{"id":10616,"date":"2026-01-25T12:17:46","date_gmt":"2026-01-25T18:17:46","guid":{"rendered":"https:\/\/uwm.edu\/ties\/?page_id=10616"},"modified":"2026-04-10T08:17:55","modified_gmt":"2026-04-10T13:17:55","slug":"accessibility","status":"publish","type":"page","link":"https:\/\/uwm.edu\/ties\/accessibility\/","title":{"rendered":"Accessibility"},"content":{"rendered":"\n<p>Digital accessibility means creating content everyone can use\u2014across vision, hearing, mobility, and cognitive differences. It\u2019s the responsibility of all content owners. Universities of Wisconsin policy requires all university content to meet digital accessibility standards by <strong>April 1, 2026<\/strong>.<\/p>\n\n\n\n<p>Building in accessibility from the start is easier and more effective than remediation. Find help with creating accessible documents below. For questions regarding this content, please reach out to TIES.&nbsp;&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-accessibility-laws-that-apply-to-u-s-universities\">Accessibility Laws that Apply to U.S. Universities<\/h2>\n\n\n\n<div class=\"uwm-p-accordion\" data-accordion-prefix-classes=\"uwm\" data-accordion-cool-selectors=\"1\"><button class=\"uwm-p-accordion--toggle-button size-p-md\">Expand All<\/button>\n<div class=\"uwm-p-accordion--header\"><strong>Americans with Disabilities Act (ADA) \u2014 <em>Always applies<\/em><\/strong><\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>If the university is <strong>public<\/strong> (state or local government):<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>ADA Title II <strong>requires all programs, services, and activities to be accessible<\/strong>, including:\n<ul class=\"wp-block-list\">\n<li>Websites<\/li>\n\n\n\n<li>PDFs and electronic documents<\/li>\n\n\n\n<li>Learning management systems (Canvas, Blackboard, etc.)<\/li>\n\n\n\n<li>Mobile apps and online forms<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>In <strong>April 2024<\/strong>, the U.S. Department of Justice issued a final rule requiring <strong>WCAG 2.1 Level AA<\/strong> compliance for web content and mobile apps, with compliance deadlines beginning <strong>2026\u20132027<\/strong>, depending on institution size. <a href=\"https:\/\/www.ada.gov\/resources\/2024-03-08-web-rule\/\">[ada.gov]<\/a><\/li>\n<\/ul>\n\n\n\n<p><strong>Official source:<\/strong><br><a href=\"https:\/\/www.ada.gov\/resources\/2024-03-08-web-rule\/\" target=\"_blank\" rel=\"noreferrer noopener\">New Rule on the Accessibility of Web Content and Mobile Apps Provided by State and Local Governments<\/a> <a href=\"https:\/\/www.ada.gov\/resources\/2024-03-08-web-rule\/\">[ada.gov]<\/a><\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\"><strong>Section 504 of the Rehabilitation Act \u2014 <em>Applies if federal funding is received<\/em><\/strong><\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Most universities <strong>do receive federal funding<\/strong> (student financial aid, grants, research funding), which triggers Section 504.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Section 504 prohibits disability discrimination in <strong>any program receiving federal funds<\/strong><\/li>\n\n\n\n<li>Applies to:\n<ul class=\"wp-block-list\">\n<li>Course materials<\/li>\n\n\n\n<li>PDFs and digital handouts<\/li>\n\n\n\n<li>Online learning platforms<\/li>\n\n\n\n<li>Administrative systems<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Digital accessibility is required even if content is created by faculty or third\u2011party vendors <a href=\"https:\/\/www.w3.org\/WAI\/policies\/united-states\/\">[w3.org]<\/a><\/li>\n<\/ul>\n\n\n\n<p><strong>Official source:<\/strong><br><a href=\"https:\/\/www.hhs.gov\/civil-rights\/for-individuals\/disability\/section-504-rehabilitation-act-of-1973\/index.html\" target=\"_blank\" rel=\"noreferrer noopener\">Section 504 of the Rehabilitation Act of 1973<\/a> <a href=\"https:\/\/www.w3.org\/WAI\/policies\/united-states\/\">[w3.org]<\/a><\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\"><strong>Section 508 of the Rehabilitation Act \u2014 <em>Conditional but common<\/em><\/strong><\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Section 508 <strong>directly applies<\/strong> if the university:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Is a <strong>federal institution<\/strong>, <strong>or<\/strong><\/li>\n\n\n\n<li>Develops, maintains, or procures digital content <strong>for a federal agency<\/strong>, <strong>or<\/strong><\/li>\n\n\n\n<li>Is contractually required to meet Section 508 standards<\/li>\n<\/ul>\n\n\n\n<p>Section 508 requires:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>WCAG 2.0 Level AA<\/strong>\u2013aligned accessibility<\/li>\n\n\n\n<li>Accessible PDFs, websites, software, and digital tools <a href=\"https:\/\/www.section508.gov\/develop\/guide-accessible-web-design-development\/\">[section508.gov]<\/a><\/li>\n<\/ul>\n\n\n\n<p><strong>Official Section 508 site:<\/strong><br><a href=\"https:\/\/www.section508.gov\/\">https:\/\/www.section508.gov<\/a> <a href=\"https:\/\/www.section508.gov\/develop\/guide-accessible-web-design-development\/\">[section508.gov]<\/a><\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\"><strong>WCAG (Web Content Accessibility Guidelines) \u2014 <em>Technical standard used for compliance<\/em><\/strong><\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>WCAG itself is <strong>not a law<\/strong>, but it is the <strong>technical standard used to measure compliance<\/strong> with:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>ADA<\/li>\n\n\n\n<li>Section 504<\/li>\n\n\n\n<li>Section 508<\/li>\n<\/ul>\n\n\n\n<p>For universities:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>WCAG 2.1 Level AA<\/strong> is the current expectation for web content and PDFs<\/li>\n\n\n\n<li>Used by DOJ, OCR, courts, and settlement agreements <a href=\"https:\/\/www.w3.org\/WAI\/policies\/united-states\/\">[w3.org]<\/a><\/li>\n<\/ul>\n\n\n\n<p><strong>WCAG official site:<\/strong><br><a href=\"https:\/\/www.w3.org\/WAI\/standards-guidelines\/wcag\/\">https:\/\/www.w3.org\/WAI\/standards-guidelines\/wcag\/<\/a> <a href=\"https:\/\/www.w3.org\/WAI\/policies\/united-states\/\">[w3.org]<\/a><\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Universities of Wisconsin and 51ÁÔÆæ Accessibility Policies<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<ul class=\"wp-block-list\">\n<li><strong>Universities of Wisconsin<\/strong>\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.wisconsin.edu\/digital-accessibility\/universities-of-wisconsin-digital-accessibility-policy\/\" target=\"_blank\" rel=\"noreferrer noopener\">Universities of Wisconsin Digital Accessibility Policies and Standards<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.wisconsin.edu\/digital-accessibility\/\" target=\"_blank\" rel=\"noreferrer noopener\">Digital Accessibility at Universities of Wisconsin<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>University of Wisconsin &#8211; Milwaukee<\/strong>\n<ul class=\"wp-block-list\">\n<li>51ÁÔÆæ Digital Accessibility Policy<\/li>\n\n\n\n<li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/\" target=\"_blank\" rel=\"noreferrer noopener\">Digital Accessibility at 51ÁÔÆæ<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div><\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\">WCAG Principles<\/h2>\n\n\n\n<p>The WCAG principles state that digital content must be <strong>Perceivable, Operable, Understandable, and Robust<\/strong> (<strong>POUR<\/strong>), meaning users must be able to sense the information, interact with it, comprehend it, and access it reliably across different technologies. Together, these principles ensure content is accessible to people with diverse abilities and assistive tools.<\/p>\n\n\n\n<div class=\"uwm-p-tabs\" data-tabs-prefix-class=\"uwm-p-tabs\"><ul class=\"uwm-p-tablist\" data-hx=\"h2\"><li class=\"uwm-p-tablist--item\"><a href=\"#tab-phpn-peceivable\" class=\"uwm-p-tablist--link\">Peceivable<\/a><\/li><li class=\"uwm-p-tablist--item\"><a href=\"#tab-phpn-operable\" class=\"uwm-p-tablist--link\">Operable<\/a><\/li><li class=\"uwm-p-tablist--item\"><a href=\"#tab-phpn-understandable\" class=\"uwm-p-tablist--link\">Understandable<\/a><\/li><li class=\"uwm-p-tablist--item\"><a href=\"#tab-phpn-robust\" class=\"uwm-p-tablist--link\">Robust<\/a><\/li><\/ul><div class=\"uwm-p-tabcontent\">\n<div id=\"tab-phpn-peceivable\" class=\"uwm-p-tabcontent--pane\">\n<p>Make sure users can recognize and understand your content using the senses available to them:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Provide <strong>text alternatives (alt text)<\/strong> for images and other non\u2011text content.<\/li>\n\n\n\n<li>Provide <strong>transcripts<\/strong> for audio and video, and <strong>captions<\/strong> for all video content.<\/li>\n\n\n\n<li>Ensure content is <strong>logically structured<\/strong> so it can be read and navigated by a screen reader; this also helps when stylesheets don\u2019t load.<\/li>\n\n\n\n<li>Use <strong>proper HTML markup<\/strong>\u2014for example, correct tags for forms, headings, and data tables\u2014so relationships between content are clear.