Digital Accessibility

It is important to format digital content so it can be read easily by everyone, and by screen reading technology. In order for screen readers to operate properly, content should be organized using headings, appropriate labels, and lists. Microsoft programs (Word, Outlook, PowerPoint, Excel, etc.) have built-in mechanisms to assist with this. The below recommendations are informed by the WCAG 2.1 AA guidelines, and links to instructions are included.

Headings

Formatted headings are used to identify and organize content. Heading-level conventions should be followed to show hierarchy (heading 1 for the main heading, heading 2 for a sub heading, etc.). Bold text alone is not sufficient, as screen readers do not recognize bold text as headings.

Resources for Headings

• Microsoft: Improve Accessibility with Heading Styles
• Microsoft: Modify or Create Headings or Other Styles

Bullets and Lists

When lists are needed, built-in list formats should be used (bullets or numbers). These should be formatted using built-in tools (in Microsoft, Canvas, or Adobe). Free-handed lists are not always recognized as lists by screen reading technology.

Resources for Bullets and Lists

•  Microsoft: Create a Bulleted or Numbered List

Tables

Tables should only be used to share and illustrate data; they should not be used to organize non-data information and make it look attractive. Tables should be simple, with no merged cells, rows, or columns. A header row and column headings should be used to describe the content of the table.

Resources for Tables

• Microsoft:  Create Accessible Tables in Word 

It is important to make sure that all text is readable for all individuals and for those to rely on screen reading technology. The guidelines below are based on the WCAG 2.1 AA technical standard.

Fonts & Sizing

Clean, sans-serif fonts should used, such as Arial, Verdana or Calibri. These fonts are simple and do not use embellishments or "feet." An example of a serif font would be Times New Roman. Some individuals have difficulty reading fonts with serifs or other embellishments.

The minimum font size in documents should be 11 point. White space should be included between paragraphs. In PowerPoint presentations, the minimum font size should be 24 point. Each individual user should have the ability to re-size the text up to 200%, while retaining all content, function, and readability.

Resources for Fonts & Sizing

• WebAIM Typefaces and Fonts
• Understanding Accessible Fonts & Typography for Section 508 Compliance

Color

While color can be used to make content appear more interesting, you need to make sure that your use of color does not create barriers for users. When using colorful text, please make sure that the meaning is being conveyed through the content of the text, not the color of the text. For example, please avoid color-coding content, or using color to create emphasis.

Contrast between the text and background is very important. The standard rule is a dark text on a light or white background, or sometimes a very light text on a very dark background. The Web AIM Color Contrast Checker can be used to make sure that your use of colorful text meets the WCAG 2.1 AA guidelines. The Microsoft and Canvas Accessibility Checkers also check for optimal color contrast.

Resources for Color Contrast

• Microsoft: Improve Accessibility with the Accessibility Checker
• Canvas Accessibility Checker
• WebAIM Contrast Checker

Text Movement

It is important to avoid content with flashing, moving, or blinking text (in a PowerPoint presentation, for instance). Text that flashes or blinks can trigger seizures or migraines in susceptible individuals. Electronic content should not contain any elements that flash or blink more than three times in a one-second period; it is best to avoid them if possible.

Resources for Text Movement

• WCAG Three Flashes or Below Threshold

PDFs can present an accessibility challenge. Often, when documents are scanned from paper to create a PDF, the resulting document renders as an image, instead of as a searchable text document. You can tell that a PDF is rendering as an image if the entire document turns blue when you click on it.

Scanned PDFs & Accessibility Concerns

When a PDF renders as an image, it is impossible for screen reading technology to read it. It also contains no formatted headings or tags which prevents users from searching the document for specific content. This can be remedied by running scanned PDFs through Optical Recognition using Adobe Pro. Adobe Pro is available from the ITS Helpdesk.

Resources for Accessible Scanned PDFs 

• Adobe: Scan a Paper Document into a Searchable PDF

General PDF Accessibility

It is important to make sure that accessible headings and formatting are used. One way to do this is to create an accessible document in Microsoft Word, and then save it as PDF using Adobe Pro. You are also encouraged to use the Adobe Accessibility Checker in Adobe Pro. It will check the entire document for accessibility and make suggestions for any necessary updates.

