Creating Accessible Document Checklist

The following is instructions on how to create acessible documents in Microsoft Word or Microsoft PowerPoint.

Font, Style & Spacing

  • No smaller than 12 ppt
  • Use 'sans serif' fonts only. Tyndale's in-house sans serif font is Calibri.
  • Keep headings consistent by using the Style settings (located in the Home tab).
  • Do not manually insert page numbers. Use the page number feature found in the 'insert' tab.
  • To start a new page, select the 'insert' tab and ' Page Break'.
  • Avoid manually adjusting spacing in documents. Use the 'Paragraph Formatting' menu found in the 'Home' tab.

Colour & Images

  • Stick to simple colours in documents like black and white, or use the Tyndale colours.
  • Select images that are recognizable and that have strong colour contrasts.
  • Ensure all images have alternative text (click on the image, open the 'Picture Format' tab and select 'Alt text').

Alternative Text- Moodle

  • Select the desired course from the main Dashboard page.Screenshot of Moodle dashboard page.
  • Enable "Turn Edit On" found in the top left corner (teal coloured button).Screenshot of Moodle Dashboard- Turn Editing On Highlighted in red
  • Select the week content is being added to. Select "Add and activity or resource".Screenshot of Moodle Add content button
  • Select "Label" (tag icon beside it) followed by "Add" at the bottom of the pop-up menu.Screenshot of Moodle Add content pop-up menu.
  • Select the first button, an Inverted L shaped arrow pointing towards the bottom the the screen, to open the drop down menu. Sceenshot of selection for Drop down menu in Moodle's Label feature
  • Select the "Image" icon.Screenshot of Moodle add image icon.
  • Upload the respective image.
  • Insert alternative text in the designated area (highlighted in red).Screenshot of Moodle Alternative Text feature- highlighted inr ed

Graphs & Charts

  • Always include a brief description below a graph/chart summarizing the information provided in the graph/chart.
  • Use simple charts and graphs with clear colour contrast and font no smaller than 12ppt.
  • Include a clear, enlarged image of any text smaller than 12ppt (ex: graph legend).

Columns, Tables & Textboxes

  • Avoid textboxes as much as possible. Add alternative text if you must use a textbox.
  • Inserting a Column: Select 'Layout' tab -- Select 'Columns'.
  • Inserting a Table: Select 'Insert' tab -- Select 'Table' (custom or premade).
  • Use the table heading and row header features found in the 'Table Design' tab, especially for tables longer than one page.

Accessibility Checkers & Exporting

Please use readable PDF's as much as possible or Microsoft Word documents as both have accessibility checkers Readable PDFs ensure documents are accessible. When converting a Word document to a PDF, use the "export" option on the file tab. Upon conversion, the PDF will be easily read by screen readers and searchable for assistive technologies.

  • To check accessibility in Microsoft Word or PowerPoint, go to 'File' - 'Info' - 'Inspect Document'- 'Check for Issues' - 'Check Accessibility'.
    To check if your document is accessible in Microsoft Word, go to File, Info, Check for Issues, Check Accessibility.
  • To convert a Microsoft document to PDF, use the 'Export' feature found in the 'File' tab. This transfers the style settings to the PDF copy.To export your Word document as a PDF, go to File, Export, Create PDF/XPS Document.

Power-Point Presentation

  • Speak in an even tone at a moderate pace while presenting.
  • Provide a brief verbal description of any images displayed on a slide.
  • If you are filming a presentation, face the camera to allow for lip and facial expression reading.
  • To check accessibility in PowerPoint, go to 'File' - 'Info' - 'Inspect Document'- 'Check for Issues' - 'Check Accessibility'

To check accessibility in PowerPoint, go to 'File' - 'Info' - 'Inspect Document' - 'Check for Issues' - 'Check Accessibility'

Closed Captions

  • All video content posted online must be accompanied by closed captions (AODA compliance) by January 2021.
  • Microsoft Teams now provides real-time closed captions during video calls. To turn on live closed captions first select "More Actions" (three dots)

Screen-shot of a Microsoft Teams call with the 'More Actions' option selected (highlighted in yellow)

  • Next, select "Turn on live captions (preview)" to turn on closed captions.

Screenshot of Microsoft Teams call. Highlighted 'Turn on live captions (Preview)' option.

  • Closed captions will appear at the bottom of the call screen.

Screenshot of Microsoft Teams call with closed captions appearing at the bottom of the call screen.

  • For more indepth resources on creating closed captions please see here .
  • For more information on how to upload closed captions to a Microsoft PowerPoint, please see here .

PDF Conversion (OCR)

  • Open Adobe Acrobat Pro through the VPN.

Screen shot of VPN main page- Adobe pro highlighted in red.

  • Click ‘Open’ and select the file you wish to convert. This will open the PDF in Adobe.

Screenshot of Adobe Pro main page- Open highlighted in red.

  • Select ‘View’.

Screenshot of Adobe Pro- View highlighted in red.

  • Select ‘Tools’.

Screenshot Adobe Pro- Tools highlighted in red.

  • Select ‘Accessibility’.

Screenshot of Adobe Pro- Accessibility highlighted in red.

  • A drop down menu will appear on the right side of the screen. Select ‘Recognize Text’.

Screenshot of Adobe Pro- Recognize Text highlighted in red.

  • Select ‘In This File’ from the drop-down menu.

Screenshot of Adobe Pro- In this file highlighted in red.

  • Select ‘All Pages’ then select ‘Ok’. The document will take a few moments to OCR scan the document. Save the document adding ‘Accessible’ to the file name.

Screenshot of Adobe Pro- All pages highlighted in red.