<\/li>\n\n\n\n<li>Do <strong>not rely on color alone<\/strong> to explain or distinguish information.<\/li>\n\n\n\n<li>Use <strong>high\u2011contrast text<\/strong> colors that are easy to see against the background.<\/li>\n\n\n\n<li>Ensure all features work when users increase text size by <strong>200%<\/strong>, and that content <strong>reflows<\/strong> into a single column at <strong>400%<\/strong>.<\/li>\n\n\n\n<li>Avoid using <strong>images of text<\/strong>.<\/li>\n\n\n\n<li>Make your content <strong>responsive<\/strong> so it adapts to different devices, page orientations, and user\u2011selected font sizes.<\/li>\n\n\n\n<li>Ensure your content works well with <strong>assistive technologies<\/strong>, including marking important messages so screen readers recognize them.<\/li>\n<\/ul>\n<\/div>\n\n\n\n<div id=\"tab-phpn-operable\" class=\"uwm-p-tabcontent--pane\">\n<p>Make sure users can find, navigate, and use your content, no matter how they access it:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Make sure all functionality works for <strong>keyboard\u2011only users<\/strong>.<\/li>\n\n\n\n<li>Allow users to <strong>play, pause, and stop<\/strong> any moving, rotating, or updating content.<\/li>\n\n\n\n<li>Avoid <strong>blinking or flashing elements<\/strong>, and allow users to turn off animations.<\/li>\n\n\n\n<li>Provide a <strong>\u201cskip to content\u201d<\/strong> link or equivalent so users can bypass repeated navigation.<\/li>\n\n\n\n<li>Use <strong>clear, descriptive titles<\/strong> for pages and frames.<\/li>\n\n\n\n<li>Ensure users can move through the content in a <strong>logical and predictable order<\/strong>.<\/li>\n\n\n\n<li>Use <strong>descriptive link text<\/strong> so users understand where a link leads or what a downloadable item contains.<\/li>\n\n\n\n<li>Use <strong>meaningful headings and labels<\/strong>, and make sure accessible labels match or closely match the visible labels in the interface.<\/li>\n\n\n\n<li>Make it easy for keyboard users to <strong>see which element is currently focused<\/strong> (visible focus indicator).<\/li>\n\n\n\n<li>Avoid relying on <strong>mouse events or gesture-based interactions<\/strong> unless necessary, or provide alternative ways to use the interface.<\/li>\n\n\n\n<li>Allow users to <strong>change or disable shortcut keys<\/strong> to prevent accidental activation.<\/li>\n<\/ul>\n<\/div>\n\n\n\n<div id=\"tab-phpn-understandable\" class=\"uwm-p-tabcontent--pane\">\n<p>Make sure people can easily understand your content and how to use it:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Clearly identify the <strong>language of the content<\/strong>, and indicate if the language changes within a page.<\/li>\n\n\n\n<li>Ensure features and interactions are <strong>consistent and predictable<\/strong>, so users know what to expect.<\/li>\n\n\n\n<li>Provide <strong>visible, clear, and meaningful labels<\/strong> for all form fields, and make sure they use proper markup so assistive technologies can read them correctly.<\/li>\n\n\n\n<li>Help users <strong>identify, understand, and correct errors<\/strong> in forms, such as by giving helpful error messages and clear instructions.<\/li>\n<\/ul>\n<\/div>\n\n\n\n<div id=\"tab-phpn-robust\" class=\"uwm-p-tabcontent--pane\">\n<p>Make sure your content can be reliably interpreted by a wide range of technologies \u2014 including older, current, and future browsers and assistive tools:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use <strong>well\u2011structured HTML<\/strong> so browsers and assistive technologies can correctly interpret and process your content.<\/li>\n\n\n\n<li>Ensure your code provides assistive technologies with accurate information about each <strong>user interface component<\/strong> \u2014 including what it is, what state it\u2019s in, and when that state changes.<\/li>\n\n\n\n<li>Mark up important <strong>status messages, alerts, and modal dialogs<\/strong> so users are notified of them and can interact with them using their assistive technology.<\/li>\n<\/ul>\n<\/div>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-general-accessibility-guidelines\">General Accessibility Guidelines<\/h2>\n\n\n\n<p>General accessibility guidelines apply across websites, documents, videos, and communications because they ensure content can be perceived, understood, and used by people with a wide range of abilities. Following these guidelines\u2014such as using clear structure, alternative text, captions, good contrast, and plain language\u2014makes information more usable and inclusive for everyone, not just people with disabilities.<\/p>\n\n\n\n<div class=\"uwm-p-accordion uwm-p-accordion--icon-left-circle\" data-accordion-prefix-classes=\"uwm\" data-accordion-cool-selectors=\"1\"><button class=\"uwm-p-accordion--toggle-button size-p-md\">Expand All<\/button>\n<div class=\"uwm-p-accordion--header\">Images, graphs, charts, tables, and other non-text content include alt text<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Alt text (alternative text) is a brief written description of an image that helps people who use screen readers understand what the image shows and why it matters. Screen readers read alt text aloud (or convert it to Braille), making images accessible to people with visual impairments and other processing or learning differences. Alt text is also shown if an image doesn\u2019t load and helps search engines understand image content.<\/p>\n\n\n\n<p>When an image includes alt text, screen readers can clearly describe it to the user. If alt text is missing, screen readers may only announce the file name or say \u201cimage,\u201d which provides little or no meaningful information and creates a poor, confusing experience.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Content has a good color contrast ratio<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>A good color contrast ratio for accessibility ensures text and visual elements are easy to see for people with low vision or color\u2011vision differences. Under WCAG guidelines, normal text should have a contrast ratio of <strong>at least 4.5:1<\/strong>, large text <strong>at least 3:1<\/strong>, and icons or interactive elements <strong>at least 3:1<\/strong> against their background. While these are minimum requirements, higher contrast improves readability for everyone.<\/p>\n\n\n\n<p>Microsoft Word\u2019s <strong>default theme and styles generally meet minimum WCAG color\u2011contrast requirements<\/strong>, especially when you use built\u2011in styles (Normal text, Headings) and stick with black or dark text on a white background. However, <strong>good contrast is not guaranteed<\/strong> if you change colors\u2014such as using light text, custom theme colors, colored backgrounds, shapes, charts, SmartArt, or highlights.<\/p>\n\n\n\n<p>Adobe products that create PDFs\u2014such as Acrobat, InDesign, Illustrator, and Photoshop\u2014<strong>do not default to good color contrast or enforce accessibility standards<\/strong>. While these tools allow for fully accessible PDF creation, they give content creators complete control over color choices and <strong>do not automatically prevent low\u2011contrast text<\/strong>, especially when using custom themes, branding colors, backgrounds, charts, or text over images. As a result, maintaining adequate color contrast is the <strong>responsibility of the content creator<\/strong>, who must intentionally check and adjust contrast using tools like Adobe Acrobat\u2019s Accessibility Checker or external contrast analyzers rather than relying on software defaults.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Headings follow a logical sequence order (H1, H2, H3, etc.)<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Accessible headings help people understand and navigate content, especially those using screen readers, by clearly showing how information is organized. Headings must follow a <strong>logical, hierarchical order<\/strong>\u2014starting with a main heading and moving step\u2011by\u2011step through subtopics\u2014so users can easily scan, jump between sections, and understand relationships between ideas. For accessibility, heading levels should be used based on <strong>structure, not appearance<\/strong>: use Heading 1 (H1) for the main title, Heading 2 (H2) for major sections, Heading 3 (H3) for subsections, and so on, without skipping levels. Best practice is to use <strong>one H1 for the document title<\/strong>, which helps assistive technologies identify what the content is about, while additional headings (H2\u2013H6) organize the rest of the information in a clear, predictable way.