Creating Accessible Documents

Moodle Content

  • Heading styles are used if the information is long and has subtitles.
  • Provide descriptive text for the links.
  • Good contrast between text and background.
  • Don’t use color as the only way to convey information. All information should be meaningful if color is removed.
  • Include descriptive ALT text for all images and charts.
  • Run the built in accessibility checker which will indicate areas of your page that may have conflicts with screen readers. To run the accessibility checker, click the “eye” icon found on the text editor menu.
  • All videos or audios have closed captions or a written transcript.

Word Documents

  • Heading styles are used and Navigation pane reveals the heading levels correctly.
  • Avoid text boxes, as screen readers will skip over them.
  • Avoid blank spaces created by hitting Enter, Tab or space bar multiple times; instead use the spacing feature in the Paragraph formatting menu to create blank spaces
  • Provide descriptive text for the links.
  • Provide Alt Text for images and objects.
  • Don’t use color as the only way to convey information.
  • Tables have descriptive ALT text.
  • Tables have header row identified in Table Properties.

Powerpoint Files

  • Outline View reveals all the content that a screen reader will read (e.g., items in the notes area are not read).
  • Ensure that all slides have unique titles.
  • Use slides as their layout intends them to be used—text in spaces for text, images in spaces for images.
  • Avoid transitions and animations on slides.
  • All videos or audios have closed captions or a written transcript.
  • Graphs and Charts include descriptive ALT text.
  • Tables have descriptive ALT text.
  • Have header row identified in Table Properties.
  • PDF Files
  • Avoid scanned PDFs, as they are images; look online for an original PDF file to use.
  • If PDF files are converted from Word documents or PowerPoint files, make them ADA compliant before converting.
  • Generally, if you can highlight the text on the PDF, it will be able to be read by a screen reader.

Adding Alternate Text to Images

Microsoft Office Programs
  1. Right click on the image. Select “Format Picture”

Screenshot of a South Carolina flag image in a Word document. There is an option to add alt text to the image on the right under "format picture."

2. Under “Layout & Properties” is the option to add Alt Text

Email (Online Outlook)
  1. Right click on the image in the message

Screenshot of an email draft showing the options to size, remove, or add alternate text to an image.

2. Select “Add alternate text”

A screenshot of a window that says "Add alternate text" to the South Carolina flag.

PDF
  1. Navigate to “Tools” and select “Accessibility”

Screenshot of different icons available under the heading "Protect & Standardize." From left to right: protect, redact, PDF standards, optimize PDF, print production, accessibility.

2. Select “Set Alternate Text”

Facebook
  1. Click the paintbrush icon to edit your uploaded photo

Screenshot of an uploaded image onto Facebook. There are several options listed to edit the photo such as tag friends, check in, add a caption, etc.

2. Select “Alt text” and override the generate alt text

Screenshot of a South Carolina flag with options to edit the photo. Editing options include: filters, tag, crop, text, alt text, and stickers.

Twitter
  1. Upload the image and select “Add description”

A screenshot of a South Carolina flag uploaded to Twitter. There are options to add descriptions, add captions, tag people, etc.

2. Add alt text description

A screenshot of the option to add alt text to images on Twitter.