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.
-
Enable "Turn Edit On" found in the top left corner (teal coloured button).
-
Select the week content is being added to. Select "Add and activity or resource".
-
Select "Label" (tag icon beside it) followed by "Add" at the bottom of the 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.
-
Select the "Image" icon.
- Upload the respective image.
-
Insert alternative text in the designated area (highlighted in red).
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 convert a Microsoft document to PDF, use the 'Export' feature found in the 'File' tab. This transfers the style settings to the PDF copy.
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'
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)
- Next, select "Turn on live captions (preview)" to turn on closed captions.
- Closed captions will appear at the bottom of the call screen.
PDF Conversion (OCR)
- Open Adobe Acrobat Pro through the VPN.
- Click ‘Open’ and select the file you wish to convert. This will open the PDF in Adobe.
- Select ‘View’.
- Select ‘Tools’.
- Select ‘Accessibility’.
- A drop down menu will appear on the right side of the screen. Select ‘Recognize Text’.
- Select ‘In This File’ from the drop-down menu.
- 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.
