Accessible Documents Training for KY-SPIN

Screen readers

What is a screen reader?

A screen reader is a piece of software that helps people with visual impairments interact with computers and digital devices.
It works by converting on-screen information like text, buttons, and menus into spoken audio or braille output.
Essentially, a screen reader makes it possible for visually impaired individuals to access websites, apps, and other digital content.

Who uses screen readers?

People without vision, with limited vision, and with limited language, cognitive, or learning abilities use screen readers to access digital information.
If a website or app is not accessible due to visual limitations, screen readers help remove this barrier.
In the United States alone, over 7 million people have some form of visual disability, making screen readers a critical tool.

Common screen readers

• JAWS (Job Access With Speech): A popular screen reader for Windows.
• NVDA (NonVisual Desktop Access): A free and open-source screen reader for Windows.
• Windows Narrator: A built-in screen reader tool in Windows 11 that reads text and describes on-screen elements aloud. How to turn on and use Narrator in Windows 11 | Microsoft Learning Center
• VoiceOver: Built into Apple devices (like iPhones and Macs), it provides both speech and Braille output. Turn on and practice VoiceOver on iPhone | Apple
• TalkBack: Google’s screen reader for Android devices. Turn on TalkBack | Android Accessibility
• Orca: Open-source screen reader for Linux systems.

Screen reader demonstrations (prerecorded)

• Open and read a PDF flyer
• Open and read a remediated PDF flyer
• Descriptive & unique link names
• PowerPoint (bad PDF)
• PowerPoint (good PDF)

Fonts, text and type

While the web versions of the Microsoft 365 apps offer a limited number of features, they do support many of the accessibility features needed for creating universally designed and accessible documents.

Font selection

Changing the default font can make your print or electronic document more readable for everyone. Font choices are subjective; use what you think looks best but ask someone else to weigh in on your choices.

Text size and formatting

Generally, the base document font should be size 12-14pt for body text and 18-20pt for headings. Experiment with your font’s weight (light, regular, bold), kerning (the amount of space between letters), word spacing, and line spacing to find something practical that communicates your message.

• Text should be left-aligned or justified if possible so that it can be scanned easily.
• For best readability, limit your use of italics.

To change your font settings in Microsoft 365, select the Home tab in the ribbon. Select the Font Dialog Box Launcher (the small arrow icon in the bottom-right corner of the Font group). When using the desktop versions (as opposed to the web versions) of Microsoft 365, you can also use the keyboard shortcut (see the table below).

Software	Keyboard shortcut
Word	Ctrl+D
Outlook (Composing email)	Ctrl+D
PowerPoint	Ctrl+T
Excel	Ctrl+Shift+F

Table 1: Keyboard shortcuts for editing fonts in Microsoft 365

Headings and the Styles pane

The Styles pane (located on the Home tab of the ribbon) helps you format your text in a consistent way and add structure to your document to make it easier to navigate. Currently, Word documents and Outlook emails support Styles. Applying headings to the sections and parts of your document adds a logical hierarchy to the information. Users can use the Navigation Pane (View tab > Show > Navigation Pane) to see the headings and find what they need quickly. Word can use the headings to create sitemaps or tables of contents on the fly. The Styles pane allows you to reformat all the text in your document easily by updating it in one place.

To open the Styles task pane in Word, select the Home tab in the ribbon; in Outlook, create an email message and navigate to the Format text tab in the ribbon. Select the Styles task pane launcher (the small arrow icon in the bottom-right corner of the Styles group). You can also use the keyboard shortcut Ctrl+Alt+Shift+S in either program to launch the Styles pane.

Using styles will ensure that your document’s structure carries over to other formats like HTML or PDF. It also allows you to create consistent documents and templates. Once you’ve selected a font and set paragraph indents and spacing, right-click on the Normal style in the Styles pane and select Update Normal to Match Selection. This will make all of the Normal text follow the same rules. Your Heading styles should automatically update to match the new font as well.

When possible, use the built-in numbered heading styles (Heading 1, Heading 2, etc.). You can change the style of the headings in the same way that you changed the Normal style above. Format your heading, then right-click on Heading 1 in the Styles panel. Select Update Heading 1 to Match Selection. You can do the same for heading levels 2-6. As the content creator, Styles allow you to quickly reuse formatting changes like font size, paragraph borders, indents and spacing.

Readability

Make sure that the information in your document makes sense to everyone, no matter how they might be accessing it.

1. If you are creating a list, be sure to use the list tools instead of typing numbers or indenting paragraphs manually. Bulleted and numbered lists can be found on the Home tab of the ribbon in the upper left corner of the Paragraph group.

2. Don’t use color alone to convey information. A person who is colorblind or who is listening to the document read aloud could miss critical information.

3. Be sure to add plenty of whitespace around the text in your document to make it more readable. To add space between paragraphs or headings, use paragraph settings instead of empty returns / paragraphs.

