Presenations and meetings

All about tables: creating accessible tables in MS Word, PowerPoint, PDF, and in Canvas

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Tables can be a good way to communicate data trends in an accessible way. Try to avoid creating super complex tables as these are less understandable for people using screen readers. It can be beneficial to break complex tables into two or more simple table. To create accessible tables in your favorite application, look for the way to specify header cells, one of the essential features of an accessible table. An accessible table also should include a caption describing it or a heading about the table directly above it.
Here are some descriptions of creating accessible tables in different apps:
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MS Word

  • To create an accessible data table in MS Word go to ‘Insert’ > ‘Table’ and draw out the table’s rows and columns.
  • header cell 1
  • header cell 2
  • header cell 3
  • header cell 4
  • col 1, row 2 data
  • col 2, row 2 data
  • col 3, row 2 data
  • col 4, row 2 data
  • col 1 row 1
  • col 2, row 3
  • col 4, row 3
  • col 4, row 3 data
  • Select the table and then click on the ‘Table Design’ widget. Enter the name of your header cells in the first row and make sure ‘Header Row’ is checked in the table Design settings.

Check out this How to Make Tables Accessible in MS Word video for more information and tips to make the tables accessible.

MS PowerPoint

  • To create an accessible data table in MS PowerPoint go to ‘Insert’ > ‘Table’ and draw out the table’s rows and columns.
  • header cell 1
  • header cell 2
  • header cell 3
  • header cell 4
  • col 1, row 2 data
  • col 2, row 2 data
  • col 3, row 2 data
  • col 4, row 2 data
  • col 1 row 1
  • col 2, row 3
  • col 4, row 3
  • col 4, row 3 data
  • Select the table and then click on the ‘Table Design’ widget. Enter the name of your header cells in the first row and make sure ‘Header Row’ is checked in the table Design settings.

Check out this Table Accessibility in PowerPoint video for more information and tips to make the tables accessible in a presentation.

 

Acrobat PDF

  • With PDFs, it’s best to correct table issues in the original source document that the PDF came from (like MS Word). If you don’t have access to the original source document, you can go ahead and fix the table in the PDF.
  • A common issue with tables in PDFs is not having true table header cells. To fix you can go to the Tags panel and manually change the <TD> into <TH> for each header cell.
  • Another issue with tables in PDFs is that the format cannot handle cells that span more than one column. So, You’ll need to redo your tables to have no merged or column spanning cells or else you’ll get an error in the accessibility checker. However, other formats like HTML can handle slightly more complex accessible tables. You can use HTML tables in Canvas course pags.
  • You may find that your table has regularity issues. Table regularity means that some rows have extra cells as compared to the normal amount of cells per row. You can fix table regularity issues by finding the rows with too many cells and deleting those with too many. Before deleting, be sure to move any content in those cells to the correct cells that they should be in.

Check out this How to Make Complex Tables Accessible in Adobe Acrobat Pro DC video for more information and tips to make the tables accessible in a PDF.

 

Canvas

  • To insert a table in a Canvas course pages, Edit a course page to get access to the table maker.
  • Click on the arrow next to the table icon and then choose ‘Table’.
  • Use the table tool to draw out your rows and columns.
  • A limitation of the Canvas table maker is that you can’t specify true table header cell in the editor, so you’ll need to go the code view and change the normal <td> cells into <th> cells.
  • Or you can use the accessibility checker in Canvas to sport and correct the table without a header row. Under ‘Set Table Header’ choose ‘Header row’ and then click ‘Apply’. Behind the scenes it changes the <td> cells into <th> cells. You could go to code view and copy and paste your newly created table code into a local .html text file if you want. Below is a screen of specifying a header row in the accessibility checker.
    Screenshot of specifying a header row for a table in Canvas.
  • The checker will also let you know if a table needs a caption and prompt you to add it. If the table has an H2 heading directly before it, then you don’t need a duplicate caption. Below is a screen showing the option to ad a caption to a table in the accessibility checker.

