The October 30 Access GCCCD Activation Series session focused on creating more accessible documents and presentations. Participants explored practical strategies for improving accessibility in Microsoft Word, PowerPoint, and PDF materials, including document structure, reading order, alternative text, color contrast, and accessibility checking.

The session recording, presentation slides, and additional resources are available below for employees who were unable to attend or would like to revisit the demonstrations and recommendations.

Session Recording and Presentation Materials

• Watch the Accessible Docs and Decks session recording (approximately 47 minutes).
• Download the Accessible Docs and Decks presentation slides (PowerPoint).

Key Takeaways

• Use meaningful structure: Apply built-in heading styles, descriptive slide titles, and logical reading order so people can navigate materials more easily.
• Make visual information accessible: Add alternative text to meaningful images and use descriptive hyperlinks rather than vague phrases such as "click here."
• Design for readability: Use sufficient color contrast, accessible tables, and clear, consistent layouts.
• Check before sharing: Use accessibility checkers in Word and PowerPoint, and verify that accessibility features are preserved when exporting to PDF.

Additional Resources

Understanding Screen Readers

Screen readers help people navigate digital content through spoken feedback and keyboard commands. These resources demonstrate how inaccessible documents affect the user experience and introduce built-in screen readers.

• Inaccessible PDF Example Read with a Screen Reader (video).
• VoiceOver User Guide for Mac (Apple).
• Complete Guide to Narrator (Microsoft Windows).

Creating Accessible Documents

Explore practical techniques for improving Microsoft Word documents and preserving accessibility when converting documents to PDF.

• Word to PDF Accessibility Made Easy (video).
• Section508.gov: Create Accessible Documents.
• Section508.gov: Document Accessibility Training Videos.

Creating Accessible Presentations

Learn how to create accessible PowerPoint presentations and export slides to PDF while maintaining important accessibility features.

• How to Make a Microsoft PowerPoint Section 508 Accessible (video).
• How to Convert a PowerPoint to an Accessible WCAG-Compliant PDF (video).
• Section508.gov: Create Accessible Presentations.
• Section508.gov: Presentation Accessibility Training Videos.

Google Suite Users

Support for Accessibility in Google Suite

Recommended Next Steps

Choose a document or presentation you regularly create or share. Apply the accessibility practices introduced during the session, run the built-in accessibility checker, and address any issues identified. If you frequently export documents or presentations to PDF, review the exported file to ensure that its structure and accessibility features are preserved.

Visit the Access GCCCD Accessibility Hub for additional training materials, resources, and opportunities to receive support.