Accessible Documents Checklist

APS Web Team:

Adobe Acrobat - PDF documents

  1. Accessibility Full Check
    In Adobe Acrobat, go to Accessibility, Full Check, Start Checking.
    If you do not see the Accessibility tool, click the Show or Hide Panels button in the top right and click Accessibility.
    The report will detail errors and will provide instruction.
  2. Text is Readable
    If you cannot select text, the document was scanned.
    Go to Tools, Recognize Text, In This File, All Pages, OK.
  3. Document Language
    Go to File, Properties, Advanced, Language.
  4. DocumentTitle

Go to File, Properties, Description, Title.

  1. Document Tags
    In the Accessibility Tool, click Add Tags to Document.
    Go to the Tags panel on the left of Adobe Acrobat. If you don’t see the Tags panel, go to View, Show/Hide, Navigation Panes, Tags.
    Expand the tag structure with the arrows. Click a tag to highlight in the document.
    Check for accuracy: Headings, paragraphs, and figures (images).
    If they’re not, right click a tag, Properties, change the tag type.
    Drag and drop tags in the correct reading order.
  2. Image Alt Text
    Right click a figure tagand select Properties. Adddescription in Alternate Text.
    If image is decorative, find in the Order panel, right-click, Tag as Background.
  3. Table Header Cell Tags
    Tables must have Table header cells: expand Table, find Table Header Row, expand TR tag, right click TD tag, Properties, Type, Table Header Cell
  4. Headings
    Documents must have Headings and be in correct order.

Microsoft Office Documents

Recommendation: upload only PDF documents on APS websites.

  1. Check Accessibility
    As you compose your document, use the Accessibility tool to fix errors.
    On a PC go to File, Info, Check for Issues, Check Accessibility.
    On a Mac go to the Review tab, Check Accessibility.
    This report details errors and gives information to fix errors.
  2. Text is easy to read
    Use standard, readable fonts.
    Use large font sizes (no less than 10 px), and high contrast colors.
    Avoid track changes, comments, and floating text boxes.
  3. Headings & Structure
    Use headings in sequential order, bullet and numbered lists, and logical structure. Headings and lists are important for screen readers and will convert to tags when you save as a pdf document.
  4. Image Alt Text
    Add Alt Text to all images, maps, diagrams, charts, shapes unless they are decorative. Add Alt Text to the description of the image.
    In Powerpoint, using a fancy slide design makes adding alt text difficult.
    Keep the design simple and clear.
  5. Links
    Links in documents should be descriptive of link destination. Avoid links like “click here” or “read more.”
  6. Data Tables
    Avoid using tables for layout. Instead, only use tables for data.
    In a data table, the top row is a Header Row.
    Don’t merge or leave cells empty -- this changes the reading order.
  7. Save/Export as PDF
    Use the Save as or Export option to save as a PDF.
    Do not use the Print to PDF option because it does not maintain accessibility.

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March 2017