Screenshot showing the option to ad a caption to a table in the accessibility checker.

All about alt text: specifying alt text in MS Word, PowerPoint, PDF, and in Canvas.

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Providing alternative text descriptions for images used in a document is an essential part of digital accessibility. Alt text can be entered in similar ways in applications like MS Word, PowerPoint, Acrobat PDF, and in Canvas. The alt text should relate to the purpose of the image rather than be a complete description of everything in the photo. Try to keep the alt text brief to around 125 characters as some accessibility checkers will flag alt text that’s too long as an issue. Sometimes it can be difficult to decide if a particular image should have alt text. This alt text decision tree app can help. It can also let you know if an image is considered a complex image and needs an even longer description.

Here are some tips for adding alt text in some of your favorite apps: MS Word, PowerPoint, Acrobat PDF, and in Canvas.

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MS Word

 

Checking for accessibility issues in a Word document is easy with the built-in accessibility checker that’s similar to the ones in other MS Office applications. The checker can easily spot instances of missing alt text.
To run the accessibility checker that’s built into Word:

  • Go to ‘File’ > ‘info’
  • Under ‘inspect document’ choose “Check accessibility”. The accessibility panel appears the right side of your document showing any issues.
  • While some issues have an easy fix, others may require ure more skill to correct. References are provided to assist in looking up how to fix issues.
  • To correct missing alt text issues, click on the Picture number that’s missing it in the accessbility issues list. Then choose ‘Add a description’ or ‘Mark as decorative’ if the picture is just of decoration.

In newer versions of Word, alt text is automatically generated when a picture is imported. You can check if the alt description is accurate enough by right-clicking on the image and choosing ‘View Alt Text’

You can learn more about MS Word document accessibility in the Office document accessibility BuckeyeLearn courses.

MS PowerPoint

Checking for accessibility issues in a PowerPoint presentation is easy with the built-in accessibility checker that’s similar to the ones in other MS Office applications.

To run the accessibility checker that’s built into MS PowerPoint:

  • Go to ‘File’ > ‘info’.
  • Under ‘inspect document’ choose “Check accessibility”. The accessibility panel appears the right side of your document showing any issues.
  • While some issues have an easy fix, others may require ure more skill to correct. References are provided to assist in looking up how to fix issues.
  • To correct missing alt text issues, click on the slide number that’s missing it in the accessbility issues list. Then choose ‘Add a description’ or ‘Mark as decorative’ if the picture is just of decoration.

In newer versions of PowerPoint, alt text is automatically generated when a picture is imported. You can check if the alt description is accurate enough by right-clicking on the image and choosing ‘View Alt Text’.

You can learn more about MS PowerPoint document accessibility in the Office document accessibility BuckeyeLearn courses.

Acrobat PDF

  • To find missing alt text issues in a PDF document, run the accessibility checker by going by clicking ‘Prepare for accessibility’ and then ‘Check for accessibility’. A list of issues comes up in the accessibility panel on the right.
  • For missing alt text issues, you can right-click on the issue and choose ‘Fix’. A box pops up allowing you to add alt text to each figure that is missing it. The alt text should relate to the purpose of the image rather than be a complete description of everything in the photo. Try to keep the alt text brief to around 125 characters. If the image is just of decoration instead of meaningful content, check the ‘Decorative figure’ box.

 

You can learn more about PDF document accessibility in the PDF accessibility BuckeyeLearn courses.

Canvas (Carmen or Scarlet)

  • Canvas course pages have a built-in accessibility checker in the rich text editor that’s available when you edit a course page. The checker can find missing alt text in a page and allow you to add some.
  • Edit a course page to get access to the checker. Click the checker icon to begin running a check.
  • A box on the right pops up allowing you to add alt text for any images missing it. If the image is just of decoration instead of meaningful content, check the ‘Decorative figure’ box.

