Accessible Document Guidelines

After the website migration, all new PDFs must pass, at a minimum, the Adobe Acrobat Accessibility checker before being approved to be posted to the campus website. When submitting PDFs for posting on the website, a copy of the Adobe Acrobat Accessibility report must be attached to the document.

How to Obtain the Acrobat Accessibility Report

1. After remediation, open the “Prepare for Accessibility” tool, located in the “All Tools” section.
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2. Select “Check for accessibility”
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3. In the dialogue that appears, leave the default checking options (it will say 31 of 32 in all categories).
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   [Extended description]
   
   

   Acrobat Accessibility Checker Options dialogue box, with default settings as follows:

   • "Create an accessibility report" is checked. 
   • "Attach report to document" checkbox is unchecked.
   • Page range radio button has "all pages in document" selected. 
   • Category dropdown has the "Document" field selected. 
   • All visible checkboxes for checking options are checked. Checking options states "31 of 32 in all categories." 
   • "Show this dialogue when the Checker starts" checkbox is checked.

   [End of extended description]

4. Make sure that "Create accessibility report" is checked. Use the "Choose…" button (quick-key C) to select the folder where the report will be saved.
5. Select the "Start Checking" (Quick-Key S) button at the bottom of the dialogue box.
6. The accessibility report will be saved to the chosen folder as an .html file.

Creating Accessible PDFs

All content creators are expected to learn the basics of PDF accessibility. Below are some resources to get you started:

Internal Resources

• CSUMB Accessible PDF Training Course (Canvas)
  Available to anyone with a CSUMB account. Please note: Users must login to Canvas and Self-Enroll. This course covers web editor responsibilities, content approver responsibilities, and a walk-through training on how to create accessible PDF Forms.

External Resources

• PDF Accessibility: WebAIM
  WebAIM is a highly trusted source in web and document accessibility. Their 6-part PDF guide is a good starting place for anyone new to PDF accessibility.
• Adobe Acrobat: Create and Verify PDF Accessibility
  Adobe Acrobat's Help page on PDF accessibility. This page covers the accessibility tools in Acrobat Pro and has an overview of the Acrobat Accessibility Checker Report.
• Section 508: Common PDF Tags and Their Usage
  Government websites have been making their PDFs accessible for years. This page provides the user a simple, quick reference guide for all Adobe Acrobat Tags and their correct structure. This guide is great to have on hand when double-checking the accessibility tags tree.

Resources

Explore these tools and guides to help you create accessible documents in Microsoft Word and Google Docs.

• Creating Accessible Word Documents (WebAIM)
  A practical, step-by-step guide covering headings, lists, alt text, tables and more. Ideal for beginners learning the fundamentals of document accessibility.
• Accessible Word Documents (Microsoft)
  Official Microsoft guidance on using built-in accessibility features in Word, including styles, navigation and the Accessibility Checker.
• The Accessibility Checker in Word (video)
  A short tutorial demonstrating how to use Word’s Accessibility Checker to identify and fix common accessibility issues before sharing your document.
• Using the Grackle Docs Accessibility Checker for Google Docs
  Instructions for using the Grackle add-on to evaluate and improve accessibility in Google Docs, including how to identify errors and apply fixes.

General Guidelines for Word and Google Docs

Follow these best practices to create accessible documents that work for all users:

• Use real text
  Always use digital text. Avoid images or screenshots of text, which cannot be read by assistive technology.
• Ensure sufficient color contrast
  Make sure text and background colors meet accessibility contrast requirements.
• Don’t rely on color alone
  If color conveys meaning, include a second indicator such as text, symbols or labels.
• Use headings and styles
  Apply built-in heading styles to organize content. Avoid using bold text alone to create structure.
• Create lists with built-in tools
  Use bullet or numbered list features instead of manually typing lists.
• Design accessible tables
  Avoid merged cells. Use header rows and columns to clearly define table structure.
• Write meaningful links
  Use descriptive link text instead of pasting full URLs (e.g., “View accessibility guidelines” instead of a raw link).
• Add alternative text for visuals
  Provide clear, descriptive alt text for images, charts and graphs.
• Mark decorative images
  Identify images that do not convey meaning as decorative so screen readers can skip them.
• Use images to support — not replace — text
  Keep instructions in text form and use accurate platform terminology (e.g., “Select ‘File’ in the main ribbon”).
• Avoid flashing or auto-playing content
  Do not use GIFs or flashing animations. Ensure videos do not autoplay and include user controls.

