Creating Accessible Documents

Making Documents Accessible

Below are some helpful resources and tips on how to create accessible documents in a variety of formats.

Creating Accessible Excel Documents

  • Use a san serif font (Arial, Calibri, Verdana, Helvetica)
  • Font should be 12 pt. or larger
  • Colour scheme should be black on white whenever possible
    • Colour should also never convey a message or distinguish cells
  • Insert page numbers
  • Avoid utilizing bold, underline, italics, and all caps in large quantities
  • Avoid using textboxes and animated text
  • Any image, graph, or chart should have alternative text – right click on the image and select format picture – give appropriate text in the title and description areas)
  • Hyperlinks – should be changed to have meaningful text – right click on link and click “Edit Hyperlink”.
  • Use simple table structures
  • All sheet tabs should have a unique name
    • Remove any blank/unused sheets

Additional Information

Creating Accessible Excel Files

 

Creating Accessible PowerPoint Documents

  • Use a san serif font (Arial, Calibri, Verdana, Helvetica)
  • Font should be 18 pt. or larger
  • Colour scheme should be black on white whenever possible
    • Colour should also never convey a message
  • Insert page numbers
  • Avoid utilizing bold, underline, italics, and all caps in large quantities
  • Avoid using textboxes and animated text
  • Avoid using transitions or animations
  • Any image, graph, or chart should have alternative text – right click on the image and select format picture – give appropriate text in the title and description areas)
  • Hyperlinks – should be changed to have meaningful text – right click on link and click “Edit Hyperlink”.
  • Give each slide a unique title

Additional Information

Creating Accessible PowerPoint Files

 

Creating Accessible Word Documents

  • Use a san serif font (Arial, Calibri, Verdana, Helvetica)
  • Font should be 12 pt. or larger
  • Colour scheme should be black on white whenever possible
    • Colour should also never convey a message
  • Insert page numbers
  • Avoid utilizing bold, underline, italics, and all caps in large quantities
  • Avoid using textboxes and animated text
  • Any image, graph, or chart should have alternative text – right click on the image and select format picture – give appropriate text in the title and description areas)
  • Hyperlinks – should be changed to have meaningful text – right click on link and click “Edit Hyperlink”.
  • Lists should use bullets or numbers
  • Use headings to convey structural information
  • Start a new page by clicking the “Page Break” button
  • Ensure all objects are “in line with text” to avoid any floating objects

Additional Information

Creating Accessible Word Files

 

Creating Accessible 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
  • Click Options, make sure the Document structure tags for accessibility check box is selected, and then click OK.

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.

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.

Additional Information

Creating Accessible PDF Files
 

Checking Accessibility:

Acrobat X Pro – Acrobat X Pro Accessibility Checker

Adobe Pro DC – Adobe Pro DC Accessibility Checker

 

Creating Accessible Documents – 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 – Creating Accessible Documents

The following website gives specific directions to creating accessible Office Documents based on the version of Microsoft office you are using