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Hyperlink text is descriptive<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Hyperlink text should clearly tell users where a link will take them and what to expect when they select it. &nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Phrases like \u201cclick here\u201d or \u201cread more\u201d are vague and do not convey meaning in screen reader software. &nbsp;<\/li>\n\n\n\n<li>Full URLs (e.g., \u201chttps:\/\/www.uwm.edu\/&#8230;\u201d) are difficult for screen readers to parse and for users to scan. &nbsp;<\/li>\n\n\n\n<li>Clear link text (e.g.,\u201cDownload the annual report\u201d, \u201cLearn more about accessibility guidelines\u201d) helps all users understand and navigate content independently. &nbsp;<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Documents, including PDFs and Word documents, are accessible<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>It is important to make documents accessible <strong>before sharing them<\/strong> because once a document is distributed, it may immediately be used by people with disabilities who rely on assistive technologies such as screen readers, keyboard navigation, captions, or magnification. If accessibility barriers are present\u2014such as missing headings, poor color contrast, unlabeled images, or inaccessible PDFs\u2014some users may be unable to understand or use the content at all, creating exclusion and potential legal risk. Fixing accessibility issues after sharing is often difficult, time\u2011consuming, and may not reach everyone who already received the document. Creating accessible documents from the start ensures equal access, improves usability for all readers, and reflects a commitment to quality, inclusion, and responsibility by content creators and owners.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Videos include transcripts, captions, or audio descriptions<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Including <strong>transcripts, captions, and audio descriptions<\/strong> is essential for accessibility because they ensure that audio and video content can be understood by people with different disabilities and access needs. <strong>Captions<\/strong> allow people who are deaf or hard of hearing to follow spoken content and important sounds, while <strong>transcripts<\/strong> provide a text alternative that benefits users who cannot hear audio, use screen readers, need translation, or prefer reading. <strong>Audio descriptions<\/strong> help people who are blind or have low vision understand visual information that is not otherwise explained, such as on\u2011screen actions, charts, or context.<\/p>\n\n\n\n<p>Providing these alternatives is also important when sharing content with others because people may access media in different environments or situations\u2014such as noisy places, quiet settings where sound cannot be used, or with limited internet bandwidth. Transcripts, captions, and audio descriptions improve comprehension, allow content to be searched and reviewed easily, and support learning styles beyond listening alone. By including them from the start, content creators and owners ensure equal access, reduce barriers, and demonstrate a commitment to inclusive, high\u2011quality communication for everyone.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.w3.org\/WAI\/media\/av\/\" target=\"_blank\" rel=\"noreferrer noopener\">Making Audio and Video Media Accessible<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Content is navigable via assistive technologies or by keyboard commands<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Making content navigable via <strong>assistive technologies and keyboard commands<\/strong> is important because many people cannot use a mouse and rely instead on keyboards, screen readers, voice control, or other assistive tools to access digital content. Users with mobility impairments, blindness or low vision, repetitive\u2011strain injuries, or temporary limitations depend on predictable keyboard navigation, clear focus order, and properly labeled elements to move through content efficiently. When navigation is not accessible\u2014such as when menus, forms, or buttons cannot be reached or activated by keyboard\u2014users may become completely blocked from using the content at all.<\/p>\n\n\n\n<p>Accessible navigation also benefits everyone by making content easier to explore, understand, and use. Logical reading order, consistent navigation, visible focus indicators, and meaningful structure help users move quickly through information, especially on complex pages or documents. Ensuring keyboard and assistive\u2011technology access supports equal participation, aligns with accessibility standards, and reflects responsible content ownership by ensuring no one is excluded due to how they interact with technology.<\/p>\n<\/div><\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-accessible-document-format-decision-tree\">Accessible Document Format Decision Tree<\/h2>\n\n\n\n<p><strong>Start here:  What is the primary purpose of the content?<\/strong><\/p>\n\n\n\n<p><strong>1. Is the content meant to be read online, updated often, or accessed by the widest possible audience?<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>\u2705 <strong>Yes<\/strong> <strong>Use<\/strong> <strong>HTML (Web page)<\/strong>\n<ul class=\"wp-block-list\">\n<li>Most accessible to all users and flexible format<\/li>\n\n\n\n<li>Works well with screen readers, keyboards, mobile devices, and zoom<\/li>\n\n\n\n<li>Best for policies, instructions, announcements, and reference content<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>\u274c <strong>No<\/strong> Go to next question<\/li>\n<\/ul>\n\n\n\n<p><strong>2. Does the content need to be downloaded, printed, or preserved exactly as designed?<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>\u2705 <strong>Yes<\/strong> <strong>Use<\/strong> <strong>PDF<\/strong>\n<ul class=\"wp-block-list\">\n<li>Use only if layout must be fixed<\/li>\n\n\n\n<li>Must be <strong>properly tagged<\/strong>, have headings, alt text, readable order, and good contrast<\/li>\n\n\n\n<li>Avoid scanned PDFs unless processed with OCR and fully accessible<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>\u274c <strong>No<\/strong> Go to next question<\/li>\n<\/ul>\n\n\n\n<p><strong>3. Will users need to edit, comment on, or collaborate on the content?<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>\u2705 <strong>Yes<\/strong> <strong>Use<\/strong> <strong>Word document<\/strong>\n<ul class=\"wp-block-list\">\n<li>Good for drafts, reports, and shared editing<\/li>\n\n\n\n<li>Use built\u2011in styles, headings, lists, and accessibility checker<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>\u274c <strong>No<\/strong> Go to next question<\/li>\n<\/ul>\n\n\n\n<p><strong>4. Is the content data\u2011heavy, such as tables, calculations, or sortable information?<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>\u2705 <strong>Yes<\/strong> <strong>Use<\/strong> <strong>Excel<\/strong>\n<ul class=\"wp-block-list\">\n<li>Best for structured data and analysis<\/li>\n\n\n\n<li>Use clear headers, simple tables, no merged cells, and accessible charts<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>\u274c <strong>No<\/strong> Go to next question<\/li>\n<\/ul>\n\n\n\n<p><strong>5. Is the content primarily visual and presented live or as slides?<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>\u2705 <strong>Yes<\/strong> <strong>Use<\/strong> <strong>PowerPoint<\/strong>\n<ul class=\"wp-block-list\">\n<li>Use for presentations and training<\/li>\n\n\n\n<li>Ensure slide titles, logical reading order, alt text, captions, and sufficient contrast<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>\u274c <strong>No<\/strong>  Go to next question<\/li>\n<\/ul>\n\n\n\n<p><strong>6. Is another format required (forms, media, interactive tools)?<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>\u2705 <strong>Yes<\/strong> <strong>Choose carefully<\/strong>\n<ul class=\"wp-block-list\">\n<li>Ensure accessibility support (keyboard access, captions, labels)<\/li>\n\n\n\n<li>Provide an <strong>accessible alternative<\/strong> (often HTML or Word)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p><strong>Accessibility Rule of Thumb<\/strong><\/p>\n\n\n\n<p><strong>If HTML will work, choose HTML first.<\/strong><br>Other formats should be used <strong>only when they best support the content\u2019s purpose and can be made fully accessible<\/strong>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-microsoft-word-documents\">Microsoft Word Documents<\/h2>\n\n\n\n<p>Create Microsoft Word documents that are accessible to people with disabilities, compatible with assistive technologies like screen readers, and easier for everyone to use.&nbsp; The following checklist highlights those items that will make your Word documents accessible.&nbsp; The resource section at the bottom has links to more detailed information about the items listed here.