Guideline for Creating Accessible Public Documents 1

Transcription

1 Guideline for Creating Accessible Public Documents 1 I. Word Documents 2 Estimates indicate that in the United States, 12.5 million people rely on some sort of assistive technology to access electronic documents and web pages. Assistive technology includes screen reading software, refreshable Braille displays, and screen magnifiers. If electronic documents are not created with accessibility issues in mind, they become very difficult, if not impossible, to read or navigate for these individuals. This document is intended to provide guidance for programs developing accessible written word documents, whether on paper or electronically. Producing such accessible documents not only complies with the Americans with Disabilities Act, but ensures that domestic violence programs are able to reach an extremely vulnerable, and underserved population. Just a few easy changes can make all the difference. 1. Font: a. Choose a sans-serif font, such as Arial or Verdana. Do not use italics, fine, or fancy typefaces. Do not use compressed typefaces; there should be normal "white space" between characters. b. Use a minimum font size of 12. Make documents available in even larger font sizes (14-18) when requested. 2. Use color appropriately: a. Always use colors with good contrast. Avoid using color text. Choose a color which has a high contrast against the paper color. 1 Leslie Malkin, B.A., J.D., D.V.S., Community & Program Education Manager. 2 Seven Steps to Creating an Accessible Word Document, Disability Access Services Website 1

2 b. Never use color alone to make a point. Many people are color blind. For example, a graph showing completed sections which reflect check marks in green or red only would be very confusing to someone unable to differentiate between the colors. Instead use redundant systems, such as green Y s and red X s. 3. Add alternative texts and captions for graphics: Using pictures or other graphics can convey tone and meaning in documents. A smiling child, a bruised woman or open green space. Yet for some visually impaired readers using adaptive equipment, that carefully chosen picture will not show up at all. Every version of Word or other similar product has a means to add alternative text, which simply explains what the picture is. A simple Google search will guide you. For example, the highlighted document literally walks you through adding alternative text to Word, Excel, PowerPoint, Smart Art, and other options. Microsoft: Add alternative text to a shape, picture, chart, table, SmartArt graphic, or other object EXAMPLE: Actual Picture in document 2

3 What screen reader would state. Using alternative text will allow a screen reader to explain to the audience what the picture conveys. Lastly, when adding an image or graphic always set the wrapping style to In Line with Text. Text that wraps around an image or graphic often times will confuse a screen reader, making it difficult for the user to understand. 4. Use meaningful hyperlink text: Hyperlink text should provide a clear description of the link destination. A person who uses assistive technologies can navigate a document by skipping from hyperlink to hyperlink, or they can pull up a list of all the links in a document. Since both of these methods of navigation do not include any of the surrounding text, the hyperlink text by itself needs to provide sufficient meaning. For example, use the name of the website rather than a random click here notation. 5. Run your document through built-in accessibility checkers: Every version of word has a built-in accessibility checker. It s often found through File-Check for Issues. It will point out and highlight each error, and suggest ways to fix it. 3

4 For additional information, see: American Printing House for the Blind Guidelines for Print Document Design Best Practices and Guidelines for Large Print Documents used by the Low Vision Community Creating Accessible Documents Microsoft Word II. Creating Accessible PowerPoint Presentations 3 Much of the earlier discussion regarding Word documents also applies to PowerPoint. Pictures and graphics should always include alternative text. Color contrast between background and text should always be high. But there are additional steps needed to create truly accessible PowerPoint presentations. 3 This section presumes some familiarity with using basic Power Point functions. 4

5 III. Slide Layout PowerPoint has built in layouts for every type of slide you need. Using the built-in layout prevents adding individual text boxes, which screen readers may skip or read in the wrong order. If the built-in slide layouts do not meet your needs, the best option is to add content placeholders. Although more complicated than adding a text box, it does allow visually impaired learners to fully use their screen readers. To add more Content Placeholders to a slide layout, follow these steps: 1. On the View tab, in the Master Layout group, click on Slide Master 2. Click the layout to which the Content Placeholder is to be added 3. In the Master Layout Group, click Insert Placeholder 4. Choose the type of Content Placeholder needed 5. Choose a location on the slide, and position the new Placeholder 5

6 6. In Edit Master Group, Rename the layout 7. In the Slide Master tab, Click on Close Master View IV. Slide Design PowerPoint provides built-in slide designs which can meet most needs. However, be aware that not all designs will meet the color contrast requirements. Choose carefully. To access these design choices, go to the Design tab, and scroll through the options. The number of choices may be expanded by using the drop-down menu highlighted below. From the Design tab menu, color selection and font choices can also be controlled. V. Animation and Transitions Animation can be distracting. Screen readers may not read them correctly. Similarly, automatic slide transitions can cause problems. Screen readers may re-read slides, or not provide enough time for each slide to be read. Both should be avoided. VI. Embedded Multimedia If a video is embedded in a PowerPoint presentation, ensure that it is captioned, and that the player controls are accessible. If an audio only file is embedded, ensure a transcript is included. 6

7 VII. Alternate Text Pictures and images can add visual interest in PowerPoint presentations. However, screen readers don t tell the user what is shown in the picture. Using alternate text allows the designer to explain what the picture is. In most versions of PowerPoint, right click on the picture, and a menu will appear. 7

8 Format picture will bring up additional commands and allow you to provide alternative text to the picture. The simple text Power and Control Wheel is what will be read by the screen reader and allow the visually impaired reader to understand what the picture portrays. Images, backgrounds, or images which are strictly decorative should either not be used if too distracting, or can be ignored for purposes of alternative text. VIII. Meaningful Hyperlinks When embedding hyperlinks, use an explanation which says where the hyperlinks goes to, rather than simply the URL or words click here. 8

9 IX. In this example, the text clearly shows that the hyperlink is for the New Jersey Coalition to End Domestic Violence. Check Accessibility After your PowerPoint is complete, always run it through an accessibility check to ensure screen readers will understand it. Use a screen reader such as JAWS, NVDA, WindowEyes, etc. Microsoft PowerPoint 2010 also has a built-in accessibility feature. Go to File, Check for Issues, Check accessibility: 9

10 However, it s best not to rely on internal checkers alone. Use verified websites as mentioned above for additional help. For additional information, see: Make Your PowerPoint Presentations Accessible Seven Steps to Creating an Accessible PowerPoint Slideshow 10