Study Guide
Canva vs PowerPoint Accessibility
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University:
California State University, Northridge -
Course:
COMP 100 | Computers: Their Impact and Use Academic year:
2023
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Views:
287
Pages:
81
Author:
Terence H.
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What is PDF Tags? Canva Tags Confusion
• Accessibility markup tags such as to
.
• No built-in Check Accessibility like Microsoft Office. • Canva finally added a new feature to add image description
in Alternative text (Alt Text).
• Logical reading order is out of order and will not make
sense to screen reader users. There is no option to
re-arrange the reading order in the correct order. Quick Check Using ‘Read Out Loud’ Tool
Adobe Acrobat and Adobe Reader’s built-in ‘Read Out
Loud’ is not a real screen reader, but this is a quick check
to listen to how a screen reader reads the content.
• Open your Canva PDF file in Adobe Acrobat Pro or
Reader, View tab, Read Out Loud, Activate Read
Out Loud.
• Go back to the View tab again, Read Out Loud, Read
This Page Only. Listen to how the screen reader reads the content information in Canva.
• Recognize the logical reading order is out of order? How to fix Canva Tags?
Be familiar with PDF Accessibility tagging tool Remediate Canva Tags should look like…
Original Canva Tags
Final Tags version PowerPoint Design Offers
• Microsoft PowerPoint offers a quicker way to create
accessible event flyers, infographics, posters, or newsletters
that include:
• Headings structure
• Image description (Alt Text)
• Re-arrange logical reading order
• Built-in accessibility checker
• Retains all the structure when exporting to PDF • Time-saver: you can edit as many times as you want without
worrying about losing the design structure.
• Everyone on campus has access to Microsoft PowerPoint. Legibility
Pretty fonts look good but can people read it? The
inaccessible fonts can make content difficult to read
and slow readers down. Fonts, text size (12 points or
up) and color should be legible.
• Text should be clear and easy to read
• Avoid using difficult-to-read fonts and small text
• San-serif fonts are more suited to electronic formats (Arial, Calibri, Verdana or Franklin Gothic Book)
•
Avoid underlining text. Underlining is interpreted by screen
readers and people with low vision as linked text.
• Capitalization for the heading is fine not the entire
paragraph. Most people have difficult to read it if all text
capitalized. Text Shadow and Text Effects Font Styles
Avoid using Text Shadow and Text Effects font styles because PDF accessibility checker
report an error “Other elements alternate text – failed.” due to two layers
1) actual text
2) image of text shadow Check Color Contrast People who have low vision or are
colorblind could encounter some
difficulty distinguishing text color from a
background color if the contrast is
insufficient with a contrast ratio like
1.5:1.
This example has a great color contrast
ratio of 8.7:1. The contrast is sufficient
for those who have different vision.
• Download Colour Contrast
Analyser onto your computer
(PC/Mac) to ensure accessible
contrast or use an online
contrast checker from
WebAIM.
• WCAG Level AA requires a
contrast ratio of at least 4.5:1
for regular sized text (12 or 14
pt. font) and 3:1 for large text
(18 pt. font).
• Coblis Color Blindness Simulator Let’s Get Started with the PowerPoint!
Let’s start by choosing your Slide Size
• Design tab, Slide Size, and select Custom Slide Size
• The Custom option is to let you customize any flyer, poster, or
newsletter size. For example, the letter size is 8.5” x 11” Built-in slide layouts
(unique title)
•
PowerPoint does not use headings like
Word Document’s Style Panes instead using
slide TITLE. Every slide should have a unique
title. Assistive technology users such as screen readers navigate by slide title.
• Using the default slide layouts is the first
step in making your presentation accessible.
1.
Go to Home tab
2.
New Slide
3.
Office Theme
4.
Select the slide with Title. Avoid using blank slide
that has no title. Slide Title
• New Slide, select Title and Content.
This will be the main content title,
and export to PDF as H1 (heading
1). Just one H1.
• Enter the main title name, i.e.
Student Leadership Conference. • How to add sub-section H2
(heading 2)?
• Copy/paste the main content title
box (H1) then reduce the font size
for heading 2.
• Repeat the same steps if you need
more sub-sections (H2) for several
pages. Slide Title to PDF Tags
PDF Tags
Slide Title and Sub-sections Can I use Canva’s images in the PowerPoint?
ABSOLUTELY! Download any Canva’s image file type:
• PNG (suggested): high quality image
• JPG: Small file size image
•SVG: Sharp vector graphics at any size
Either drag the download Canva’s image into the slide or use Insert tab, select Pictures button, browse the image to insert in the slide.
If the image conveying succinct information, add image’s Alt text
otherwise mark as decorative. Image Alternative or Alt
Text
Screen readers and other AT announce that it’s an “image” or
“graphic”, then read the alt text: “Three plants going through
transformation with text quote Accessibility user-friendly
document for CSUN student success.”
• The purpose of Alt Text is to allow low vision or
blind users who use text-to-speech assistive
technologies (AT), such as screen readers, to
understand the purpose of graphic images.
