The Accessible Office: Making Your Documents More Accessible to Users with Disabilities

THANK YOU
EVENT SPONSORS
We appreciated you supporting the
New York SharePoint Community!
• Diamond, Platinum, Gold, & Silver have
tables scattered throughout
• Please visit them and inquire about their
products & services
• To be eligible for prizes make sure to get
your bingo card stamped by ALL sponsors
• Raffle at the end of the day and you must be
present to win!
Accessibility Partners (C) Accessibility Partners, 2016. Not to be reproduced without permission. 2

CONFERENCE MATERIALS
• Slides / Demo will be posted on Lanyrd.com
• http://lanyrd.com/2016/spsnyc
• Photos posted to our Facebook page
• https://www.facebook.com/sharepointsaturdaynyc
• Tweet Us - @SPSNYC or #SPSNYC
• Sign Up for our NO SPAM mailing list for all conference
news & announcements
• http://goo.gl/7WzmPW
• Problems / Questions / Complaints / Suggestions
• Info@SPSNYMetro.com

• Visit ExtaCloud’s booth for wrist bands!
Scallywag's Irish Pub
508 9th Ave, between 38th & 39th.
[6 minutes walk]
Scallywags also serves food.
http://www.scallywagsnyc.com/

 Disability and Accessibility
 Web Content Accessibility Guidelines
 Making Your Documents Accessible
 Conclusion: Moving Forward
Accessibility Partners (C) Accessibility Partners, 2016. Not to be reproduced
without permission. 5

 Americans with Disabilities Act (ADA):
◦ a physical or mental impairment that substantially
limits one or more major life activities
◦ ADA is 26 years old
7
without permission.

 Blindness and Low Vision
 Deafness and Hearing Loss
 Limited Movement
 Speech Disabilities
 Cognitive Limitations
◦ Combinations of the above

Almost 20 million people had difficulty lifting
and grasping.
This includes, for instance grasping a glass or a
pencil.

Technology must be designed
and developed to provide:
Equal access and usability to every
member of your target audience

Technology used by people
with disabilities to perform
functions that might otherwise
be difficult or impossible.

 Screen readers/magnifiers
 Captions/ASL translation
 Text-to-speech
 Braille Displays
 Videophones
 Large print
 Tactile keyboards
 Joysticks
 Augmented input

 Web Content Accessibility Guidelines
◦ World Wide Web Consortium (W3C)
◦ Web Accessibility Initiative (WAI)
 Shared standard for document accessibility

Perceivable
Operable
Understandable
Robust

 Factoring in the senses
 Reliance on AT
◦ Sight
◦ Sound
◦ Touch

 Operations while browsing/interacting
 Factor in the mechanics
◦ Keyboard accessibility
◦ Visual disabilities
 Quick examples: time limits on forms

 Clear terms with concise instructions
 Don’t ‘talk down’ to your audience
◦ Avoid unexpected or inconsistent functions

 Trying to make it work for everyone
 Accessible by third party technology (AT)
 Use recognizable other standards

 Levels A, AA, and AAA
◦ Priority 1 – the most basic level of web accessibility
◦ Priority 2 – addressed the biggest barriers for users
with disabilities
◦ Priority 3 – significant improvements to web
accessibility

 Improve the lives of people with disabilities
◦ Human-centric motivation
 Market to a wider audience
 Avoid lawsuits
Web accessibility is the
right thing to do
to be inclusive to people of all abilities!

I see you are trying to
become more accessible.
Can I help?

 Accessing the interface: JAWS or Narrator
 To turn Narrator on or off on a PC, in
Windows, press Windows logo key+Enter.
 To turn Narrator on or off on a tablet, press
Windows logo button+Volume Up.

 Tab through links
◦ Tab goes to next link
◦ Shift+Tab goes to previous link
◦ Enter executes the action

 A person with a disability can have the same
experience as a similarly situated person
without a disability
◦ Layout and Formatting
◦ Image Characteristics
◦ Table Characteristics
◦ Other Requirements

Textual alternative to non-text content
Accurate
Equivalent
Succinct

 Finding a balance
 How is image used?
◦ to convey important content
◦ to provide visual enhancements
◦ to link to other areas

 Bad alt text: A painting
 Good alt text: Mona Lisa
 Better alt text: The “Mona Lisa” painting by
Leonardo da Vinci

 Right Click: Format

 Do your images contain text

 Consider an outline
 If not, write out all text

 An illustration created from several smaller
images must be grouped.
 Understand full meaning.

