Design and Create in an Accessible Authoring Program
Authoring tools like Microsoft Word, Microsoft PowerPoint, and Adobe InDesign make creating accessible documents, forms, and presentations relatively straightforward. Rather than learning entirely new authoring methods, you may simply do the things you’re already doing, just a little bit differently. Even when a document is ultimately published as an accessible PDF, accessible design in the original authoring platform will allow for more sustainable and unchallenging efforts to apply modifications in the future.
Visual Considerations
Typography
Avoid serif fonts and ALL CAPS (outside of explained acronyms) for purposes of readability.
Use size 12 pt. font or larger for documents and size 18 pt. or larger for presentations.
Readability
Use the simplest language appropriate for your content.
Use columns, horizontal line separators, and empty (white) space strategically to improve readability.
Use images, graphics, and diagrams to dynamically supplement text.
Proofread for misspellings, grammar errors, and broken links.
Color
Never use color alone to convey meaning.
Use headings, accessible tables, lists, and other structural tools to differentiate between categories. Color may still be used to supplement.
Ensure appropriate color contrast between foreground and background.
Input associated hex keys into a color contrast checker like the WebAIM Contrast Checker.
Structural Considerations
Properties
Ensure that you include a descriptive title and that the language of the document is set appropriately.
Headings
Use properly formatted, hierarchical heading structure for section titles only. Use only one Heading 1.
Modify heading structure in Word using the styles gallery.
Export heading structure in InDesign with paragraph style options.
Use built-in slide designs and unique slide titles in PowerPoint.
Links
Use descriptive links that make sense out of context.
Do not use generic phrases like “learn more,” “click here,” or “more information.”
Avoid lengthy or complex URLs as link text.
Alternative Text
Include alternative text that describes the content and function for all non-decorative images.
Lists
Use properly formatted, built-in list structure for bulleted and numbered lists.
Tables
Designate properly formatted header rows and columns for data tables.
Avoid merged cells, as Office and InDesign do not provide the necessary markup access and editing tools to scope merged cells accessibly.
Overarching Office and InDesign Resources
Validate Exported PDFs for Accessibility
When you design a document, form, or presentation with an authoring tool that allows for accessible design and export to PDF accurately, accessibility validation can be quick and easy. When you inherit a PDF, and the original document is unavailable, validation and any subsequent remediation may take some time and effort.
Info |
---|
Please refer to our IT Accessibility Knowledge Base article on Remediating Inaccessible PDF Content for more information on repairing inaccessible PDFs. |
Validation Checkpoints
Export Accurately
When exporting from Microsoft Office, “Save As” PDF in order to generate a tagged PDF.
You may also use the Acrobat Tab in Office, if available.
Validate Accessibility
You can validate accessibility for exported PDFs in either Adobe Acrobat Pro or our new self-service, semi-automated PDF remediation software, Equidox.
...
Please refer to our IT Accessibility Knowledge Base articles on Validating PDF Accessibility in Adobe Acrobat Pro or Validating PDF Accessibility in Equidox for more information.
...
Non-HTML content, like documents, presentations, and forms, are often created, published as PDFs, and uploaded to public-facing web spaces without accessibility in mind. These resources can pose formidable accessibility barriers to people with disabilities when they are not properly formatted.
Consider the following facts:
15.4% of adults in the United States have cognitive and/or vision disabilities. This translates to over 36 million people.
In a recent world-wide survey of screen-reader users, over 75% of people indicate that PDFs are either somewhat or very likely to pose significant accessibility barriers.
There are thousands of PDFs on the pdx.edu website.
Over 4,000 of those PDFs have undergone automated testing; 90% were found to have one or more accessibility barriers.
The help articles in the following collection will guide you through the accessibility principles and best practices you should consider when creating and repairing non-HTML content with noted accessibility barriers.
Creating Accessible Documents and Forms
Remediating Inaccessible Documents and Forms
Please note that Adobe Acrobat Pro is generally required in order to generate fully accessible PDFs. Departments may purchase copies of Adobe Acrobat Pro by submitting a software installation request through the PSU Helpdesk.
...
For additional resources, or any questions related to digital accessibility for public-facing digital resources at PSU, please email help-accessibility@pdx.edu.