creating Accessible Hyperlinks

10. Best Practices - Word Documents
Follow all guidelines under “Best Practices – All Documents”
Lists
Use bullets or numbers to indicate it is a list
Use of Headings
To convey structural information
Start a new page by clicking the Page break button
Position all objects “in line with text” to avoid any floating objects
Visit the following website for more specifics and examples:
Making Your Word Documents Accessible

11. Best Practices – Excel Documents
Follow the guidelines under “Best Practices – All Documents”
Use simple table structures
Avoid using colours to distinguish cells
Give all sheet tabs unique names
Remove any blank sheets
Visit the following website for more specifics and examples:
Making Your Excel Documents Accessible

12. Best Practices – PowerPoint Documents
Follow the guidelines under “Best Practices – All Documents”
Give each slide a unique title
Font
18 pt. or larger
Avoid
Transitions or animations
Visit the following website for more specifics and examples:
Making your PowerPoint Accessible

13. Best Practices - PDF Files
Converting a Word document to an accessible PDF
Office 2016
Click File > Save As and choose where you want the file to be saved.
In the Save As dialog box, choose PDF in the Save as type list.
Click Options, make sure the Document structure tags for accessibility check box is selected, and then click OK.
(Making Your PDF Accessible)

14. Best Practices – PDF Files
Converting a Word document to an accessible PDF
Office 2013
Click the File tab, and then click Save As.
Under Choose a Location, choose where you want the file to be saved.
Under Choose a Folder, choose a folder that you have already used or click Browse for Additional Folders to choose a different folder.
In the Save As dialog box, click the arrow in the Save as type list, and then click PDF.
Click Options.
Make sure that the Document structure tags for accessibility check box is selected, and then click OK. Click Save.
(Making Your PDF Accessible)

15. Best Practices – PDF Files
Converting a Word document to an accessible PDF
Office 2010
Click the File tab, and then click Save As.
In the Save As dialog box, click the arrow in the Save as type list, and then click PDF.
Click Options.
Make sure that the Document structure tags for accessibility check box is selected, and then click OK.
Click Save.
(Making Your PDF Accessible)

16. Checking Accessibility

17. Accessibility Checker - PDF
Go to the following website to learn how to check the accessibility of your PDF documents
Acrobat X Pro
Acrobat X Pro Accessibility Checker
Adobe Pro DC
Adobe Pro DC Accessibility Checker

18. Accessibility Checker – Microsoft Office
Go to the following website to learn how to check the accessibility of your Word, Excel, and PowerPoint documents Accessibility Checker - Microsoft Office

19. Resources
Visit the following website for Video Tutorials on the following:
Using the Accessibility checker
Creating alternative text
Creating accessible word documents
Creating accessible PowerPoint presentations
Creating accessible excel spreadsheets
Creating accessible PDF in Acrobat
Creating accessible PDF from a word document
Algonquin College Accessibility Resources

20. Resources Continued
The following website gives specific directions to creating accessible Office Documents based on the version of Microsoft office you are using
Microsoft Office
For more information on The Accessibility for Manitobans Act
Accessibility for Manitobans