<\/p>\n\n\n\n<div class=\"uwm-p-accordion uwm-p-accordion--icon-left-circle\" data-accordion-prefix-classes=\"uwm\" data-accordion-cool-selectors=\"1\"><button class=\"uwm-p-accordion--toggle-button size-p-md\">Expand All<\/button>\n<div class=\"uwm-p-accordion--header\">Structure the Document Using Styles<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Using <strong>styles<\/strong> in Word makes documents accessible by giving them a clear structure that screen readers and other assistive technologies can interpret correctly, allowing users to navigate by headings instead of reading line by line. Styles also improve navigation, maintain consistent formatting, work properly when exporting to formats like PDF, support Word\u2019s Accessibility Checker, and make documents easier to update. Overall, styles convey meaning\u2014not just appearance\u2014making documents more usable for people with disabilities and more efficient for everyone.<\/p>\n\n\n\n<ul class=\"wp-block-list undefined\">\n<li>Use <strong>built-in Styles<\/strong> (Heading 1, Heading 2, Heading 3)\n<ul class=\"wp-block-list\">\n<li>Use Heading 1 once for the title of the document<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Headings need to follow a <strong>logical order<\/strong> (do not skip levels)<\/li>\n\n\n\n<li>Use heading levels 1-6 (most assistance technologies will only read 1-6)<\/li>\n\n\n\n<li>Use the <strong>Normal<\/strong> style for body text (not manual formatting)<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Make Text Readable<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Making text readable through appropriate fonts, font size, spacing, and plain language is essential for accessible Word documents because it ensures content can be easily perceived and understood by people with a wide range of abilities. Clear, simple fonts and adequate text size help users with low vision, dyslexia, or cognitive disabilities, while plain language reduces confusion and cognitive load for screen reader users and people reading in a second language. Readable text also works better with magnification, high\u2011contrast modes, and text\u2011to\u2011speech tools, helping ensure the document is usable, understandable, and inclusive for everyone.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Clear, readable sans-serif font (e.g. Calibri, Arial)<\/li>\n\n\n\n<li>Body text is 11-12 pt<\/li>\n\n\n\n<li>Avoid using all CAPS, excessive italics, or fonts that are decorative<\/li>\n\n\n\n<li>Use plain language and short paragraphs<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Structure Lists Properly<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Using <strong>Word\u2019s built\u2011in bullets and numbering tools<\/strong> is important for accessibility because they create properly structured lists that assistive technologies can recognize and interpret correctly. Screen readers announce the number of items in a list and identify each bullet or step, helping users understand relationships between items and follow content more easily. Proper lists also improve navigation, maintain consistent formatting, work correctly when converting to PDFs, and prevent confusion that can occur when lists are created manually with hyphens or numbers.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use Word&#8217;s bullets and numbering tools<\/li>\n\n\n\n<li>Do not manually type dashes or numbers<\/li>\n\n\n\n<li>Make sure nested lists follow a logical hierarchy<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Add Alternative Text to Images, Charts, and Graphs<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Adding <strong>alternative text (alt text)<\/strong> to images, charts, and graphs is essential for accessibility because it ensures that people who cannot see visual content can still understand its purpose and meaning. Screen readers read alt text aloud, allowing users who are blind or have low vision to access the same information as sighted readers. Alt text also helps users when images don\u2019t load and supports comprehension for complex visuals by clearly explaining key takeaways. Without alt text, important information may be completely inaccessible, making the document incomplete for many users.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Add alt text to any images, charts, or graphs that are meaningful to the content of the document<\/li>\n\n\n\n<li>Alt text describes the purpose of the image, not just the appearance<\/li>\n\n\n\n<li>Mark an image as <strong>Decorative<\/strong> if its purpose is 100% decorative<\/li>\n\n\n\n<li>Use <strong>Captions<\/strong> to further define and clarify more complex images, charts, or graphs<\/li>\n\n\n\n<li><a href=\"https:\/\/asuo-ai-labs.streamlit.app\/Image_Accessibility\" target=\"_blank\" rel=\"noreferrer noopener\">Image alt text creator<\/a> tool from Arizona State University<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Choose Colors for Contrast<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p><strong>Color contrast<\/strong> is critical for accessible Word documents because it ensures text and visual elements are readable for people with low vision, color blindness, or those using high\u2011contrast or magnification tools. Sufficient contrast between text and background makes content easier to perceive, reduces eye strain, and prevents information from being lost. Good contrast also improves readability on different screens, in varying lighting conditions, and when documents are printed or converted to other formats, making the content clearer and more usable for everyone.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Sufficient text\u2011to\u2011background contrast<\/li>\n\n\n\n<li>Color is <strong>not the only way<\/strong> meaning is conveyed<\/li>\n\n\n\n<li>Links are identifiable without relying on color alone<\/li>\n\n\n\n<li><a href=\"https:\/\/webaim.org\/resources\/contrastchecker\/\" target=\"_blank\" rel=\"noreferrer noopener\">Color Contrast Checker<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Create Accessible Tables<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Making <strong>tables accessible<\/strong> in Word is important because tables often contain structured information that must be clearly understood by all users, including those using assistive technology. Properly formatted tables\u2014with header rows, simple layouts, and clear relationships between cells\u2014allow screen readers to convey how data is organized and how values relate to one another. Accessible tables also help users with cognitive or low vision disabilities interpret information more easily, prevent confusion caused by overly complex layouts, and ensure the content remains usable when converted to PDFs or other formats.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Tables used <strong>only for data<\/strong>, not layout<\/li>\n\n\n\n<li><strong>Header row<\/strong> specified<\/li>\n\n\n\n<li>Simple structure (no merged\/split cells if possible)<\/li>\n\n\n\n<li>Alt text added for complex tables<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Write Descriptive Text Links<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p><strong>Descriptive text links<\/strong> are important because they clearly tell users where a link will take them, rather than relying on vague phrases like \u201cclick here\u201d or \u201cread more.\u201d Screen reader users often navigate by scanning a list of links, and meaningful link text lets them understand each link\u2019s purpose without surrounding context. Descriptive links also improve comprehension for people with cognitive disabilities, support keyboard navigation, and make documents easier to use, scan, and convert to accessible formats like PDF\u2014benefiting everyone.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Link text is <strong>descriptive<\/strong><\/li>\n\n\n\n<li>Avoid vague text like \u201cclick here\u201d or \u201cread more\u201d<\/li>\n\n\n\n<li>URLs are meaningful when read aloud<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Be Aware of Layout and Navigation<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>The following practices prevent confusion, ensure content isn\u2019t lost or misinterpreted, and make Word documents usable for people who rely on screen readers, keyboard navigation, or other assistive tools\u2014while improving clarity for everyone.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Avoid text boxes and floating objects when possible<\/li>\n\n\n\n<li>Content reads logically from top to bottom<\/li>\n\n\n\n<li>No content is conveyed only through position or shape<\/li>\n\n\n\n<li>Any foreign\u2011language text has its language specified<\/li>\n\n\n\n<li>Reading order makes sense (especially with images or columns)<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Run an Accessibility Check<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Running Word\u2019s <strong>Accessibility Checker<\/strong> helps quickly identify and fix common accessibility issues\u2014such as missing alt text, improper headings, unclear link text, or table problems\u2014before sharing a document. It saves time, improves usability, and helps ensure the content is inclusive and accessible for everyone.