Welcome to the How to Author and Test Microsoft PowerPoint Presentations for Accessibility series, brought to you by the U.S. General Services Administration (GSA). This training is part of GSA’s accessibility program and is designed to help you create Section 508-compliant PowerPoint presentations. You may be more familiar with WCAG—the Web Content Accessibility Guidelines—which form the basis of Section 508. By following these standards, you’ll improve readability, navigation, and compatibility with assistive technologies, ensuring your presentations are accessible to all. About the PowerPoint Series: This 13-part series, developed by the Accessible Electronic Document Community of Practice (AED COP), covers essential steps to make your PowerPoint slides accessible. Most modules are under five minutes, with the Module 1 being the longest at about nine minutes. Looking for a Fast Track Read? WebAIM offers a helpful article on PowerPoint Accessibility covering the basics to get you started quickly. Module 0: Introduction and Background Get an overview of the AED COP and key steps to make your PowerPoint presentations accessible and conform to WCAG standards. Watch Module 0 Video Playtime: 3:50 Module 1: Creating the Presentation’s Layout Design and Establishing the Logical Reading Order Learn how to use slide layouts, themes, and master slides to create a clear and logical reading order for your presentation. Watch Module 1 Video Video playtime: 9:03 Module 2: Ensuring Sufficient Contrast Between Text and Background Find out how to choose colors that provide enough contrast so text is easy to read for everyone, including people with low vision. Watch Module 2 Video Video playtime: 2:38 Module 3: Using Text to Describe Important Visual Information Discover how to describe color, size, shape, and other visual cues in text so everyone, including those using assistive technology, can understand your content. Watch Module 3 Video Video playtime: 2:25 Module 4: Structuring Content with Columns Correctly See how to use PowerPoint’s column tool to arrange content in a way that makes sense when read aloud by assistive technology. Watch Module 4 Video Video playtime: 2:13 Module 5: Formatting Lists for Accessibility Learn how to properly create bulleted and numbered lists so screen readers can clearly convey their structure and meaning. Watch Module 5 Video Video playtime: 2:29 Module 6: Creating Accessible Data Tables Use PowerPoint’s built-in table features to make sure assistive technology can read tables correctly and provide meaningful information. Watch Module 6 Video Video playtime: 3:48 Module 7: Adding Alternative Text to Images and Objects Discover how to add “alt text” to images, icons, and other objects so screen readers can describe them to people who can’t see them. Watch Module 7 Video Video playtime: 3:13 Module 8: Creating Clear and Descriptive Links Find out how to write meaningful link text so users can easily understand where a link leads or what it does. Watch Module 8 Video Video playtime: 3:07 Module 9: Making Important Background Information Accessible Learn how to ensure key details in headers, footers, and watermarks are accessible to assistive technology. Watch Module 9 Video Video playtime: 2:28 Module 10: Setting the Correct Language for Text See how to set the language for your presentation so screen readers can pronounce the text correctly. Watch Module 10 Video Video playtime: 2:22 Module 11: Making Audio, Video, and Multimedia Accessible Understand how to provide captions, transcripts, and audio descriptions so everyone can access multimedia content. Watch Module 11 Video Video playtime:2:20 Module 12: Avoiding Flashing Objects Learn why flashing objects should never be used, as they can cause seizures and are not accessible. (Warning: This video includes an example of flashing content.) Watch Module 12 Video Video playtime: 1:27 Module 13: Saving in the .pptx Format with a Clear File Name Find out how to use clear and descriptive file names to help all users quickly locate and identify your presentation. Watch Module 13 Video Video playtime: 2:31 Additional Resources: VCSU One Stop Resource Hub VCSU One Stop Toolkit GSA: Creating PowerPoint Templates Microsoft: Make your PowerPoint presentations accessible

Welcome to the How to Make an Accessible Document in Microsoft Word series, brought to you by the U.S. General Services Administration (GSA). This training is part of GSA’s accessibility program and is designed to help you create Section 508-compliant Word documents. You may be more familiar with WCAG—the Web Content Accessibility Guidelines—which form the basis of Section 508. By following these standards, you’ll improve readability, navigation, and compatibility with assistive technologies, ensuring your Word documents are accessible to all. About the Word Series: This 13-part series, developed by the Accessible Electronic Document Community of Practice (AED COP), covers essential steps to make your Word documents accessible. Most modules are under five minutes, with Module 5 being the longest at approximately fifteen minutes. Looking for a Fast Track Read? WebAIM offers a helpful article on Creating Accessible Documents covering the basics to get you started quickly. Module 0: Introduction & Background This module gives an overview of the AED COP and key topics covered in the series. Watch Module 0 Video Playtime: 3:33 Module 1: Save as a Word Document (.docx) with a Descriptive Filename Learn how to create a clear and descriptive file name that helps everyone, including people with disabilities, easily find and open your document. Watch Module 1 One Video Playtime: 2:59 Module 2: Use Styles to Create Headings Learn how to use built-in styles to add headings and formatting, making it easier for assistive technology to understand your document’s structure and content. Watch Module 2 Video Video Playtime: 3:04 Module 3: Use Built-in Features to Create Lists Learn how to use lists to organize content so assistive technology can recognize grouped information and convey the relationship between list items. Watch Module 3 Video Video Playtime: 3:59 Module 4: Use Built-in Features to Organize Content Learn how to use the built-in columns tool to structure content properly and ensure it is read in the correct order. Watch Module 4 Video Video Playtime: 4:19 Module 5: Use Built-in Features to Create Layout and Data Tables Learn how to use built-in features to create layout and data tables, ensuring assistive technology can read and present the information correctly. Watch Module 5 Video Video Playtime: 15:30 Module 6: Identify Distinct Languages Learn how to use proofing language settings to set the document language, allowing assistive technology to read and pronounce content correctly. Watch Module 6 Video Video Playtime: 2:41 Module 7: Create Unambiguous Names for Links Learn how to add links with unique and descriptive names so assistive technology users can easily understand their purpose and destination. Watch Module 7 Video Video Playtime: 3:33 Module 8: Duplicate Vital Information in Headers, Footers and Watermarks Learn how to make vital information in headers, footers, and watermarks accessible to assistive technology. Watch Module 8 Video Video Playtime: 2:19 Module 9: Create Accessible Images and Other Objects Learn how to add alt text to images and other objects so assistive technology can provide meaningful descriptions of visual content. Watch Module 9 Video Video Playtime: 6:04 Module 10: Create Accessible Textboxes Learn how to make text boxes accessible by placing them “in line with text” so assistive technology can read their content. Watch Module 10 Video Video Playtime: 2:00 Module 11: Use Color and Other Sensory Characteristics Plus Text to Convey Meaning Learn how to use color, size, shape, and location effectively to convey meaning without relying solely on visual cues. Watch Module 11 Video Video Playtime: 2:39 Module 12: Create the Required Color Contrast Learn how to choose colors with sufficient contrast and use a tool to ensure your text meets accessibility standards. Watch Module 12 Video Video Playtime:4:37 Module 13: Create Accessible Embedded Files Learn how to embed audio, video, and multimedia files in your document to ensure equal access for individuals with disabilities. Watch Module 13 Video Video Playtime: 2:11 Additional Resources: VCSU One Stop Resource Hub VCSU One Stop Toolkit Microsoft: Make your Word documents accessible

The Microsoft Office 365 Accessibility Checker is a simple, built-in tool that helps you find and fix accessibility issues in Word documents, PowerPoint presentations, and Excel spreadsheets. You’ll find it under the Review tab—just select Check Accessibility to get started. The Accessibility Checker scans your file for common accessibility problems. It tells you why each issue might create barriers for people with disabilities and offers suggestions to fix them. While it's a great first step, it won’t catch everything. It’s still important to manually review your content to make sure it’s fully accessible. GSA Training Article: Before sharing or publishing your document, presentation, or spreadsheet, run the built-in Accessibility Checker to make sure your Microsoft Office content does not have easily identifiable accessibility issues. Use Document Accessibility Checkers You Tube Training Video: In this video from the University of Alaska Anchorage (UAA), you'll learn how to use the Accessibility Checker effectively. Using Microsoft’s Accessibility Checker Video playtime: 5:11 You Tube Training Short: Think Microsoft Word’s Accessibility Checker finds every issue? Not quite! In this quick YouTube short by Shawn Jordison, see what the tool might overlook. Accessibility Checker – What It Misses Video playtime: 0:54 Additional Resources: VCSU One Stop Resource Hub VCSU One Stop Toolkit Microsoft: Improve accessibility with the Accessibility Checker

Welcome to the How to Author and Test Microsoft Excel Worksheets for Accessibility series, brought to you by the U.S. General Services Administration (GSA). This training is part of GSA’s accessibility program and is designed to help you create Section 508-compliant Excel Spreadsheets.You may be more familiar with WCAG—the Web Content Accessibility Guidelines—which form the basis of Section 508. By following these standards, you’ll improve readability, navigation, and compatibility with assistive technologies, ensuring your spreadsheets are accessible to all. About the Excel Series: This 10-part series, developed by the Accessible Electronic Document Community of Practice (AED COP), covers essential steps to make your Excel spreadsheets accessible. Most modules are under five minutes, with the Module 1 being the longest at about nine minutes. Looking for a Fast Track Read? WebAIM offers a helpful article on Excel Accessibility covering the basics to get you started quickly. Module 0: Introduction and Background Get an overview of the AED COP and key steps to make your spreadsheets accessible and conform to WCAG standards. Watch Module 0 Video Video playtime: 3:44 Module 1: Using Built-in Features to Organize Content and Ensure Logical Reading Order Learn how to use built-in features (cell styles, heading levels, and data table formats) to ensure that spreadsheets and workbooks are structured in a logical reading order. Watch Module 1 Video Video playtime: 2:59 Module 2: Ensuring the Contrast Ratio Between Text and Background is Sufficient When choosing the color palette for your slide designs, close attention must be given to ensure there is a strong color contrast between the foreground and background. See examples of good and bad color contrast, and the how to use tools to determine if your spreadsheet has sufficient contrast. Watch Module 2 Video Video playtime: 2:38 Module 3: Ensuring Color and Other Visual Characteristics are Also Described in Text Discover how to use visual characteristics, such as color, size, shape, and location to convey meaning when creating your worksheet. Watch Module 3 Video Video playtime: 2:22 Module 4: Making Vital Background Information Accessible Learn how to ensure that vital information, created as a watermark or placed in the Header or Footer of the slide, can be accessed by assistive technology. Watch Module 4 Video Video playtime: 2:04 Module 5: Using Built-In Features to Create Data Tables Discover how to use the built-in table features so assistive technology can read the information in data tables in a meaningful manner. Watch Module 5 Video Video playtime: 3:56 Module 6: Adding Alternative Text to Images and Other Objects Assistive Technology cannot infer meaning from images and other objects, such as pictures, images of text, images of tables, shapes, and icons with hyperlinks. Learn how to apply “alt text” to objects to ensure equal access to the information. Watch Module 6 Video Video playtime: 32:44 Module 7: Creating Links with Unique and Descriptive Names Learn how to add links to a worksheet so that each link has a unique and descriptive name that allows assistive technology users to determine the destination, function, or purpose of links. Watch Module 7 Video Video playtime: 2:57 Module 8: Ensuring Descriptions of Embedded Audio, Video and Multimedia Files are Accurate Learn how to embed audio-only, video-only or multimedia files into your worksheet so individuals with disabilities have comparable access to the information. Watch Module 8 Video Video playtime: 2:35 Module 9: Excluding Flashing Objects Flashing objects cannot be considered accessible because they can cause seizures and, therefore, should never be used. Warning: This video demonstrates a type of flashing object that should never be used. Watch Module 9 Video Video playtime: 1:26 Module 10: Saving in the .xlsx Format with a Descriptive Filename Discover how a descriptive file name identifying the worksheet or its purpose helps everyone, including people with disabilities, locate, open, and switch between documents. Watch Module 10 Video Video playtime: 2:52 Additional Resources: VCSU One Stop Resource Hub VCSU One Stop Toolkit Microsoft: Make your Excel spreadsheets accessible

Creating accessible email messages in Microsoft Outlook ensures your communication is clear, inclusive, and usable by everyone, including individuals with disabilities. By following a few key best practices—such as using descriptive subject lines, applying proper heading structure, adding alt text to images, and using accessible links—you can make sure your emails are easy to read and navigate. Outlook also includes the Accessibility Checker, located under the Review tab. It scans your email for common accessibility issues and suggests fixes. While useful, it’s important to also manually review your content to ensure full accessibility. One Stop Article: This One Stop article shares best practices for creating accessible emails, with key tips on avoiding image-only content and ensuring alt text, contrast, and clear formatting. Guidelines: Email Accessibility GSA Training Article: In this article, the U.S. General Services Administration (GSA) outlines how to ensure email messages meet Section 508 Standards. It provides simple steps you can take to create accessible email messages, ensuring that your communications are inclusive and effective. Creating Accessible Email Messages Microsoft Training Video: This Microsoft video tutorial demonstrates how to improve the accessibility of your Outlook email messages. It highlights key tips and tools to help ensure your emails are readable and usable by everyone, including people with disabilities. Improve Email Accessibility Video playtime: 5:07 You Tube Training Short: This video by the Accessibility Guy walks users through how to use Microsoft Outlook's accessibility features to create accessible emails. By formatting text, designing accessible tables, and adding alt text to images, you can ensure your emails are usable for everyone. How to Make Accessible Email with Outlook Video playtime: 2:14 Additional Resources: VCSU One Stop Resource Hub VCSU One Stop Toolkit GSA Checklist for Accessible Email Messages Microsoft: Make your Outlook email accessible

Alternative text, or ALT text, helps people who are blind or have low vision understand what images are all about. A screen reader, such as Voice Over or Jaws, will not read images out loud, so it is necessary to use alt text on objects such as pictures, clip art, charts, tables, shapes, SmartArt, embedded objects, and audio or video objects. If there’s text within your image, include that text in the ALT text description. How to Add Alt Text to an Image: 1. Right-click the object and select Edit Alt Text. 2. Select the object. Select Format > Alt Text. The Alt Text pane opens. 3. Type a detailed description of the image to someone who cannot see the image, and describe why the image is important to your message. 4. Since assistive technology doesn’t read words within images, if there’s text within your image, include that text in the alt text description. Instructional Video on how to create alternative text for digital accessibility: Additional Information: Core Topic: Alt Text Core Topics of Digital Accessibility For more information, contact Debbie Dramstad, Web Accessibility and Application Specialist. Email: debra.dramstad@vcsu.edu Office: 701-845-7344