Resources for Accessible PDFs

• AU: Making PDFs Accessible
• Microsoft: Create Accessible PDFs

PDF Forms

If you are using PDF forms that individuals must fill out, it is important to clearly label each input field, indicating the desired input. The actual field itself should contain a label or tool tip of the expected content. 

Resources for Accessible PDF Forms

• WebAIM PDF Accessibility:  Accessible Forms in Acrobat

Sharing links is a good way to consolidate information and share content from multiple sources. However, the links must be easy for users to understand and they must also be readable by screen readers.

Descriptive Link Text

Using the URL or "click here" as the link text are both outdated practices and are not compatible with screen reading technology. Instead, you should use link text that indicates the destination of the link. If multiple links (to different destinations) are being shared, make sure that each link has its own unique text.

When to Use Descriptive Links

These recommendations should be followed while sharing links in any format that can be accessed electronically (document, email, course content, PowerPoint, etc.). 

Resources and Instructions for Creating Link Text

• AU: General Accessibility Guidelines
• WCAG: Master the Art of Accessible Link Text
• Canvas: Add an External Link to a Module
• Canvas: Add an Accessible Link in the Rich Content Editor
• Microsoft: Create Accessible Links

For all non-decorative images that convey information, alternate text must be included. Alternate text describes the image so anyone using a screen reader will understand what the image is showing. Alternate text must also be included for charts, graphs, and images of text.

Decorative v. Non-decorative Images

Decorative Images serve no purpose other than making the page or document look attractive. Unlike non-decorative images, they are not intended to convey information or carry meaning. Non-decorative images exist to help users further understand the information being shared.

Image Example

The image below was added to this page with the addition of alternate text. If you use a screen reader to read this page, it will read the alternate text as "Exterior of Herrick Library."

Adding Alt Text

Many programs, including Microsoft Word, prompt you to add alternate text when you add an image.  The Microsoft, Adobe, and Canvas Accessibility checkers will alert you to missing alternate text. 

Resources and Instructions for Alternate Text

• Accessibility: Image Alt Text Best Practices from Siteimprove
• AU: Alt Text Best Practices while using Cascade
• Microsoft: Improve Accessibility with Alt Text
• University of South Carolina: Charts & Diagrams Alt Text

When providing media content, it is important to make sure that captions are included for all videos. When creating videos yourself, you should use Panopto, which includes automatic captioning by default. In Panopto, creators have the ability to view the automatic captions and make corrections if necessary. When sharing YouTube videos, please make sure that they have closed captions available.

Audio Description and Transcripts

Any video-only content in videos should have an audio description. Text transcripts should be available for all videos and audio-only content (students can download these from the Panopto viewer). Transcripts are crucial not only for students with hearing impairments, but also for students with seizure disorders, who may have difficulty watching videos.

Resources and Instructions for Audio and Video Content

• Panopto: How to Edit Captions (Auto-captions are turned on)
• Panopto: How to Add Audio Descriptions
• YouTube: Search for Videos with Captions

All web-based content must be able to be navigated and accessed using a keyboard only (no mouse). Some individuals with motor disabilities or visual disabilities rely on using the keyboard for all navigation tasks. Some people without disabilities simply prefer to use keyboard shortcuts to navigate (example:  using the Tab key to move to the next field while filling out an online form).

Many of AU's supported tools and programs allow users to navigate using only a keyboard. To ensure accessibility, it is recommended that you test your content by navigating through it with the keyboard alone. Additional information about keyboard testing is available on WebAIM's Keyboard Accessibility page.

Keyboard Shortcuts for Frequently-Used Tools and Programs

The list below includes links to guidance for accessibility and keyboard-only navigation.

• Canvas Accessibility Standards 
• Microsoft Word Keyboard Shortcuts
• Microsoft Excel Keyboard Shortcuts
• Adobe Keyboard Shortcuts