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Run <strong>Review \u2192 Check Accessibility<\/strong><\/li>\n\n\n\n<li>Fix all <strong>Errors<\/strong><\/li>\n\n\n\n<li>Address <strong>Warnings<\/strong> where possible<\/li>\n\n\n\n<li>Review <strong>Tips<\/strong> for best practices<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Save and Share<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Saving and sharing an <strong>accessible Word document<\/strong> properly helps ensure all accessibility features remain intact for people using assistive technology. Keeping the file in Word format preserves headings, alt text, tables, reading order, and language settings, while saving to other formats (like PDF) should be done using accessibility\u2011aware options. When sharing, clear file names and accessible formats ensure recipients can open, navigate, and understand the content as intended\u2014maintaining accessibility from creation through distribution.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Native Word Document<\/strong>\n<ul class=\"wp-block-list\">\n<li>Select <strong>File &gt; Save<\/strong> and make sure the extension is <strong>.docx<\/strong> (preferred) for the best compatibility with accessibility features.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Save as PDF<\/strong>\n<ul class=\"wp-block-list\">\n<li>Select <strong>File &gt;<\/strong> <strong>Save As<\/strong> (not print to PDF)<\/li>\n\n\n\n<li>Choose&nbsp;<strong>PDF<\/strong>&nbsp;from the list of file formats<\/li>\n\n\n\n<li>Click&nbsp;<strong>Options<\/strong>&nbsp;(near the Save button)<\/li>\n\n\n\n<li>Ensure that&nbsp;<strong>\u201cDocument structure tags for accessibility\u201d<\/strong>&nbsp;is checked<\/li>\n\n\n\n<li>Click&nbsp;<strong>Save<\/strong><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Do not use<\/strong>&nbsp;\u201cPrint to PDF.\u201d This method strips out accessibility features, including tags and alt text.<\/li>\n<\/ul>\n<\/div><\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-adobe-indesign-pdfs\">Adobe InDesign PDFs<\/h2>\n\n\n\n<div class=\"uwm-p-accordion uwm-p-accordion--icon-left-circle\" data-accordion-prefix-classes=\"uwm\" data-accordion-cool-selectors=\"1\"><button class=\"uwm-p-accordion--toggle-button size-p-md\">Expand All<\/button>\n<div class=\"uwm-p-accordion--header\">Add a Title<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>The title is the first thing that is read by a screen reader when the document is opened. It should be in plain language, not simply a file name. It can be added to the document metadata in InDesign.<\/p>\n\n\n\n<p>To add a title:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Click <em>File &gt; File Info<\/em><\/li>\n\n\n\n<li>Add the document title (in plain language) to the <strong>Document Title<\/strong> field<\/li>\n\n\n\n<li>Click OK<\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Map Styles to Tags<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>PDFs must include properly applied tags that define the document\u2019s structure so screen readers can interpret the content. Headings, paragraphs, images, and tables must use the correct semantic tags\u2014using only paragraph (<code>&lt;P&gt;<\/code>) tags or incorrect tagging makes the document unusable. To ensure accessibility, InDesign paragraph and object styles should be created with semantic meaning in mind, mapped to the appropriate PDF tags, and exported correctly.  To map <strong>Paragraph Styles to PDF Tags<\/strong>:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open the <strong>Paragraph Styles panel<\/strong><\/li>\n\n\n\n<li>Right-Click a style and choose Edit<\/li>\n\n\n\n<li>From the <strong>Paragraph Style Options<\/strong> dialog box, click <strong>Export Tagging<\/strong><\/li>\n\n\n\n<li>In the PDF section, associate the chosen paragraph style with the appropriate semantic tag<\/li>\n<\/ol>\n\n\n\n<p>You can also set all export tags at once. In the Paragraph Styles panel, open the menu in the upper right and select <strong>Edit All Export Tags<\/strong>, then make sure the <strong>PDF<\/strong> option is selected. Paragraph styles will automatically map to the corresponding PDF tags.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Reading\/Navigation Order<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>When a document is plain text that flows from top to bottom and left to right, the reading order is usually correct automatically. But when a document has a complex layout\u2014such as multiple columns, images, footers, or special formatting\u2014the correct reading order is often not automatic. In those cases, you need to set the reading order manually by adding the content to the <strong>Articles<\/strong> Panel.  To set the reading order:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Click <strong>Window &gt; Articles<\/strong> <\/li>\n\n\n\n<li>Drag document objects to the Articles panel in the order in which they are to be read<\/li>\n\n\n\n<li>For threaded text that spans multiple pages, it is only necessary to drag the span once<\/li>\n\n\n\n<li>Images and other objects that are included in a threaded text frame should be anchored in order to maintain their proper placement<\/li>\n\n\n\n<li>From the menu in the upper right of the Articles pane, be sure to choose <strong>Use for Reading Order in Tagged PDF<\/strong><\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Tables<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>InDesign tables can be exported to PDF with proper tags if header rows are correctly set. Avoid complex or uneven table layouts, as they may require manual fixes later in Adobe Acrobat.  To set a table header row:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Highlight the first row<\/li>\n\n\n\n<li>Choose <strong>Table &gt; Convert Rows &gt; To Header<\/strong><\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Lists<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>When creating lists, make sure to use the built in bulleted and numbered list option.  If you want to create a custom bullet style, you may do this by:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>ALT-Click (or OPT-click) the bulleted list icon in the button bar<\/li>\n\n\n\n<li>Choose custom bullet type and click OK<\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Alternative Text (alt text) &#8211; Images<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>All meaningful images must have alternative text so screen readers can describe them. Images that are only decorative should be marked as artifacts so they are ignored. You can add alternative text manually or pull it from the image\u2019s description field in Adobe Bridge.<\/p>\n\n\n\n<p><strong>Add alt text to an image manually:<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Select the image<\/li>\n\n\n\n<li>Choose <strong>Object &gt; Object Export Options<\/strong><\/li>\n\n\n\n<li>Click <strong>Alt Text<\/strong><\/li>\n\n\n\n<li>Choose <strong>Custom<\/strong><\/li>\n\n\n\n<li>Add descriptive text<\/li>\n<\/ol>\n\n\n\n<p><strong>Add alt text using XMP data (e.g. Adobe Bridge)<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Select the image<\/li>\n\n\n\n<li>Object Menu &gt; Object Export Options<\/li>\n\n\n\n<li>Alt text Source: XMP Description<\/li>\n<\/ol>\n\n\n\n<p><strong>Tip<\/strong>:  It is recommended that you use something like the <a href=\"https:\/\/asuo-ai-labs.streamlit.app\/Image_Accessibility\" target=\"_blank\" rel=\"noreferrer noopener\">Image Alt Text Creator<\/a> from Arizona State University to create your alt text.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Captions &#8211; Images<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>If you would like the image to have a visible caption, use the Caption Setup option. To add a caption:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Object &gt; Captions &gt; Caption Setup<\/li>\n\n\n\n<li>Grabs information from image metadata<\/li>\n\n\n\n<li>Choose field<\/li>\n\n\n\n<li>IPTC Core: Headline field or Description field in Bridge<\/li>\n\n\n\n<li>Choose placement<\/li>\n\n\n\n<li>Choose style<\/li>\n\n\n\n<li>Object &gt; Captions &gt; Generate Live or Static Caption<\/li>\n\n\n\n<li>Static caption for larger captions, flows with frame<\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Hyperlinks<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Create links using InDesign\u2019s built\u2011in Hyperlinks feature. Long web addresses can be difficult for screen readers, so keep displayed URLs as short as possible. For example, link to <a href=\"https:\/\/uwm.edu\/studentaffairs\/assessment\/#h-curricular-approach-to-student-affairs\">Curricular Approach to Student Affairs<\/a> as opposed to <a href=\"https:\/\/uwm.edu\/studentaffairs\/assessment\/#h-curricular-approach-to-student-affairs\">https:\/\/uwm.edu\/studentaffairs\/assessment\/#h-curricular-approach-to-student-affairs<\/a>. To create hyperlinks:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Choose <strong>Window &gt; Interactive &gt; Hyperlinks<\/strong><\/li>\n\n\n\n<li>Highlight text<\/li>\n\n\n\n<li>Click Create New Hyperlink<\/li>\n\n\n\n<li>Link to: URL, Email, Page, etc.<\/li>\n\n\n\n<li>New style created which maps to link OBJ in a tagged PDF<\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Color Contrast<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Color contrast is an important issue for people with low-vision or color blindness. According to current Web Content Accessibility Guidelines (WCAG):<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Text sized under 18pt should have a contrast ratio of at least 4.5:1 between the text color and the background color<\/li>\n\n\n\n<li>Text larger than 18pt should have a contrast ratio of at least 3:1<\/li>\n<\/ul>\n\n\n\n<p>Use a <a href=\"https:\/\/webaim.org\/resources\/contrastchecker\/\" target=\"_blank\" rel=\"noreferrer noopener\">color contrast checker<\/a> such as the one available from WebAIM.org to check your color contrast.  Good color contrast makes your document easier to read for everyone.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Table of Contents and Bookmarks<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Longer documents (8 pages or more) should include a Table of Contents to help users\u2014especially those using assistive technology\u2014navigate the content. A Table of Contents also benefits sighted users. Bookmarks are required as well and can be created using the Table of Contents dialog box.  To generate a Table of Contents and Bookmarks (styles must already be applied):<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Choose <strong>Layout &gt; Table of Contents<\/strong><\/li>\n\n\n\n<li>Click <strong>More Options<\/strong> to show all<\/li>\n\n\n\n<li>Name your TOC<\/li>\n\n\n\n<li>Set a TOC style<\/li>\n\n\n\n<li>Choose which styles to include in TOC<\/li>\n\n\n\n<li>Set TOC Entry Style for each style<\/li>\n\n\n\n<li>Place TOC<\/li>\n\n\n\n<li>Check <strong>Create PDF Bookmarks<\/strong><\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Cross-References<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Cross\u2011references (internal links) must be correctly tagged so people using assistive technology can navigate the document. To create one, select the link text and connect it to the correct location in the document.  To create cross-references:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Highlight the link text<\/li>\n\n\n\n<li>Click <strong>Window &gt; Type and Tables &gt; Cross References<\/strong><\/li>\n\n\n\n<li>Click <strong>Create New Cross Reference<\/strong><\/li>\n\n\n\n<li>In the <strong>New Cross Reference<\/strong> Dialog box, select the destination<\/li>\n\n\n\n<li>Choose cross reference format or create your own<\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Footnotes and Endnotes<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>When set up correctly, references link to their matching footnotes or endnotes, and the notes link back to the original reference. This ensures screen readers read the content in the correct order. The accessible Footnotes\/Endnotes feature was introduced in InDesign CC 2018.  To use the built-in footnote\/endnote styles:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Select the text<\/li>\n\n\n\n<li>Choose Type &gt; Insert Footnote or Type &gt; Insert Endnote<\/li>\n\n\n\n<li>Footnote appears at the bottom of the frame in which the reference is located<\/li>\n\n\n\n<li>In the PDF, the footnote will result in a matched tag and tag<\/li>\n\n\n\n<li>Can manually add active hyperlink in PDF if desired<\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Export to an Accessible Adobe PDF<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Do not use <strong>Print &gt; Adobe PDF Printer<\/strong>. This removes all accessibility features from your document. To keep accessibility intact, always export the PDF using InDesign\u2019s <strong>Export<\/strong> option instead. <\/p>\n\n\n\n<p><strong>To export as an Adobe PDF:<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Choose <strong>File &gt; Export<\/strong><\/li>\n\n\n\n<li>Name your file and Save as Type: <strong>Adobe PDF (Print)<\/strong>\n<ul class=\"wp-block-list\">\n<li><strong>General<\/strong>\n<ul class=\"wp-block-list\">\n<li>Adobe PDF Preset: Smallest File Size <\/li>\n\n\n\n<li>Pages All <\/li>\n\n\n\n<li>Viewing: Single page, fit page<\/li>\n\n\n\n<li>Check the box next to View PDF after Exporting<\/li>\n\n\n\n<li>Check the box next to Create Tagged PDF<\/li>\n\n\n\n<li>Check the Optimize for Fast Web View box<\/li>\n\n\n\n<li>Export Layers: Visible &amp; Printable Layers<\/li>\n\n\n\n<li>Include: Bookmarks, Hyperlinks<\/li>\n\n\n\n<li>Interactive Elements: Do Not Include<\/li>\n\n\n\n<li>Choose Save Preset and rename so you can reuse it<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Advanced<\/strong>\n<ul class=\"wp-block-list\">\n<li>Display Title: Document Title <\/li>\n\n\n\n<li>Set Language<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<p><strong>To export as an Adobe Fillable PDF Form:<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Choose <strong>File &gt; Export<\/strong><\/li>\n\n\n\n<li>Name your file and Save as Type: <strong>Adobe PDF (Interactive)<\/strong>\n<ul class=\"wp-block-list\">\n<li><strong>General<\/strong>\n<ul class=\"wp-block-list\">\n<li>Output: Pages <\/li>\n\n\n\n<li>Set View: Fit Page <\/li>\n\n\n\n<li>Set Layout: Single Page<\/li>\n\n\n\n<li>Check Create Tagged PDF<\/li>\n\n\n\n<li>Check Use Structure for Tab Order<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Advanced<\/strong>\n<ul class=\"wp-block-list\">\n<li>Display Title: Document Title<\/li>\n\n\n\n<li>Set Language<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<\/div><\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-powerpoint-presentations\">PowerPoint Presentations<\/h2>\n\n\n\n<div class=\"uwm-p-accordion uwm-p-accordion--icon-left-circle\" data-accordion-prefix-classes=\"uwm\" data-accordion-cool-selectors=\"1\"><button class=\"uwm-p-accordion--toggle-button size-p-md\">Expand All<\/button>\n<div class=\"uwm-p-accordion--header\">Use 51ÁÔÆæ-Branded Templates<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Use the <a href=\"https:\/\/uwm.edu\/brand\/identity\/presentations\/\">51ÁÔÆæ\u2011branded PowerPoint templates<\/a> which are designed to be accessible. Always use the most recent version, as updates may include accessibility improvements.<\/p>\n\n\n\n<p>If you use a non\u2011branded template, choose one built into PowerPoint. Avoid starting with a blank slide or creating your own template unless you have accessibility expertise. Standard templates help prevent common accessibility issues like missing titles, poor color contrast, incorrect reading order, and improperly tagged background images.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Follow General Accessibility Guidelines<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Following the general accessibility guidelines listed toward the top of this document for PowerPoint presentations ensures that all audience members\u2014including people with disabilities\u2014can access and understand the content. It also improves clarity, organization, and usability, making presentations more effective for everyone.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Create Unique Title for Each Slide<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Unique slide titles are important for accessibility because screen reader users rely on them to navigate quickly between slides and understand the structure of a presentation. Clear, unique titles also reduce confusion and make it easier for all users to follow and reference the content.<\/p>\n\n\n\n<p>When multiple PowerPoint slides cover the same topic, <strong>titles should still be unique and descriptive<\/strong> so users\u2014especially those using screen readers\u2014can tell slides apart and navigate the presentation easily.<\/p>\n\n\n\n<p><strong>Best practices for titling slides on the same topic:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Start with the shared topic<\/strong>, then add a descriptor<br><em>Example:<\/em>\n<ul class=\"wp-block-list\">\n<li>\u201cStudent Enrollment \u2013 Overview\u201d<\/li>\n\n\n\n<li>\u201cStudent Enrollment \u2013 Trends\u201d<\/li>\n\n\n\n<li>\u201cStudent Enrollment \u2013 By Department\u201d<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Review Reading Order<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>The reading order determines how screen readers read slide content. It\u2019s important to check this so information is read in a logical sequence.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">How to review and fix reading order:<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open your slide in <strong>Normal View<\/strong>.<\/li>\n\n\n\n<li>Select <strong>Home \u2192 Arrange \u2192 Selection Pane<\/strong> (or <strong>Format \u2192 Selection Pane<\/strong>, depending on your version).<\/li>\n\n\n\n<li>In the Selection Pane, items are read <strong>from bottom to top<\/strong>.<\/li>\n\n\n\n<li>Reorder objects by dragging them so the title is first, followed by text, then images or other content.<\/li>\n\n\n\n<li>Move decorative elements to the bottom or mark them as decorative if possible.<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\">Why this matters:<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Ensures screen reader users hear content in the correct order.<\/li>\n\n\n\n<li>Reduces confusion and improves comprehension.<\/li>\n\n\n\n<li>Makes slides usable for everyone, not just assistive technology users.<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Run Accessibility, Save, and Share<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<ol class=\"wp-block-list\">\n<li><strong>Accessibility<\/strong>: Run the Accessibility Checker in PowerPoint by selecting <strong>Review &gt; Check Accessibility<\/strong>. Review the Accessibility pane and correcting errors (like adding Alt Text).<\/li>\n\n\n\n<li><strong>Save:<\/strong>&nbsp;Select&nbsp;<strong>File &gt; Save<\/strong>&nbsp;to save the accessible PowerPoint. Save your workbook as an&nbsp;<strong>.pptx<\/strong>&nbsp;for the best compatibility with accessibility features.<\/li>\n\n\n\n<li><strong>Save As PDF (Tagged):<\/strong>&nbsp;If sharing, go to&nbsp;<strong>File &gt; Save As<\/strong>, select PDF, and choose the option &#8220;Best for electronic distribution and accessibility&#8221; to ensure tags are included.  You will then need to run the file through Adobe Acrobat to check for accessibility as a PDF.<\/li>\n<\/ol>\n<\/div><\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-microsoft-excel-spreadsheets\">Microsoft Excel Spreadsheets<\/h2>\n\n\n\n<p>Data is critical to the work we do at the University and is often shared through spreadsheets. However, some spreadsheets can create accessibility barriers:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Ribbon-style menus (such as those in Excel) can be difficult for screen reader users to navigate.<\/li>\n\n\n\n<li>Charts and graphs without alternative text (alt text) prevent screen reader users from understanding the data.<\/li>\n\n\n\n<li>Large data sets without clear structure or definitions can be inaccessible to blind users, users with low vision, and users with cognitive disabilities.<\/li>\n<\/ul>\n\n\n\n<div class=\"uwm-p-accordion uwm-p-accordion--icon-left-circle\" data-accordion-prefix-classes=\"uwm\" data-accordion-cool-selectors=\"1\"><button class=\"uwm-p-accordion--toggle-button size-p-md\">Expand All<\/button>\n<div class=\"uwm-p-accordion--header\">Follow General Accessibility Guidelines<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Following basic accessibility standards such as providing alt text, using good color contract, and creating clear links when creating Excel spreadsheets ensures that everyone\u2014including people who use screen readers, have low vision, or have cognitive disabilities\u2014can understand and use the data. It also makes spreadsheets clearer, easier to navigate, and more usable for all users.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Many accessibility best practices for tables also apply to spreadsheets. Use built\u2011in cell styles to format column and row headers so screen readers can identify them correctly.<\/li>\n\n\n\n<li>In Microsoft Excel, use cell styles to mark header rows. <\/li>\n\n\n\n<li><strong>Avoid<\/strong>\n<ul class=\"wp-block-list\">\n<li>Differentiating a header row by changing the font weight or background color of the cells.<\/li>\n\n\n\n<li>Creating complex spreadsheets. Both sighted users and those who use screenreaders may have difficulty understanding them.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Worksheet Summary<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Screen readers read spreadsheets starting at cell A1 and move left to right, reading each cell\u2019s number and content.  Add a brief summary in cell A1 of every worksheet. This summary should describe what the sheet contains and explain how to navigate it. For example, note where each table starts and what data it includes.  Make sure the summary clearly states if there is more than one table on the worksheet so screen reader users can understand the layout.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Recommend<\/strong>\n<ul class=\"wp-block-list\">\n<li>Add a brief summary in cell A1 of every worksheet. This summary should describe what the sheet contains and explain how to navigate it. For example, note where each table starts and what data it includes.  Make sure the summary clearly states if there is more than one table on the worksheet so screen reader users can understand the layout.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Avoid<\/strong>\n<ul class=\"wp-block-list\">\n<li>Do not leave the first cell, A1, empty or use it for data.<\/li>\n\n\n\n<li>Do not add blank rows or columns to separate tables on the same worksheet. Screen reader users may think a blank cell means the data has ended.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Give Each Sheet in the Workbook a Unique and Meaningful Name<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Each worksheet should have a unique, meaningful name so screen reader users can quickly understand what each sheet contains. Clear names also make the workbook easier to navigate and reduce confusion for all users.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Recommend<\/strong>\n<ul class=\"wp-block-list\">\n<li>Give each sheet (tab) within a Workbook a unique name that describes exactly what information is contained in the sheet.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Avoid<\/strong>\n<ul class=\"wp-block-list\">\n<li>Do use the default sheet names (&#8220;Sheet1,&#8221; &#8220;Sheet2,&#8221; and so on).<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Use Meaningful Column and Row Names<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Using meaningful column and row names helps screen reader users understand what each data value represents as they navigate the spreadsheet. Clear labels also make the data easier to interpret and reduce confusion for all users.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Recommend<\/strong>\n<ul class=\"wp-block-list\">\n<li>Use short, specific labels like \u201cCity Name\u201d or \u201cPerson Name.\u201d<\/li>\n\n\n\n<li>Clearly define the limits of your data in the column headers, such as the range of values or where the dataset begins and ends.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Avoid<\/strong>\n<ul class=\"wp-block-list\">\n<li>Do not use labels that too general, such as &#8220;Name&#8221; that could cause confusion to those using screen readers.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Making Heading Accessible Without Merged Cells<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<h3 class=\"wp-block-heading\">Why You Should Avoid Merged Cells<\/h3>\n\n\n\n<p>Merged cells may look nice, but they cause serious problems:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Screen readers can\u2019t interpret them correctly.<\/li>\n\n\n\n<li>Sorting and filtering may break.<\/li>\n\n\n\n<li>Formulas may not work as expected.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">What to Do Instead<\/h3>\n\n\n\n<h4 class=\"wp-block-heading\">Option 1: Use a Simple, Accessible Layout<\/h4>\n\n\n\n<p>Instead of merging cells for headings or labels:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Put labels in <strong>Column A<\/strong>.<\/li>\n\n\n\n<li>Put the related information in <strong>Column B<\/strong>.<\/li>\n\n\n\n<li>If you want a visual grouping, use a <strong>background color<\/strong> to show a subheading row\u2014no merging required.<\/li>\n<\/ul>\n\n\n\n<p>This keeps the sheet accessible and easy for screen readers to understand.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-option-2-use-center-across-selection\">Option 2: Use \u201cCenter Across Selection\u201d<\/h3>\n\n\n\n<p>If you want a heading to <em>look<\/em> like it spans multiple columns <strong>without merging<\/strong>, Excel offers a safe alternative:<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">How to Center Across Selection<\/h4>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Highlight the cells where you want the centered heading to appear.<\/li>\n\n\n\n<li>Right\u2011click the highlighted area.<\/li>\n\n\n\n<li>Select <strong>Format Cells<\/strong>.<\/li>\n\n\n\n<li>In the dialog box, choose the <strong>Alignment<\/strong> tab.<\/li>\n\n\n\n<li>Under <strong>Horizontal<\/strong>, open the dropdown.<\/li>\n\n\n\n<li>Select <strong>Center Across Selection<\/strong>.<\/li>\n\n\n\n<li>Click <strong>OK<\/strong>.<\/li>\n<\/ol>\n\n\n\n<p>This keeps the visual effect you want <strong>without<\/strong> breaking accessibility, sorting, or formulas.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Run Accessibility, Save, and Share<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<ol class=\"wp-block-list\">\n<li><strong>Accessibility<\/strong>: Run the Accessibility Checker in Excel by selecting <strong>Review &gt; Check Accessibility<\/strong>.  Review the Accessibility pane and correcting errors (like adding Alt Text).<\/li>\n\n\n\n<li><strong>Save:<\/strong>&nbsp;Select&nbsp;<strong>File &gt; Save<\/strong>&nbsp;to save the accessible spreadsheet.  Save your workbook as an&nbsp;<strong>.xlsx<\/strong>&nbsp;for the best compatibility with accessibility features.