Paragraph settings

To change your paragraph settings, select the Home tab in the ribbon. Select the Paragraph Dialog Box Launcher (the small arrow icon in the bottom-right corner of the Paragraph group). You can save the paragraph formatting as a style using the Styles panel for the Normal style or create a style of your own for certain paragraphs within a document.

Screenshot 1: Paragraph Dialog Box – Word/Outlook 365

Screenshot 2: Paragraph Dialog Box – PowerPoint 365

PDF files

The Portable Document Format (PDF) is a standardized file type used for sharing both static and interactive documents. The original PDF specification was released by Adobe in 1993 as a proprietary standard; the company released it as an open standard (ISO 32000-1) in 2008.

Why PDF?

• Consistency: PDF files retain their formatting across different platforms, making them ideal for sharing documents without worrying about compatibility issues.

• Availability: Since PDFs are based on an open format, they can be read without purchasing special software. All major web browsers, for example, support the viewing of PDFs. A Microsoft Word DOCX file, for example, cannot be opened without software provided

• Security: PDF files can be password-protected and encrypted, ensuring sensitive information remains confidential.

• Accessibility: PDFs can include interactive elements and are easily navigable with bookmarks and hyperlinks. They also support assistive technologies for people with disabilities, such as screen readers and Braille displays.

However, it’s essential to note that while PDFs have their advantages, they are not always the best choice for every situation. Consider the following factors before using a PDF:

• Content Type: If your document is primarily informational, consider sharing it on a web page instead. HTML content is generally more accessible than PDFs, especially on mobile devices.

• Forms: For forms, using web-based forms (e.g., Google Forms or Qualtrics) is often more efficient and accessible than PDF forms.

PDF Software

There are numerous free and paid software options for creating PDFs. These include PDF printing capabilities built into all major operating systems and document processing programs like LibreOffice, Microsoft 365, WordPerfect, Google Docs and Pages. Firefox, Chrome, Edge, and other major web browsers are bundled with in-browser PDF viewers.

Editing PDF files or creating them from scratch is daunting, difficult, and confusing. For most users, creating the document in a different software (like the document processing software above) and then exporting the file as a PDF is a much better workflow. For those who do need to edit PDF files directly, Adobe Acrobat is the most full-featured editor. LibreOffice Draw, Inkscape, and standalone software like PDFedit are examples of free, open-source PDF editors. Additionally, some web apps offer free PDF editing and annotation tools.

PDF structure

Whenever possible, it’s better to go back to the original "source" file and add accessibility features there. This way, you won’t have to keep fixing the same issues in Acrobat for future versions of the PDF.When checking or remediating a PDF in Adobe Acrobat, there are 3 main panels that allow us to control the way content is presented to the user.

1. Content panel: The Content panel shows all of the content objects that make up the document. It is a hierarchical view which includes the text, image, and containers that comprise the document. Objects are listed in the order in which they appear in the document. Deleting an object from the Content panel will remove the item from the page as well.
2. Reading order panel: The Reading order panel is a simple and fast way to fix the order in which text is read and solve basic tagging issues in a PDF. When you use this tool, it shows you the sequence of content on the page.
3. Tags panel: The Tags panel allows you to view and edit tags in the logical structure tree, or tags tree, of a PDF. In the Tags panel, tags appear in a hierarchical order that indicates the reading sequence of the document. Though you can correct most tagging issues by using the Reading order panel, you must use the Tags panel to address detailed tagging of tables and substructure items like paragraphs, lists, and sections that require multiple languages. Add tags manually to a document in the Tags panel only as a last resort.

Checking PDF accessibility

Checking a PDF for accessibility is intimidating for those who haven’t done it. It’s a simple process, though, especially when starting from a good source document. Testers can use the Each document is unique but follows the same basic process:

1. Check the Document properties.
2. Verify the sequence of elements using the Reading order pane.
3. Use the Tags panel to check tables and decorative content.

Document properties

The Document properties dialog includes several important things we need to check to ensure accessibility. To access the Document properties for an open PDF in Acrobat, select Menu > Document properties. You can also use the keyboard shortcut Ctrl+D.

Description tab

The Description tab (see screenshot below) contains the most basic information about the PDF. The most important field on this page is the Document title. The Document title shows up in the title bar of the viewer and is what a screen reader or other AT will recognize as the name of the file. While a descriptive filename helps readers find the files they have saved, the title gives us the opportunity to add more context and information.

Security tab

The Security tab allows you to lock the PDF so that onlly certain changes can be made by other users. Regardless of the settings you select, you must ensure that Content Copying for Accessibility is set to Allowed. If it isn’t, assistive technology users won’t be able to find the content.

Initial view tab

The Initial view tab gives you the option to control what the viewer will see when they open your document for the first time. If you have a very long document organized using Bookmarks, for example, you might want to have the Bookmarks panel open automatically. For accessibility purposes, make sure that the Show dropdown in the Window options group is set to Document title (rather than File name). This makes sure that the Document title shows in the title bar.