 

You can learn more about Canvas course accessibility from this Carmen Canvas accessibility checklist from EHE.

Document accessibility tips

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Using built-in accessibility checkers to find issues in documents

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Many of work with digital documents in the course of our everyday work. But how do we make those documents accessible to the widest possible audience? A place to start is to get familiar with the accessibility checkers available in MS Office apps like PowerPoint and Word and the checker in Adobe Acrobat Pro. These checkers list accessibility issues in a document and provide advice about how to correct them.

Checking MS Word documents for accessibility

To check your MS Word document for accessibility, go to ‘File > Info > Check accessibility’ under ‘Inspect Document’.

The accessibility checking panel that pops up lists issues and provides information about how to fix them. Different issues are fixed in different ways.

Missing alt text for images is a common problem in MS Office documents. To add alternative text on an image in MS Word right-click on the photo and choose ‘View Alt Text’. Then enter your alt description of the photo in the field provided. If it’s a purely decorative image check ‘Mark as decorative’.

When you’re exporting to PDF from MS Word using ‘Save as’, it’s important to check ‘Document structure tags for accessibility’ in the options so it will export an accessible PDF.

You can learn more about MS Word document accessibility in the Office document accessibility BuckeyeLearn courses. Below is a screenshot of where to access the accessibility checker in MS Word. Screenshot of the accessibility checker in MS Word

Checking PDF documents for accessibility

Run the accessibility checker in Acrobat Pro by clicking ‘Prepare for accessibility’ and then ‘Check for accessibility’. A list of issues comes up in the accessibility panel on the right. Some issues have an easy ‘Fix’ option, while for some more complex you’ll need to do some research about how to fix and may need to modify things in the tags panel. For example, you may see a ‘heading nesting failed error’ that will require finding headings in the tags panel and updating them to the appropriate heading level to fit the document structure. If a heading skipped levels to be an <H3>, you could change it to be an <H2> in the tags panel, fixing the issues.

If you encounter a PDF with a lot of complex tag structure issues, be sure to save a copy of your original document so if the tag structure gets broken you have a backup to start over with.

While you can remediate accessibility in Acrobat Pro, it’s best to fix issues in the original source document, in the PowerPoint .ppt or Word .doc.

You can learn more about PDF document accessibility in the PDF accessibility BuckeyeLearn courses. Below is a screenshot of where to access the accessibility checker in Adobe Acrobat. Screenshot of the accessibility checker settings in Adobe Acrobat

Checking MS PowerPoint documents for accessibility

To check your MS PowerPoint presentation for accessibility, go to ‘File > Info > Check accessibility’ under ‘Inspect Presentation’.

The accessibility checking panel that pops up lists issues and provides information about how to fix them. Different issues are fixed in different ways.

Missing alt text for images is a common problem in presentations. To add alternative text on an image in MS PowerPoint right-click on the photo and choose ‘View Alt Text’. Then enter your alt description of the photo in the field provided. If it’s a purely decorative image check ‘Mark as decorative’.

When you’re exporting to PDF from PowerPoint using ‘Save as’, it’s important to check ‘Document structure tags for accessibility’ in the options so it will export an accessible PDF.

You can learn more about MS PowerPoint document accessibility in the Office document accessibility BuckeyeLearn courses. Below is a screenshot of where to access the accessibility checker in PowerPoint.
Screenshot of the accessibility checker in PowerPoint

Scheduling Poll feature available in Outlook that’s similar to Doodle

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You might have used the service called Doodle to help find times for meetings before. Did you know that there’s a similar tool available in MS Outlook now?

Here’s how to create a poll in the Scheduling Poll in Outlook desktop. The article from Microsoft support walks you through the steps of creating Scheduling Poll.
You basically create a new email with the required attendees in the To field and the optional in the CC field. Then click on ‘New Scheduling Poll’ in the Message ribbon. It seems to work similar to Doodle.

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