<\/li>\n\n\n\n<li><strong>Save As PDF (Tagged):<\/strong>&nbsp;If sharing, go to&nbsp;<strong>File &gt; Save As<\/strong>, select PDF, and choose the option &#8220;Best for electronic distribution and accessibility&#8221; to ensure tags are included.  You will then need to run the file through Adobe Acrobat to check for accessibility as a PDF.<\/li>\n<\/ol>\n<\/div><\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-outlook-email-communications\">Outlook\/Email Communications<\/h2>\n\n\n\n<p>When creating emails, make sure they are accessible to people with disabilities, including visual, motor, cognitive, and hearing disabilities. Emails should follow the same general accessibility guidelines used for documents, with a few additional considerations specific to email.<\/p>\n\n\n\n<div class=\"uwm-p-accordion uwm-p-accordion--icon-left-circle\" data-accordion-prefix-classes=\"uwm\" data-accordion-cool-selectors=\"1\"><button class=\"uwm-p-accordion--toggle-button size-p-md\">Expand All<\/button>\n<div class=\"uwm-p-accordion--header\">Plain Text or HTML &#8211; Which to Use?<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Emails can be written in <strong>plain text<\/strong>, <strong>rich text<\/strong>, or <strong>HTML<\/strong>, and you choose the format in Outlook under the <strong>Format Text<\/strong> tab.<\/p>\n\n\n\n<p><strong>Plain text<\/strong> works well for short, simple emails. It can be read by any email program, works with all assistive technologies, and uses the least system resources. However, plain text does not support headings or layout, and links appear as full web addresses, which can be harder to read.<\/p>\n\n\n\n<p><strong>HTML<\/strong> is best when your email needs formatting or structure, such as headings, lists, links, or images with alt text. HTML supports accessibility features and is a good choice for more detailed or visually organized messages.<\/p>\n\n\n\n<p><strong>Which should you use?<\/strong><br>Both formats can be accessible. Use plain text for simple messages without images or links. Use HTML when you need structure or formatting\u2014when created with accessibility in mind, HTML emails can be just as accessible, or even better, than plain text.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Important Components of Email<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<ul class=\"wp-block-list\">\n<li>Use a short, clear subject line<\/li>\n\n\n\n<li>Choose easy\u2011to\u2011read fonts (sans\u2011serif works best), at least 12\u2011point in size, with strong color contrast<\/li>\n\n\n\n<li>Keep your email signature simple and readable\u2014avoid script fonts<\/li>\n\n\n\n<li>Use headings and lists to make the email easier to read and navigate<\/li>\n\n\n\n<li>Use white space between paragraphs and avoid long blocks of text<\/li>\n\n\n\n<li>Use emojis sparingly and never replace words with them<\/li>\n\n\n\n<li>Avoid background colors or patterns that make text hard to read<\/li>\n\n\n\n<li>Add alternative text (alt text) to any informative images<\/li>\n\n\n\n<li>Mark decorative images with blank alt text<\/li>\n\n\n\n<li>Repeat any important text from images or attachments in the body of the email<\/li>\n\n\n\n<li>Use descriptive link text (for example, \u201cUpcoming Events\u201d instead of \u201cClick here\u201d)<\/li>\n\n\n\n<li>Don\u2019t rely on color alone to show meaning\u2014use text or symbols for emphasis<\/li>\n\n\n\n<li>Use the <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/improve-accessibility-with-the-accessibility-checker-a16f6de0-2f39-4a2b-8bd8-5ad801426c7f\">Microsoft Accessibility Checker<\/a> before sending the message<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Third Party Email Programs &#8211; Emma and Mailchimp<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<h3 class=\"wp-block-heading size-h5\">Third Party Email Platforms<\/h3>\n\n\n\n<p>If you use an email service such as Emma, Mailchimp or other services, make sure your email templates meet accessibility guidelines. Most third party email platforms have accessibility guidance available to customers on their sites.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/myemma.com\/blog\/why-does-email-accessibility-matter\/\" target=\"_blank\" rel=\"noreferrer noopener\">Accessibility with Emma<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/styleguide.mailchimp.com\/writing-for-accessibility\/\" target=\"_blank\" rel=\"noreferrer noopener\">Writing for Accessibility with Mailchimp<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-resources\">Resources<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Accessibility Tools<\/strong>\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.w3.org\/WAI\/tutorials\/images\/decision-tree\/\" target=\"_blank\" rel=\"noreferrer noopener\">Alt Text Decision Tree<\/a> &#8211; Great tool for determining the type of alt text to use for an image<\/li>\n\n\n\n<li><a href=\"https:\/\/asuo-ai-labs.streamlit.app\/Image_Accessibility\" target=\"_blank\" rel=\"noreferrer noopener\">Image Alt Text Creator<\/a> from Arizona State University<\/li>\n\n\n\n<li><a href=\"https:\/\/webaim.org\/resources\/contrastchecker\/\" target=\"_blank\" rel=\"noreferrer noopener\">Color Contrast Checker<\/a> from WebAIM or download the free <a href=\"https:\/\/vispero.com\/lp\/color-contrast-checker\/\">Colour Contrast Analyser (CCA)<\/a> application which has an eye dropper so you can select the color directly from your documents.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Microsoft Office Products<\/strong>\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-your-word-documents-accessible-to-people-with-disabilities-d9bf3683-87ac-47ea-b91a-78dcacb3c66d#PickTab=Windows&amp;picktab=windows\" target=\"_blank\" rel=\"noreferrer noopener\">Make your Word documents accessible to people with disabilities<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-your-powerpoint-presentations-accessible-to-people-with-disabilities-6f7772b2-2f33-4bd2-8ca7-dae3b2b3ef25\" target=\"_blank\" rel=\"noreferrer noopener\">Make your PowerPoint presentations accessible to people with disabilities<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/accessibility-best-practices-with-excel-spreadsheets-6cc05fc5-1314-48b5-8eb3-683e49b3e593\" target=\"_blank\" rel=\"noreferrer noopener\">Accessibility best practices with Excel spreadsheets<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-your-outlook-email-accessible-to-people-with-disabilities-71ce71f4-7b15-4b7a-a2e3-cf91721bbacb\" target=\"_blank\" rel=\"noreferrer noopener\">Make your Outlook email accessible to people with disabilities<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Accessibility at 51ÁÔÆæ<\/strong>\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/\" target=\"_blank\" rel=\"noreferrer noopener\">Digital Accessibility Website<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/\" target=\"_blank\" rel=\"noreferrer noopener\">Accessible Documents and PDFs<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/checking-microsoft-office-for-accessibility\/\" target=\"_blank\" rel=\"noreferrer noopener\">Check Microsoft Office Documents for Accessibility<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.uwm.edu\/advancing-learning\/146742\" target=\"_blank\" rel=\"noreferrer noopener\">Accessibility and Universal Design Checklist<\/a> &#8211; 51ÁÔÆæ Center for Advancing Student Learning (CASL)<\/li>\n\n\n\n<li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/training\/\" target=\"_blank\" rel=\"noreferrer noopener\">Training<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n<p><!-- \/wp:post-content --><\/p>","protected":false},"excerpt":{"rendered":"<p>Digital accessibility means creating content everyone can use\u2014across vision, hearing, mobility, and cognitive differences. It\u2019s the responsibility of all content owners. Universities of Wisconsin policy requires all university content to meet digital accessibility standards by April 1, 2026. Building in &hellip;<\/p>\n","protected":false},"author":219,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_tec_requires_first_save":true,"_EventAllDay":false,"_EventTimezone":"","_EventStartDate":"","_EventEndDate":"","_EventStartDateUTC":"","_EventEndDateUTC":"","_EventShowMap":false,"_EventShowMapLink":false,"_EventURL":"","_EventCost":"","_EventCostDescription":"","_EventCurrencySymbol":"","_EventCurrencyCode":"","_EventCurrencyPosition":"","_EventDateTimeSeparator":"","_EventTimeRangeSeparator":"","_EventOrganizerID":[],"_EventVenueID":[],"_OrganizerEmail":"","_OrganizerPhone":"","_OrganizerWebsite":"","_VenueAddress":"","_VenueCity":"","_VenueCountry":"","_VenueProvince":"","_VenueState":"","_VenueZip":"","_VenuePhone":"","_VenueURL":"","_VenueStateProvince":"","_VenueLat":"","_VenueLng":"","_VenueShowMap":false,"_VenueShowMapLink":false,"_tribe_blocks_recurrence_rules":"","_tribe_blocks_recurrence_description":"","_tribe_blocks_recurrence_exclusions":"","footnotes":"","uwm_wg_additional_authors":[]},"class_list":["post-10616","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Technology Integration &amp; 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