Sighted users usually don’t see alt text unless
they use AT.
• Screen readers and other AT can’t convert images
into texts. So, when writing alt text, consider the
following for images:
o Describe the content and the purpose of the
image clearly and concisely, in a phrase or a
sentence or two. Keep alt text short 200
characters or less.
o Image with text (for example, the CSUN
wordmark) should include the words on
the image.
o “Image of…”, “Photo of…” is not
needed because screen readers and
other AT announce that it’s an “image”
or “graphic”. o When completing the alt text, use proper
punctuation such as periods to indicate the
end of the alt text. Without proper
punctuation, some screen readers will run
the alt text into the body text that follows
and cause confusion to the user.
o Don’t insert hyperlinks in alt text
because they are not clickable and
can’t create descriptive link text. Office 365 - Adding Alt Text
Select the image
and right-click to
select “Edit Alt Text” Older version Office 2016 - Adding Alt Text Right click to select Format Picture, Layout & Properties, Alt Text Adding QR Code
• QR Code image Alt Text e.g. “QR Code for Canva vs PowerPoint event
flyer.”
• Add a short URL link visible on the flyer
and selectable/clickable.
• Don’t insert hyperlinks in alt text
because they are not clickable and can’t
create descriptive link text. What are Decorative Images?
•
•
•
•
•
•
Conveys no information; does not provide meaningful information.
Purely for visual effect.
The horizontal line that divided the two sections.
Line border image used as part of page design.
Decorative images do not require a text alternative.
Decorative images, lines, borders, or shapes are ignored by assistive
technologies, such as screen readers. Shapes
All SHAPES mark as decorative to ignore by the screen
readers.
• Draw the shape under Drawing group
• Select the shape, right-click to select Edit Alt Text or Format tab
• Select the checkbox “Mark as decorative” Text on top of the shape – two layers
Don’t combine the shape and Edit Text in
one layer then mark as decorative. Screen
reader will ignore the text entirely.
Create two separate layers:
• Layer #1: select the shape,
right-click to select Alt Text, mark as
decorative
• Layer #2: Select Text box, type your text
• Move text box on top of the shape as overlay
• Do not group two layers together then
mark as decorative. PDF accessibility
checker reports “Figures alternative
text-Failed.” Group images or objects
DO NOT group images or objects together then adding alternative text (alt text)
at once. PDF accessibility checker reports “Figures alternative text – Failed.”
Alt text or mark as decorative image/object individually. Descriptive Link Text, 1 of 2
Not Accessible – vague and redundant
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university. Read more.
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University, Northridge hope to solve some of the mysteries found in the sun’s
atmosphere, information that could help us better understand the impact of solar
flares, as well as what is happening with other stars in our solar system.
Read more.
Minimizing the COVID Slide During the Summer
In response to the COVID-19 pandemic, schools across the nation transitioned to
meeting online. Given the abruptness of the transition and lack of preparation
parents had in becoming in-home teachers’ aides, many parents and educators are
worried about a “COVID slide” or “COVID slowdown,” where students fail to retain
any new information learned before and during the pandemic — as well as over the
summer, when students are not in school.
Click here Accessible – descriptive and
unique
CSUN
News
CSUN Honors Four Exceptional Graduate Students for Thesis and Project Work
CSUN’s Division of Academic Affairs has selected four exceptional CSUN graduate
students as the winners of the 2020 Distinguished Thesis/Graduate Project
Competition, with each receiving a $1,000 award and recognition from the
university. Learn more about CSUN's Four Exceptional Graduate Students.
CSUN Team to Tap into Power of Inouye Telescope to Study Sun’s Atmosphere
With the aid of a telescope in Hawaii, a team of professors at California State
University, Northridge hope to solve some of the mysteries found in the sun’s
atmosphere, information that could help us better understand the impact of
solar flares, as well as what is happening with other stars in our solar system.
Continue reading about CSUN's Astronomy Team.
Minimizing the COVID Slide During the Summer
In response to the COVID-19 pandemic, schools across the nation transitioned
to meeting online. Given the abruptness of the transition and lack of
preparation parents had in becoming in-home teachers’ aides, many parents
and educators are worried about a “COVID slide” or “COVID slowdown,”
where students fail to retain any new information learned before and during
the pandemic — as well as over the summer, when students are not in school.
Learn more about the "COVID Slide".
Screen readers read: The content and link text then announce the word "link"
Screen readers read: "Read more, link" "Read more, link" "Click here, link" Descriptive Link Text, 2 of 2 Reading Order, 1 of 3
The order of text boxes, images, and shapes determines how the content will
be presented to screen reader users, and other users of assistive technology.
Incorrect Reading Order
Correct Reading Order Reading Order, 2 of 3
To check or fixing reading order of a slide, select
Home > Arrange > Selection Pane.
Reading order is shown in reverse, bottom to
top. Click and drag or use the arrow buttons to change reading order.
When the screen reader reads this slide, it reads the objects
in the reverse order listed in the Selection pane.
Important: The Title should always be read first as heading
title. Assistive technology users such as screen readers
navigate by slide title. Reading Order, 3 of 3
The PowerPoint reading order reads the objects in
the reverse order listed in the Selection pane from
bottom to top.
When exporting to PDF, the tags reading order reads
from top to bottom. It’s very important to ensure
the slides reading order follow the PowerPoint’s
reading order in the correct order for the PDF to
export correct reading order. PowerPoint Accessibility Checker
The accessibility checker will
identify certain accessibility
issues:
• Duplicate slide titles
• Images with no alt text
• Tables without the header
box checked. • Tables that have merged
cells or with empty cells
• Reading order needs checking. What is a Document Title?
• A document title is a descriptive and meaningful version of the file name. When
converting to PDF, titles are often visible in the PDF window or tab.
• When multiple PDFs are open, well defined PDF titles allow for easier distinction
between them. This distinction is particularly useful when relying on screen
readers.
• The best way to add a PDF title is to edit an original document such as Microsoft
Office file. See next slide how to add a Title in the PowerPoint. Window: File, Info, Title Windows: Converting to PDF
1. Select File menu
2. Save as, Save as type: PDF
3. Select Options button to include Document
Properties and Document structure tags for
accessibility
4. Save
5. Open the PDF file from Adobe Acrobat Pro
6. Run Accessibility Check Learn more about PDF Accessibility Mac: File, Properties, Title Mac: Converting to PDF
Unfortunately, Mac PowerPoint Desktop Software Save as
PDF doesn’t import PDF tags structure “No Tags available”.
The alternative way to export PDFs with tags is by logging into Microsoft Office 365
online.
1.
2.
Go to MyCSUN Portal
Select Microsoft Office 365 3.
4.
5.
6.
7.
8.
9.
Select PowerPoint tab on left side
Upload your PowerPoint file
Select File menu
Save as, Download as PDF button
Download button (save on your desktop)
Open the PDF file from Adobe Acrobat Pro
Run Accessibility Check
Learn more about PDF Accessibility Never Choose Print to PDF Option
Never choose a "Print" to PDF option in
Office, or in any other program. A screen
reader user may still be able to access the
text of a PDF created in this way, but
heading structure, alternative text, a logical
reading order, and any other tag structure will be lost.
Use Save As, then choose PDF. How to Save the PowerPoint Designing in PNG or
JPEG for Social Media or Email Marketing?
• Go to File menu
• Select Save As
• Save as type: dropdown list,
choose either PNG or JPEG
• Enter file name
• Save button Adobe Creative Cloud for Faculty & Staff
• Adobe Creative Cloud software is now available for use (at no
additional charge) on all faculty and staff university-owned
computers, labs and classroom devices, and for all students.
• Please note that this deployment of Adobe software is not
available for use on personally-owned faculty and staff
devices at this time.
• Learn more about Adobe Creative Cloud for Faculty & Staff • Adobe Acrobat DC
• Adobe Reader is for viewing, printing,
signing, sharing, and annotating
PDFs. Adobe Reader doesn’t have
Accessibility checking tool. Adobe Acrobat Tools Pane Set Up
If this is your first time
setting up Adobe
Acrobat software
• Select Tools Tab • Add Shortcut for
Accessibility Adding Tools to Navigation Pane
These are the primary tools needed to create an accessible PDF:
Option 1: View > Show/Hide >Navigation >
Option 2: On left pane, right-click to select
Tags and Content Pane
Tags and Content Pane Adobe Acrobat Pro Check Accessibility
Run the Accessibility Full Check
• Accessibility checkers
results in bold text have
one or more
issues/failed that need to
fix.
• If you have a failure, you
can right-click on any
item in the report and select “Explain” that will
link to Adobe webpage
to explain the problem.
• If the results not in
bold text, that section
has passed. Common Issues – Title shown as a failure
Acrobat did not recognize the Title from
Word Document, simply right-click Title item
and select “Fix”.
The document description gives the
document a proper title and language to be
recognized by assistive technology.
• Select File menu > Properties • Description tab, enter Title box is
document title or main content
heading/title (deselect Leave As Is, if
necessary).
• Application box showing the source
document created from Word to PDF. Accessibility Checker – Manual evaluation
The accessibility checker will always
flag two items that require manual
evaluation:
• Logical Reading Order
• Color Contrast Two question marks
will always stay
in Document (2 issues) section even if
you right-click and select Pass. It just
there as a reminder to conduct manual
check. Use a screen reader to finalize
your flyers/infographics accessibility features Microsoft Windows NVDA screen reader that
allows blind and visually impaired users to read the
screen either with a text-to-speech output or by a
refreshable Braille display. NVDA can be
downloaded free of charge by anyone.
nvaccess
.org
• Apple VoiceOver built-in provides auditory
descriptions of each onscreen element using
gestures, a keyboard, or a braille display. Your creativity is
worth millions as long as
you consider the
following accessibility
best practices
Learn more about Infographics Best Practices How can we help you make a difference?
Universal Design Center Offers
• Online, self-paced training • In-person training each semester
• Consultations
• Tools and Services
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