Guides Overview

Now that you understand the concepts, here's how to put them into practice in the tools you use every day. Each guide provides step-by-step instructions, common issues and fixes, and tips for checking your work.

What These Guides Cover

Each guide in this section provides step-by-step instructions for making content accessible in a specific tool. They all follow the same structure:

  • Why it matters — the reason this tool needs accessibility attention
  • Step-by-step — numbered instructions you can follow from start to finish
  • Common issues & fixes — a table of the most frequent problems and how to resolve them
  • Checking your work — how to verify your content is accessible before publishing

General Workflow (Applies to All Tools)

No matter what tool you're using, the same basic process applies:

  1. Use built-in styles and tools — heading styles, list tools, table tools, column tools. Don't use manual formatting (bold + large font instead of headings, typed bullets instead of list tools, tabs instead of columns).
  2. Add alt text to all meaningful images — and mark decorative images as decorative.
  3. Structure with headings — one H1 for the title, then H2, H3 in order. Don't skip levels.
  4. Check color contrast — ensure at least 4.5:1 for normal text, 3:1 for large text. See Color & Contrast for more detail.
  5. Write descriptive link text — no "click here." See Links & Navigation.
  6. Run the built-in Accessibility Checker — fix every issue it reports.
  7. Test! — tab through the document, verify reading order, check that all images have alt text.

Keep Content Clear and Concise

Use simple language and formatting, as appropriate for the context. Think deeply about your audience, and what barriers they might have.

  • Write in short, clear sentences and paragraphs. For web content, try to keep paragraphs to three or four sentences — it's easier on the eyes and easier to scan for information.
  • Avoid using unnecessarily complex words and phrases.
  • Expand acronyms on first use. For example: Web Content Accessibility Guidelines (WCAG).
  • Consider providing a glossary for terms readers may not know.
  • Use list formatting as appropriate.
  • Consider using images, illustrations, video, audio, and symbols to help clarify meaning.

Built-in Accessibility Checkers

Many tools used at SRJC have a built-in accessibility checker. Always run it before publishing or sharing your content.

ToolWhere to Find the Accessibility Checker
WordReview → Check Accessibility
PowerPointReview → Check Accessibility
ExcelReview → Check Accessibility
OutlookOptions → Check Accessibility (or Message → Check Accessibility)
Adobe Acrobat ProAll Tools → Prepare for Accessibility → Check for Accessibility → Start Checking
Drupal / WebSiteimprove automated scanning (reports provided to editors via email or dashboard)

What the Checkers Catch

The built-in checkers identify the most common accessibility issues automatically:

  • Missing alt text
  • Missing or incorrect heading structure
  • Low color contrast
  • Missing table headers
  • Missing document language
  • Some reading order issues (PowerPoint, PDF)
  • Missing slide titles (PowerPoint)

What the Checkers Miss

Accessibility checkers catch many issues but not all. They won't catch:

  • Whether your alt text is meaningful (just that it exists)
  • Whether your link text is descriptive (just that links have text)
  • Whether your content makes logical sense in reading order
  • Whether your video captions are accurate (just that a caption track exists)

That's why understanding the Concepts matters — the checkers are a safety net, not a substitute for good accessibility practices.

When to Ask for Help

If you run into an issue you can't resolve, or if you're working with a complex document that needs remediation beyond what these guides cover, reach out: