How-To Guides

Google Workspace (Docs, Slides, Sheets)  

How to Find It:  

• Google doesn’t have a built-in checker, which means materials created in the Google Workspace will require a manual review of heading order, links, tables, images, etc. 
• Users can install the free Grackle add-on: Extensions → Add-ons → Get add-ons → Search 'Grackle Docs' (or Slides, Sheets), however the free version is limited; it can be used to check accessibility, but remediation assistance and accessible file outputs will require a license. 

Adobe Acrobat Pro (for PDFs)  

How to Find It:  

• Open the PDF  
• Go to Tools → Accessibility → Full Check  

What It Does:  

• Runs a comprehensive scan of your document’s structure, tags, reading order, and contrast  
• Lists issues in a left-hand panel  

How to Use the Results:  

• Expand each section to view flagged elements  
• Right-click an issue for tips or to fix manually  
• Use the Reading Order Tool to check content flow for screen readers  

Quick Win: Tagged PDFs are great – they include hidden accessibility markups called "tags" that provide a logical structure to a document, enabling assistive technologies like screen readers to interpret and present the content in a meaningful way, especially for users with visual impairments. But even tagged PDFs can have a broken reading order—always do an accessibility check!  

How to Make Course Content Accessible in the LMS

Follow these steps to make your content more accessible: 

• Use built-in LMS heading and formatting tools (not pasted styles). 
• Use Ally tool or LMS accessibility reports to identify issues. 
• Provide descriptive titles for all modules, files, and pages. 
• Ensure images have alt text and links use descriptive language. 
• Use built-in tools for tables, lists, and formatting (avoid screenshots). 
• Add captions to embedded video content or link to captioned sources. 

How to Use Ally or Panorama Tools in the LMS 

Follow these steps to make your content more accessible: 

• Open your LMS course and find the accessibility indicators (colored gauges/icons). 
• Click the icon to view an accessibility report for that item. 
• Follow the step-by-step instructions provided by Ally or Panorama. 
• Resolve flagged issues such as missing headings, images without alt text, or low contrast. 
• Use the course-wide report to identify common problems. 
• Reupload fixed documents to improve accessibility scores. 

How to Create Accessible PDFs (when necessary) 

Follow these steps to make your content more accessible: 

• Start with an accessible source document (Word or PowerPoint). 
• In Word, go to 'File' > 'Save As Adobe PDF' or 'Export'. 
• Ensure the PDF includes tags and bookmarks from styles. 
• Open the PDF in Adobe Acrobat Pro. 
• Use 'Accessibility' > 'Full Check' or 'Accessibility Checker'. 
• Review reading order and tag structure under 'Tags' panel. 
• Fix issues manually using Acrobat’s tools as needed. 

How to Use Heading Styles in Word and PowerPoint 

Follow these steps to make your content more accessible: 

• In Word: Select text you want as a heading. 
• Go to the 'Home' tab and choose 'Heading 1', 'Heading 2', etc. 
• Maintain a logical order (Heading 1, then Heading 2, etc.). 
• In PowerPoint: Use the slide title box instead of adding your own text box. 
• Avoid using bold or font size alone to indicate structure. 
• Screen readers use these heading styles for navigation. 

How to Create Accessible Links & Navigation 

Follow these steps to make your content more accessible: 

• Use descriptive link text (e.g., 'course syllabus' instead of 'click here'). 
• Avoid using full URLs as visible text unless required (e.g., in print). 
• Indicate if a link opens in a new window or downloads a file (e.g., [PDF], [New Tab]). 
• Ensure consistent navigation in your LMS: use clear module names and labels. 
• Avoid large blocks of underlined or blue text that may appear as links if they are not. 
• Test keyboard navigation using Tab and Shift+Tab to verify logical order. 

How to Use Appropriate Color Contrast

Follow these steps to make your content more accessible: 

• Use high-contrast combinations (e.g., black text on white). 
• Avoid red/green combinations or color-only communication. 
• Use the WebAIM Contrast Checker (webaim.org/resources/contrastchecker). 
• Ensure a contrast ratio of at least 4.5:1 for normal text. 
• Avoid background images or gradients behind text. 
• Preview your materials using grayscale or color-blind simulation tools. 

How to Add Alt Text Image Descriptions 

Follow these steps to make your content more accessible: 

• Right-click the image and choose 'Edit Alt Text' (in Office). 
• Write a concise description (under 125 characters for simple images). 
• Decorative images: Check 'Mark as decorative'. 
• Complex charts/graphs: Summarize or link to a long description nearby. 
• Avoid phrases like 'Image of...' or 'Picture of...'. 
• Describe function and meaning, not just appearance. 

How to Add Captions and Transcripts for Audio/Video 

Follow these steps to make your content more accessible: 

• For Zoom recordings: Enable 'Live Transcript' and save recording to the cloud. 
• Edit captions in Zoom > My Recordings > Audio Transcript. 
• For YouTube: Upload your video and choose 'Subtitles' > 'Auto-sync' or upload an SRT file. 
• Review and edit captions for accuracy, speaker labels, and punctuation. 
• For Panopto: Use 'Captions' tab under the 'Edit' screen to import and correct auto captions. 
• Provide a transcript for audio-only content (e.g., podcasts or lectures). 

How to Improve Accessibility in the Humanities & Arts

Follow these steps to make your content more accessible: 

• Provide detailed image descriptions for visual artwork (alt text + nearby narrative context when needed). 
• Include transcripts and captions for performances, interviews, and music-based materials. 
• Ensure digital documents use proper heading structure and font size. 
• Use plain language to introduce complex or translated materials, when possible. 
• Tag foreign-language content correctly using language attributes (for screen reader pronunciation). 
• Include accessible transcriptions and metadata for historical documents when available. 

How to Improve Accessibility in the Social Sciences

Follow these steps to make your content more accessible: 

• Ensure surveys and research instruments are screen-reader accessible (clear tab order, labels, headings). 
• Provide alt text for maps and visual data. 
• Caption or transcribe audio/video of interviews or field recordings. 
• Summarize key findings in plain language or structured lists. 
• Hyperlink citations by title (not URL) and avoid linking to scanned PDFs. 
• Provide data tables or summaries for infographics and charts. 

How to Improve Accessibility in STEM

Follow these steps to make your content more accessible: 

• Use MathML or LaTeX to create accessible equations, especially for screen reader compatibility. 
• Avoid inserting equations as images—if necessary, add alt text or link to a LaTeX-rendered version. 
• Provide data tables alongside charts and graphs to convey the same information textually. 
• Use alt text to describe graphs, including trends, labels, and axes. 
• Ensure scientific symbols, chemical formulas, and notation follow proper semantic formatting. 
• Provide alternative formats for simulations or lab procedures (e.g., transcript, narrated video, written steps).