 A screen reader will not read labels
◦ Avoid scans
 Built-in captions are not enough
 Once saved as an image, text is not readable

 Summarize the trend
 Example 
 Don’t forget the source and notes
◦ if necessary

 Right click on table
 Select Alt Text tab
 Add descriptive text
◦ Summary
◦ Type of data analyzed

 Define headers in your table
 No way to add row headers
◦ Keep table structure simple
 Avoid using empty cells for decoration
 Add alternative text to your table

 Click on any or all cells of first row in table
 Locate Table tools
◦ Click Layout Tab
 Or, right click on table
 Select “Repeat Header Rows”

 Color should never be used to convey information
◦ Read means error: best to use Track Changes
 Some users cannot distinguish colors
 May lose meaning if viewed in high contrast

 Not for emphasis
◦ Font styles
 Color contrast
◦ Black/white is ideal

 Links are most basic element
of HTML
 Links work with all assistive
technologies
 Accessible from the keyboard
◦ Descriptive

 Increased navigation by assistive technology
 Usability through:
◦ Document structure variety
◦ Promoting readability
 Changes must be done programmatically
◦ Aesthetic changes are not announced, like font
size, color, bold, italics, etc.

 Select text and click correct style
◦ Heading 1, 2, Title, etc
 Consider your formatting options: bold,
italics, larger font
◦ Make changes here
◦ Can Update to Match Selection to keep fonts
consistent
 Make all changes through styles, do not just
change the font.

 View heading structure in Navigation Pane
 Ensure that it is outlined correctly
 If it visually looks like a heading, but doesn’t
appear, then it is not formatted correctly!

 Not always accessible to screen readers
 Text should be placed in main body
 Can use style formatting to differentiate
◦ Copy text from text box
◦ Delete text box
◦ Paste text into main document

 Use the Accessibility Checker!

 Use true columns, not tables or columns
created by hand with the Tab key.
 Provide a table of contents, especially for
long documents.
◦ This can be created automatically when using
heading styles
 Use ‘broken down’ language
◦ Introduce acronyms
◦ Spell out abbreviations

 Use true numbered and bulleted lists.
◦ Created in the Styles. Don’t manually type bullets
using punctuation, or manually number.
 Ensure that font size is sufficient, usually
around 12 points or more.
 Provide sufficient color contrast.
 Don't use color as the only way to convey
content

 Generate a positive media response
 Use as a differentiator and be more
inclusive
 Increase loyalty
 Support corporate social
responsibility
 Attract not only those people with
disabilities, but:
◦ Families, friends, co-workers, and more!

 Maximize reach, number of visitors, revenues
and ultimately profits
 Accessibility statements and roadmaps
 Tap into a wider demographic
 Increase productivity for all

 Generate a positive media response
 Use as a differentiator and be more inclusive
 Increase loyalty
 Support corporate social responsibility
 Attract not only those people with disabilities:
◦ Families, friends, co-workers, and more!

Sharon Rosenblatt:
SRosenblatt@AccessibilityPartners.com
www.AccessibilityPartners.com
301-717-7177
◦ www.facebook.com/AccessibilityPartners
◦ @Access_Partners

 Screen Reader Example (Art Education for the Blind)
◦ YouTube video of a screen reader interacting with a website.
 United States Census Bureau: Disability
◦ 2010 Census statistics and research about disability
 WebAIM
◦ Great resource to diver deeper into technical accessibility
 Web Accessibility Initiative (WAI)
◦ Information from the W3C and the push for web accessibility on a
global level (links to more about WCAG)
 Cornell University: Disability Statistics
◦ Clearinghouse for all disability statistics with American
Community Survey (ACS)
 Accessibility in Office 365
◦ Information from Microsoft about more accessibility features

The Accessible Office: Making Your Documents More Accessible to Users with Disabilities

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The Accessible Office: Making Your Documents More Accessible to Users with Disabilities

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