PDFs are one of the most common file types uploaded to the website and D2L. Many programs include accessibility checkers and/or tools to remediate documents. Below are some common programs and links to their directions.
Microsoft 365 (Word, PowerPoint, Excel)
Before you generate a PDF, use the Accessibility Checker (learn more about how to use this Microsoft tool) to add tags and resolve any issues in the document.
Follow these directions provided by Microsoft.
Be sure to follow the last two steps:
- In the Save As dialog box, select Options.
- Select the Document structure tags for accessibility checkbox, and then select OK.
Adobe Acrobat Pro
You can use the Prepare for Accessibility tool in Acrobat Pro to make a PDF document accessible after it has already been generated, or if you do not have the original file. Follow the directions to navigate to the Accessibility Checker Options.
The check will produce a list of accessibility issues with a dropdown providing details and ways to make fixes.
Please note, though, that this check doesn’t differentiate between essential and non-essential issues, so they suggest that you review all issues to determine which must be resolved and which do not. You may also not be able to fix all of the issues and may be required to go back to the original file or create a new one.
Tips for Creating Accessible Content
Follow these basics when making any file:
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Use headings for structure. These will also be tagged when you create the PDF and allow a user to navigate the file by section.
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Use good color contrast. Use the WebAIM Color Contrast Checker to verify your colors are accessible (i.e., if you have text with a colored background).
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Add alt text for images.
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Use simple layouts that are easy to navigate and understand.
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Use descriptive link text. For example, “comprehensive 2024 sales report” vs. “learn more.”
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Use legible fonts and font sizes.
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Use plain, simple language. Avoid using too much jargon or acronyms.
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Make sure color isn’t the only way you are conveying information.
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Keep important information in the body of the document, vs. the header or footer.