Word documents, PDFs, PowerPoint files, Excel documents, Google Docs and Google Slides all need to be made accessible. Some accessibility issues in documents can be complex, see the information at the bottom of this page on how to get assistance.
The items that need to be addressed properly in Canvas pages also applies to documents:
- Image Descriptions
- Descriptive Links
- Headings used and created in the correct way
- Lists created in the correct way
- Sufficient Color Contrast
- Data Tables with header cells designated
PDFs
In addition to above items, PDFs need:
- digital text (no images only PDFs including lots of text or scanned PDFs)
- to be Tagged - tags are added behind the scenes in the code
- a Language set
- a Title set
- screen reader software will read the PDF in the correct order
PowerPoint Files
In addition to Canvas page items, PowerPoint files need:
- Created with the built-in Templates, so slide titles read as headings
- Unique Slide Titles
- Screen reader will read the PowerPoint in the correct order
CCC Document Converter
The CCC Document Converter, provided to us by the CCC Accessibility Center, will allow you to upload a document and have it converted to anther format that will be emailed to you. You must use a .edu email address in order to use the tool. Some of the output options are PDF, Word, MP3, HTML, RTF, and ePub.
This tool will be particularly helpful to convert scanned documents into a document that can be read by a screen reader.
Checking Documents for Accessibility
Use the following tools to help you identify documents that need accessibility work.
ALLY
ALLY is a tool integrated into Canvas. Icons will appear next to documents linked to, or in the Files area alerting you if the documents are not accessible. Clicking on the icons will show you what issues the documents have. See more about ALLY here.
Microsoft Document Accessibility Checkers
Microsoft Word, PowerPoint, and Excel have a feature that will check the documents for accessibility and offer solutions.
- See the Improve accessibility with the Accessibility Checker page on the Microsoft Support pages.
- Access the checker by clicking on the Review tab and then choosing Accessibility Checker.
- Follow the Results and Tips showing in the Accessibility sidebar.
See more about Word Accessibility:
- Utilize the accessibility checker in MS Word for guidance on accessibility.
- See a tutorial on Word Accessibility (PDF).
Grackle for Google Docs, Slides, and Sheets
Grackle is an add-on to Google Docs, Google Slides, and Google Sheets that will guide you to remediating for accessibility. See more about Grackle here.
Help for Document Accessibility
- If you use scanned PDFs, the CCC Document Conversion tool will help to digitize them, but depending on the quality of the PDF, the text may or may not be readable by screen readers. The Accessibility Team can assist you by using the form, below.
- PDFs and complex documents will likely need a fair amount of skilled work to make them accessible.
- Use the Document Accessibility Request Form to get assistance with document accessibility.
