1. By Jeffrey Dell Assistive Technology Specialist Mary Theobald Graduate Assistant Alt Text Office of Disability Services Cleveland State University

2.  What characteristics will an Accessible Document possess?  Checking for Document Accessibility  Creating an Accessible Document in:  Word  PowerPoint  Adobe Acrobat  Additional Resources  Alternative Textbooks

3.  The text in the document can be selected by character or word.  The selectable text is accurate and matches what is visible in the document  The text in the document can be enlarged without compromising the quality of the text  Graphical information can be interpreted with a text description

5.  Text in some documents is embedded in images  Text embedded in images cannot be read by TTS or reformatted  Most frequently in PDF’s or Publisher Provided PPT  Check by attempting to Highlight a single Character or Word

6.  This issue usually happens in PDF documents  Save the file as Plain Text and compare  Activate Read Outloud in Adobe’s View menu and read Current Page  Fix by running Find OCR Suspects

7.  Check by using the program to Zoom in to the image or enlarge it to 200% and 400%  If grainy and distorted:  rescan the image from which it came at a higher resolution  render a new graphic from the original document using a higher resolution  recreate the graphic using scalable vector graphics.

8. BAD SCAN AT 400XGOOD SCAN AT 400X

9.  To Check for Alt Tags:  Hold your mouse over the graphic’  Right-click on the image and look under Properties or Format Picture  What should an Alt Tag say?  Describes all important info derived from the graphic with text

11. 1. Right Click on the image. 2. Click on Size. 3. Select the Alt Tag tab. 4. Type a description of the graphic in the Alt Tag edit field.

12.  If using symbols like μ, 98.6°, or € please use the Unicode character, in the Symbol Finder, instead of an image  For Math Expressions please use Equasion Editor or MathType to create the expression

13.  Good because it is scalable and does not degrade when magnifying  No simple way to creat an Alt Tag.  If necessary type a description of the graphic before or after the WordArt

14.  Important for Screen Reader navigation  Headings should be nested  Especially important if the document is very long or if it will be converted into a PDF.

16.  Slide templates built into PPT use elements properly  Include Headings, bulleted lists, image placeholders  Style schemes can be applied that make the text eisier to read

17.  Used for descriptions too long for Alt Tags  Describe WordArt or SmartArt  Adding info not included on the slide  Describe purpose of data presented  Located below the Slide Layout usually says “Click here to Add Notes”

19.  If document is.doc or ppt Office should be used to creat the PDF  Automatically transfers over accessible elements like lists, headings, and alt tags  Turns SmartArt and Word Art into images  Does not include Notes Panel info from PPT  Office Button and Save As PDF

20.  If scanning a document to creat a PDF use Adobe Acrobat  It automatically starts to process of making a document accessible  PDF’s should be scanned at 300 dpi  If scanning from a book grayscale can impeed OCR

21.  Image PDF files can have Text Recognized with Adobe Acrobat  View > Tools > Recognize Text  Click In This File on the Recognize Text Panel to the right  Runs basic text recognition which is the beginning of making a PDF accessible

22.  OCR suspects are errors in text recognition that Adobe finds  In the Recognize Text Panel click on Find Next OCR Suspect  Works like a spell check  Options for Not Text, Find Next (Ignore), and Accept and Find Next

23.  Accessible PDF’s identify elements like Headings, Paragraphs, Images, and Table Structure  This is done with the TouchUp Reading Order tool  Highlight object and click on the appropriate button  Images are called Figures and Paragraphs are called Text

24.  An image Tag for Adobe Acrobat is called a Figure  To give it an Alt Tag to describe the image. 1. Turn on the TouchUp Reading Order Tool 2. Double-click the Figure 3. Type the description in the Alternate Text dialog and click OK

26.  Student Purchases a copy of the Textbook  Student Brings in the Alt Text Request Form with the Receipt for the Book and a copy of the syllabus  We check sources including the Publisher to get an accessible copy  If not available we scan and create a copy of the Accessible book

27.  DAISY (LearningAlly or BookShare.org)  PDF  HTML  Word or RTF  Plain Text  Braille

28.  Submit Textbooks to the Bookstore at least a month in advance  Have the book information Title, Author, and Edition available if a student calls before the beginning of a semester  Over break leave a generic syllabus with Textbooks and general outline of materials needed with your department office  If these materials are not available before a semester please understand the student may not have access to the book for the first week.