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Document Accessibility Guide

Instructions on how to use Microsoft Word, Adobe Acrobat, and Microsoft PowerPoint to make files Accessible according to the Americans Disability Act.

Accessibility and Google Suite

Google's suite of office tools have some, but not many, accessibility functions. You can manually add Headers for structure and alternate text to images. However, Google's tools lack an Accessibility Checker and do not allow for accessible tables. 

Do not save either Google Documents or Slides directly to a PDF. Saving as a PDF removes any accessibility you may have added to your document. Instead save your work as either a Word document or PowerPoint slide presentation which keeps the accessible work. Then save to a PDF. 

Google Documents

Google Documents has a few accessibility options you can use to make a more accessible document.

Adding Headings for Document Structure

  1. You can add structure to your file by adding Headings. There is a drop down option on the top bar labeled "Normal Text" just to the left of the font option. You can change headings by highlighting text and selecting one of the Heading options from the drop down menu. 
  2. The Headings appear to the left side of the screen allowing the user to easily navigate throughout the document. 

Add Alternate Text to Image

  1. You can apply alternate text to images just as you would in Microsoft Word. Right click on the image and select Alt Text from the drop down menu. 
  2. The Alternate Text menu will appear and you can add alternate text for the image and then click "Okay". Remember to keep the alternate text to a sentence or two. 

Google Slides

Google Slides has even very limited accessibility options, but it does allow you to add alternate text to images. 

Add Alternate Text to Image

  1. You can apply alternate text to images just as you would in Microsoft Word. Right click on the image and select Alt Text from the drop down menu. 
  2. The Alternate Text menu will appear and you can add alternate text for the image and then click "Okay". Remember to keep the alternate text to a sentence or two.