{"id":414,"date":"2019-08-12T14:36:00","date_gmt":"2019-08-12T14:36:00","guid":{"rendered":"http:\/\/sites.monroecc.edu\/web-standards\/?page_id=414"},"modified":"2024-08-26T15:12:58","modified_gmt":"2024-08-26T15:12:58","slug":"create-accessible-content-documents","status":"publish","type":"page","link":"https:\/\/sites.monroecc.edu\/web-standards\/accessibility\/create-accessible-content\/create-accessible-content-documents\/","title":{"rendered":"Accessible Documents"},"content":{"rendered":"<h1>Accessible Documents\u00a0<\/h1>\n<h2>PDF or Web Page?<\/h2>\n<p>Just like web pages, documents on websites need to be accessible. Generally, it&#8217;s easier to make a web page accessible than a document. Also, web pages respond well to mobile viewing. (Have you ever tried to read a PDF on your phone?) So, before putting in the extra work to make a document accessible, consider whether it\u2019s necessary to distribute it electronically. Is this information already on the website? Is this a flyer for print purposes? Would a webpage that has built-in accessible styles be sufficient? If your answer was <em>yes<\/em> to any of these questions, please submit a <a title=\"Opens internal link in new window\" href=\"https:\/\/www.monroecc.edu\/go\/request\/\" target=\"_blank\" rel=\"noreferrer noopener\">Technology Services Support Request Ticket<\/a> for the MCC Web Team to assist you in creating a webpage from your document.<\/p>\n<p>When you must distribute a document electronically (on a website or by email), create it with accessibility in mind: make your documents accessible before you convert them to PDFs. If you plan to remediate current documents, we recommend you review them first to cut down on your remediation work.\u00a0\u00a0<\/p>\n<h2><a id=\"doc-types\"><\/a>Starting with the Source Document<\/h2>\n<p>With a little work, you can make your documents accessible to all of your readers. Whether revising an existing document or creating a new one, the best place to start is at the beginning \u2013 with the source document. Here are a few things to know:<\/p>\n<ul>\n\t<li>The easiest source document to work with is Microsoft Word. You can identify a heading structure using the &#8220;Styles&#8221; tool, and use Microsoft\u2019s \u201cCheck Accessibility\u201d tool to fix most issues before creating the PDF.\n\n<ul>\n\t<li><strong>Note:<\/strong> Microsoft\u2019s default template uses shades of blue that fail <a href=\"https:\/\/sites.monroecc.edu\/web-standards\/accessibility\/create-accessible-content\/create-accessible-content-documents\/text-color\/\">contrast requirements<\/a>. (There isn\u2019t enough color variation between the white background and the blue text.) We recommend using one of MCC\u2019s templates which can be found on the M Drive (M:\\Offices\\Shared\\TYPO3 Training Materials\\word-templates-and-instructions).<\/li>\n<\/ul>\n<\/li>\n\t<li>When using Microsoft PowerPoint, we recommend using the MCC templates and following the formatting. The designated headings will transfer to Acrobat. Creating your own headings might not be tagged correctly in Acrobat. This will cause problems for those with screen readers. PowerPoint also has a \u201cCheck Accessibility\u201d tool.\n\n<ul>\n\t<li>Most PowerPoint presentations contain little text. They \u201cannounce\u201d or summarize the topic that the speaker is about to cover\/discuss. It might make more sense to write the content of the presentation to a Word document, using any charts or images from PowerPoint.<\/li>\n<\/ul>\n<\/li>\n\t<li>Adobe InDesign can be difficult to make accessible. An InDesign file needs the same characteristics as a Word document: a heading structure, lists that are tagged as such (not a bullet symbol, number, or letter followed by text), and a proper reading order. There is no built-in tool to check your InDesign file for accessibility.