Advanced tab

On the Advanced tab, make sure that the Language dropdown in the Reading Options group is set and matches the primary language of the document.

Building a good base – PowerPoint

Microsoft PowerPoint is a presentation software. It allows users to create visually appealing slideshows containing important information, charts, images, and videos for presentations. You can use build engaging presentations from scratch or use templates. The software offers features like adding transitions, animations, and cinematic effects. Like other Microsoft productivity tools, PowerPoint includes features for maximizing accessibility for assistive technology users.

Layout and reading order

• Create a presentation with simple and clean slide layouts.
  • Every slide must have a descriptive title.
  • Each title must be unique.
  • You can select a layout from the New Slide menu (Screenshot 1 below) when you create a slide. You can also change the layout by selecting Slide layout from the Slides group in the Home tab of the ribbon.
• Avoid using colored or patterned backgrounds that make it difficult to read content on the slide.
  • Make sure there is sufficient contrast between the background and text colors.
• Choose easy-to-read fonts for text and headings.

Slide Masters

It is possible to make changes to all slides within a presentation, like changing the text size of all slide titles. You can also make changes to a specific slide layout, or even create new custom layouts. All of these changes are possible in the Slide Master view. This view allows you to create accessible layouts that meet the needs of the presentation while maintaining a proper heading structure and reading order.

To access the Slide Master view, select the View tab in the ribbon. The Master Views group includes the slide, handout, and notes masters; select Slide Master. This will open the Slide Master tab in the ribbon (Screenshot 1 below) and allow you to make edits.

Screenshot 1: Slide Master ribbon tab in PowerPoint 365

Slide Master tab controls

The Edit Master group contains the top-level contorls. You can add additional Slide Masters if you have other layouts saved or want to use a different theme for a section of your presentation. Choose Insert Layout to create a new layout from scratch. If there is a layout that you don’t need, you can Delete it. Once you have a layout that meets all of your needs, use the Rename tool to give it a meaningful name. When you create a new slide in the presentation, the Layout’s name in the Slide Master is what is displayed in the Layout menu.

The Master Layout group contains tools for adding placeholders and title elements to the Slide Master. Using placeholders instead of textboxes ensures easy edits and helps to maintain the reading order for the slide. Select Insert Placeholder to add a new content control. PowerPoint allows you to specify the type of content you want to allow in the placeholder. You can also toggle the Title and Footers using checkboxes.

Note: For accessibility purposes, all slides must have a title, even if it’s hidden. Each slide title should be unique.

The Edit Theme tool makes it easy to apply visual styling to your Slide Master. You can select from the built-in themes or select Browse for Themes to load a theme file downloaded from the internet. Microsoft Create offers dozens of beautiful (and free) PowerPoint templates that can be customized to match the users’ colors and branding.

The Background group includes advanced tools for modifying your template. You can change the slide backgrounds, set your preferred fonts, and choose a color scheme.

Once you’ve finished your edits to the Slide Master, select Close Master View to return to your presentation. You can save this presentation as a template if you wish by selecting File > Save As and changing the file type to PowerPoint Template (.potx). This will allow you to create presentations in the future that utilize the same Slide Master settings.

Check the reading order

Reading order is important when creating for accessibility. By default, PowerPoint adds items to the reading order based on the order they were added to the slide. To modify the reading order, right-click an element like a textbox or graphic. Select Bring Forward, Bring to Front, Send Backward, or Send to Back from the Context menu. These will change the reading order as well as the visual presentation. You can also change the reading order in the Selection panel (Screenshot 2). Navigate to Home > Editing > Select > Selection Pane or use the keyboard shortcut Alt+F10. You can drag and drop the elements to reorder them or use the up and down arrows.

Screenshot 2: Selection Pane in PowerPoint 365

Columns

Sometimes a slide contains information that is best presented in multiple columns. Assistive technology cannot read information in the correct reading order when tabs or spaces have been used to create the look of content being divided into columns. To format columns, select the textbox or placeholder. Select the Home tab in the ribbon. In the Paragraph group, select the Add or Remove columns button (Screenshot 3) and choose the number of columns you need.

Screenshot 3: Add or Remove columns panel in PowerPoint 365

Data tables

When presenting data in PowerPoint, a table with text is much more accessible than an image of a table. Tables should only be used for presenting information that is related by columns and rows, never for formatting or layout.

Note: Complex data tables cannot be made accessible in PowerPoint. If you must use a complex table, you will need to convert the presentation to another format such as PDF.

To create a table, navigate to the Insert tab in the ribbon. Select the Table button and choose the number of rows and columns you need (Screenshot 4). Depending on the theme for the slide, the table may already include some basic styling and formatting.

Formatting tables for accessibility