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How to Create Accessible Documents

April 29, 2011, 11:00 am

Earlier this month, Cory wrote about the Microsoft Office Accessibility Checker, a simple software tool that allows you to check your documents automatically for potential accessibility problems. Essentially, accessible design is what allows people with disabilities–as well as people without–to be able to access your content.

Creating accessible documents is not hard, but you have to know what you’re doing. For one thing, it’s important to consider the perspectives of the various people who might be using your document. If you’re interested in learning the nuts and bolts of how to create such documents, a number of helpful tutorials have been created by WebAIM (Web Accessibility In Mind), a non-profit at Utah State University, part of their Center for Persons with Disabilities.

  • How to create accessible Microsoft Word documents: “This article will cover several things that you can do to make web content created in Word more accessible.”
  • How to create accessible OpenOffice.org documents: “OpenOffice.org is a free, open source office suite, often compared to Microsoft (MS) Office. Although it is not as popular as Microsoft Office, it provides almost all the features your average user will use in an Office Suite and even some features not available in Microsoft Office. Whether documents are going to be accessed in Writer or exported to a more common format, there are several things you can do to increase the native accessibility of documents in OOo Writer.”
  • How to create accessible PDF documents: “PDF files are not typically created in Acrobat. They are usually created in another program and converted to PDF. There are dozens or probably hundreds of programs that can create PDF files, but very few of them produce tagged PDF files. If you are using Microsoft Word or PowerPoint, OpenOffice.org Writer, or Adobe tools such as InDesign, you can often create accessible, tagged PDF files without opening Acrobat.”
  • How to create accessible PowerPoint files:”Microsoft PowerPoint is one of the most popular tools for creating slide show presentations. It is often used to organize thoughts for a meeting or lesson, to present key points in a live presentation, and even to create handouts. This article outlines how to can make PowerPoint files more accessible on the web.”
  • How to create accessible Web content using . . .

How about you? Do you have any recommendations for user-friendly tutorials about creating accessible documents? Have you found any software particularly helpful for creating–or evaluating–such documents? Let us hear from you in the comments!

[Image created using a Creative Commons-licensed flickr photo by Ivan Walsh]

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  • jfetter

    It strikes me as more than a little disturbing that, even now in 2011, the progressive, generally left-leaning media can even contemplate covering a gang rape of an 11-year-old as the victimization of a town or as somehow, implicitly, the victim’s or victim’s parents’ fault. But, oh wait, the whole idea of the child is nothing more than a construct, according to Essig. SO where does that leave us? Should we be talking about an 11-year-old woman and not worrying too much about whether she has sex, consensual of course, with men of various ages? The hard biological reality is that there is a vast difference both in the bodies and brains of young children and even young adults. Children, or should I say immature humans, simply are not in a position to consent to sex, and their bodies not to say their minds may be irreparably damaged by it. Therefore, Essig’s attempt to use the victim’s age to incite even more outrage than one would feel at a similar attack on a fully grown woman is entirely disingenuous, since she holds the line between child and adult to be a complete fabrication. And as to the claim that childhood is a creation of the Victorian era, I would recommend reading any number of Greek, Latin, older English, and other texts that talk about children, young adults, etc and the difference in maturity levels between them. John Locke, for instance, places a lot of weight on the distinction between those who have achieved the ability to use reason and those who are still developing that ability. Going back even earlier, Plato and Aristotle discuss the different types of education appropriate at different ages. In other words, the claim that the child was “invented” by the Victorians is completely absurd and, it seems, detracts from Essig’s more basic and, I think, more powerful argument that the color of a rape victim’s skin still determines the manner in which the attack against her is portrayed and interpreted. This in itself is bad enough; no need to muddle things with a bunch of postmodern nonsense about how everything is constructed, especially when it isn’t.

  • http://twitter.com/SteveBuell Steve Buell

    There is a great resource called the “Accessible Digital Office Document (ADOD) Project” at http://adod.idrc.ocad.ca/

    It benchmarks the output against the Web Content Accessibility Guidelines (WCAG 2) and the tools themselves against the Authoring Tools Accessibility Guidelines (ATAG 2).Covers many different products and versions and presents the information in several different formats as well.