Resources

Use these tools and guides to create accessible presentations in Microsoft PowerPoint and Google Slides.

• Create Accessible PowerPoints (WebAIM)
  A step-by-step guide covering slide structure, reading order, alt text and design best practices. A strong starting point for building accessible presentations.
• Create Accessible PowerPoints (Microsoft)
  Official Microsoft guidance on using built-in accessibility features in PowerPoint, including templates, slide structure and the Accessibility Checker.
• Verify Reading Order in PowerPoint (video)
  A short tutorial showing how to check and adjust the reading order of slide content to ensure screen readers present information in the correct sequence.
• Using the Grackle Slides Accessibility Checker for Google Slides
  Instructions for using the Grackle add-on to identify and fix accessibility issues in Google Slides, including structure, alt text and reading order.

General Guidelines for Slide Decks

Follow these best practices to create accessible presentations in PowerPoint and Google Slides:

• Use templates for consistent layouts
  Build slides using the template or slide master to maintain consistent structure and design.
• Avoid placing key content in the slide master
  Content in the slide master/template is hidden from assistive technology. Only include visual or decorative elements there — not essential information.
• Keep layouts simple
  Use clean, uncluttered slide designs that are easier to read and navigate.
• Add a unique title to each slide
  Clear, descriptive titles help users understand and navigate your presentation.
• Check reading order
  Ensure slide content is read in the correct sequence by screen readers.
• Include slide numbers
  Slide numbers help users follow along and reference content.
• Add alternative text for visuals
  Provide descriptive alt text for images, charts and graphs.
• Mark decorative images
  Identify images that do not add meaning as decorative so they can be skipped by assistive technology.

Pro Tip

If an image requires a longer description, place the extended description in the gray area outside the visible slide. Screen readers will still access this content. Be sure to adjust the reading order so the description follows the image.

Resources

Use these tools and guides to create accessible spreadsheets in Microsoft Excel and Google Sheets.

• Make Accessible Excel Spreadsheets (Microsoft)
  Official Microsoft guidance on creating accessible spreadsheets, including how to structure data tables, add headers, and use the Accessibility Checker.
• Accessible Excel Spreadsheets (video)
  A short tutorial that walks through key accessibility features in Excel, including formatting tables, adding alt text and checking for common issues.
• Using the Grackle Accessibility Checker for Google Sheets
  Instructions for using the Grackle add-on to review and improve accessibility in Google Sheets, including identifying structural issues and applying fixes.

General Guidelines for Spreadsheets

Follow these best practices to create accessible spreadsheets in Excel and Google Sheets.

• Use clear, meaningful names
  Name each sheet or tab clearly and remove any blank or unused sheets.
• Structure data as tables
  Organize data into tables with defined header rows to improve readability and navigation.
• Add alternative text for visuals
  Provide descriptive alt text for images, charts and graphs.
• Don’t rely on color alone
  If color is used to convey meaning, include a text label or other visual indicator.
• Ensure sufficient color contrast
  Check that text and background colors meet accessibility contrast requirements.
• Avoid blank rows and columns
  Remove empty or “gap” rows and columns that can disrupt navigation for assistive technology.
• Avoid merged cells
  Keep cells unmerged to maintain a clear and consistent data structure.

Pro Tip

For complex spreadsheets with multiple tables or sections, include a brief navigation description in cell A1. This helps users understand how the data is organized and how to navigate the sheet.