<\/li>\n\t<li><a id=\"publisher\"><\/a>Microsoft Publisher designs documents for <em>print only<\/em>. It also does not have Microsoft\u2019s \u201cCheck Accessibility\u201d tool. If you would like a Publisher document distributed electronically, we recommend that you create a web-friendly version in Microsoft Word. It might not look the same, but all viewers will be able to access the content.<\/li>\n\t<li>Microsoft Visio also does not have the \u201cCheck Accessibility\u201d tool. In order to make process flow and organizational charts accessible, you will need to create a text outline version.\n\n<ul>\n\t<li><strong>Example:<\/strong> The <a title=\"Opens PDF in new window\" href=\"https:\/\/www.monroecc.edu\/fileadmin\/SiteFiles\/GeneralContent\/depts\/president\/documents\/MCC_Organization_Chart.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">MCC Organizational Chart (PDF)<\/a> begins with graphical Visio charts and follows with a text version.<\/li>\n\t<li>Additional information can be found on the <a href=\"https:\/\/sites.monroecc.edu\/web-standards\/accessibility\/create-accessible-content\/accessible-org-charts\/\">Accessible Organizational and Process Flow Charts page<\/a>.<\/li>\n<\/ul>\n<\/li>\n\t<li>Canva is a free-to-use online graphic design tool. Unfortunately, we <strong>do not support this tool<\/strong>. It produces hit-or-miss results concerning accessibility. The Web Team often cannot make the resulting PDF accessible.<\/li>\n<\/ul>\n<p>Now that you&#8217;ve determined the best program in which to create or edit your source document, let&#8217;s make it accessible!<\/p>\n<ul>\n\t<li><a id=\"access-doc\"><\/a><a title=\"Opens internal link in current window\" href=\"https:\/\/sites.monroecc.edu\/web-standards\/accessibility\/create-accessible-content\/create-accessible-content-documents\/accessible-word-documents\/\">Making Accessible Word Documents<\/a><\/li>\n\t<li><a title=\"Opens internal link in current window\" href=\"https:\/\/sites.monroecc.edu\/web-standards\/accessibility\/accessibility-checkers\/#checkers\">Checking PDF Accessibility<\/a><\/li>\n<\/ul>\n<div style=\"width:100%;background:none;line-height:18px;padding:15px;margin-bottom:22px;border:2px solid #e9916e;\">\n<p><strong>Please Note:<\/strong> Documents need to be checked for accessibility\u00a0<strong>every time<\/strong> you make a change. Whether you add an image or remove some text, rerun the accessibility checker for the source file (if one) followed by running the Accessibility Report in Adobe. Checking for accessibility is an ongoing process!<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>Accessible Documents\u00a0 PDF or Web Page? Just like web pages, documents on websites need to be accessible. Generally, it&#8217;s easier to make a web page accessible than a document. Also, web pages respond well to mobile viewing. (Have you ever tried to read a PDF on your phone?) So, before putting in the extra work [&#8230;]<\/p>\n","protected":false},"author":21,"featured_media":0,"parent":373,"menu_order":2,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-414","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/sites.monroecc.edu\/web-standards\/wp-json\/wp\/v2\/pages\/414","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/sites.monroecc.edu\/web-standards\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/sites.monroecc.edu\/web-standards\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/sites.monroecc.edu\/web-standards\/wp-json\/wp\/v2\/users\/21"}],"replies":[{"embeddable":true,"href":"https:\/\/sites.monroecc.edu\/web-standards\/wp-json\/wp\/v2\/comments?post=414"}],"version-history":[{"count":98,"href":"https:\/\/sites.monroecc.edu\/web-standards\/wp-json\/wp\/v2\/pages\/414\/revisions"}],"predecessor-version":[{"id":2120,"href":"https:\/\/sites.monroecc.edu\/web-standards\/wp-json\/wp\/v2\/pages\/414\/revisions\/2120"}],"up":[{"embeddable":true,"href":"https:\/\/sites.monroecc.edu\/web-standards\/wp-json\/wp\/v2\/pages\/373"}],"wp:attachment":[{"href":"https:\/\/sites.monroecc.edu\/web-standards\/wp-json\/wp\/v2\/media?parent=414"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}