Word Documents

Because Microsoft Word documents are mainly text, they are usually considered accessible. However, when design elements like tables, columns, lists and images are incorporated in the document, it can render it inaccessible. To ensure your Word document is fully accessible, it is recommended that Stylesheets be used when creating the document. Stylesheets provide structure to the document using specific coding. When a student using screenreader software accesses the document, this coding is read by the screenreader and communicated to the student. Stylesheets can also be a time saver for the writer, particularly if you create your own templates.

PowerPoint

PowerPoint is a visual tool, used to help the presenter gain the attention of the audience and assist in the communication of his/her message. As such, PowerPoint slides should be simple in design - plain backgrounds, not a lot of text, visually stimulating. If you are loading each PowerPoint slide with text, consider creating a handout for your students instead. (Handouts can be posted on the course site, no printing required.) PowerPoint is to give meaning to your words, not take the place of them.

For accessible PowerPoint presentations:

• High colour contrast between foreground and background
• The CNIB recommends a minimum of a 16 pt. font, sans serif such as Arial or Helvetica
• Backgrounds should be plain, use pastel colours and avoid busy patterns
• Avoid cluttered screens (too many words, images or both) as they are confusing
• If uploading to a course site, save PowerPoint file as a .pdf

PDFs

WebCT

Although you can upload your Word documents to WebCT, it is recommended that they be converted to a filtered web page first and then uploaded. A screenreader reading a document directly off the Internet requires different coding than a digital document from computer files. It is simple to do:

• Use Stylesheets to create your Word document (see video above).
• Save it.
• Then click on Save As and save it as a filtered web page.
• Upload the filtered web page to WebCT.

Websites

An accessible web site is one that is easy to navigate, well organized and conveys information in a consistent, logical manner. Screenreaders can read the text on the screen, but images, graphs and charts can be meaningless to those with vision problems.

Some website basics:

• use <alt> tags on images
• Don't use graphics to communicate information - use text.
• Multimedia presentations such as videos require captioning or text transcripts
• Provide summaries of data tables.
• Keep navigation simple and consistent
• use contrasting text and background
• Don't initiate actions that can't be stopped
• Chunk text - use white space around text for easier reading/
• Don't use "click here." It is better to describe the link.

Resources