    You really should check it out..
    (I have no affiliation with this project)

  • http://ProfHacker.com George H. Williams

    Thanks, Steve! I was unaware of that resource.

  • maxbini

    A common mistake made is to assume that a scanned document is “electronic” and therefore meets accessibility requirements. A scanned document is an image and is not recognised as text by screen reading software: it has to be converted by OCR software and often edited as well. A simple test is to check to see whether you can actually get into the document and highlight individual words or sentences and even cut and paste out of it. If you can, then so can the person with the print disability and so can screen reading software. the person can then also make any changes they require such as contrast and text size.
    As education providers are increasingly trying to incorporate technology and interactivity into documents and texts and lectures, this will raise new problems for those with a print disability.

  • kaitlinwalsh

    This is a timely post, as we were just discussing accessibility and multimedia (especially YouTube) in my office this week. I need to do a little digging in the ProfHacker archives, as I seem to remember that the topic has come up before. We will certainly be putting these resources to good use.

  • valorarich

    I agree, this is a timely post. We are in the process of developing an entire online course towards this topic.We want to consolidate information and make it specific to our institution. I am very glad that attention is being brought to this topic. Thanks! :-)

  • pokerpoodle

    Keep in mind that although Lancet is considered a scholarly journal, it is not a peer reviewed journal and this is not ophthalmic research.  The article is written by optometrists. A whole bunch more research needs to be done in this area since the mechanism causing the problem is supposed to be lack of exposure to sunlight and therefore reduced sythesis of vitamin D.  You would have thought there would have been a whole bunch of people developing myopia before it suddenly afflicted Asians.

  • yinw1476

    Part of it is genetic.  My daughter was near sighted before she went to school. 

  • educationfrontlines

    Each morning, at schools across China, students conduct regular “eye exercises” aimed at reducing the eye strain that comes with the continual up-close focusing that comes with intense and prolonged reading.  

    These percentages were just as high when I taught in Hong Kong 1975-78. This “epidemic” has been longstanding and is far better understood in China than is reflected in this summary or the Lancet article.

    There is a troubling tone to the title of this brief snippet: “… Caused by Too Much Studying.” 
    Really?  (If only America had this problem on a large scale.)

    John Richard Schrock

  • jnbarnes

    The Lancet IS peer-reviewed according to their website: http://www.thelancet.com/lancet-information-for-authors/how-the-lancet-handles-your-paper.

    The authors listed are NOT optometrists according to the paper: ARC Centre of Excellence in Vision Science, Research School of Biology, College of Medicine, Biology and Environment, Australian National University, Canberra, Australia (Prof I G Morgan PhD); Department of Preventive Ophthalmology, Zhongshan Ophthalmic Center, Sun Yat-sen University, Guangzhou, China (Prof I G Morgan); Department of Ophthalmology and Visual Science, Graduate School, Tokyo Medical and Dental University, Tokyo, Japan (Prof K Ohno-Matsui MD); Saw Swee Hock School of Public Health, National University Health Systems, Singapore (Prof S-M Saw PhD); and Singapore Eye Research Institute, Singapore (Prof S-M Saw). 

    This is assuming I found the correct aforementioned paper, Lancet 2012; 379: 1739–48. Could someone actually put a citation in these blog posts so that the article is easily found? This was in the previous issue of The Lancet.

    The jab at the mechanism seems gratuitous, the authors clearly state more needs to be done “Further progress in our understanding of the natural history of pathological myopia is thus essential, and while there have been some promising developments in treatment, more effective treatments are still required.” 

    Finally, this tertiary reporting…. CHE reporting what the WSJ says about a Lancet article…. just seems to be trolling for something to put on the CHE site and not real reporting, I ca’t tell if the blogger actually read the Lancet or just the WSJ. 

  • wbjeffries

    Is there a higher incidence of hyperopia when you spend too much time in class looking out the window?

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