Digital Accessibility Resources

Step One: Use Word’s Built‑in Headings

• Use Heading 1, Heading 2, Heading 3, etc. for section titles.
• Don’t just make text bigger or bold.
• Headings should go in order (Heading 1 → Heading 2 → Heading 3).

Step Two: Use Clear, Readable Text

• Choose a simple font like Calibri, Arial, or Verdana.
• Make body text at least 12‑point.
• Keep text left‑aligned.
• Use Word’s spacing settings instead of pressing "Enter" many times.

Step Three: Use Real Lists

• Use Word’s bullets or numbering buttons.
• Don’t type dashes, asterisks, or numbers by hand.

Step Four: Add Descriptions to Images

• Click the image, then right‑click → Edit Alt Text.
• Briefly describe what the image shows or why it’s important.
• If the image is just decoration, mark it as decorative.

Step Five: Write Clear Links

• Make links describe where they go by using descriptive link text 
• Be clear what will occur upon activation of the link
  • Good: Course schedule (PDF)
  • Not good: Click here or using a URL as link text

Step Six: Be Careful with Tables

• Only use tables for data (not layout).
• Keep tables simple.
• Make sure the top row is marked as a header.
• Avoid merging or splitting cells.

Step Seven: Use Color Carefully

• Make sure text is easy to read against the background.
  • Review UMB's Color Contrast Checker.
• Don’t use color alone to show meaning (for example, “items in red”).

Step Eight: Add Document Details

• Go to File → Info.
• Add a clear document title.
• Make sure the correct language is set.

Step Nine: Check Accessibility

• Go to Review → Check Accessibility.
• Fix any issues Word points out.

 

When you design your PowerPoint presentations with accessibility in mind, you make it easier for all students to engage with your content, including those who use screen readers or other assistive technologies. Accessible slides are also cleaner, better organized, and easier for everyone to follow.

Step One: Begin with Structure from the Beginning

• Draft your outline in Microsoft Word before importing it into PowerPoint.
• Use Microsoft's accessible templates to get a head start on a well-structured slide deck.
• Avoid blank slide layouts whenever possible, as they often lack the built-in structure of screen readers to rely on.

Starting with structure makes accessibility easier to manage from the beginning.

Step Two: Give Every Slide a Unique Title

Every slide must include a unique and descriptive title. Screen readers announce slide titles when navigating during Slide Show mode, so repeated or missing titles can make navigation confusing and frustrating for users who rely on them. Make sure each title clearly reflects the content of that slide.

Step Three: Check and Correct the Reading Order

Screen readers read slide elements in the order they were added to, not necessarily in the order they visually appear. Use the Reading Order pane to verify and correct this.

To check reading order:

1. Select the slide you want to review. Go to the Review tab.
2. Click Check Accessibility. 
3. Open the Reading Order Pane.
4. Reorder items so content flows logically from top to bottom. Ensure the title is listed first (top), body text second, and visuals last.

Step Four: Use Simple, Clear Layouts

A clean, simple layout helps students focus on the content rather than the design. When building your slides, keep these principles in mind:

1. Limit the amount of text and visuals on each slide to only what is necessary to support your message.
2. Group related items together so ideas feel connected and easy to follow.
3. Use PowerPoint's built-in slide layouts and SmartArt tools instead of manually placing and sizing text boxes. This maintains structure and supports proper reading order.
4. Choose clean, sans-serif fonts like Calibri or Arial for better readability on all screen sizes. 

Step Five: Make Charts and Graphs Accessible

Charts and graphs present a unique accessibility challenge. Take these steps to make sure everyone can interpret your data:

1. Add data labels directly to chart elements, so values are visible without hovering.
2. Include a supporting data table when possible, so learners can access exact figures. Avoid relying on color alone to differentiate categories.
3. Use patterns, shapes, or clear labels as well.

Accessible charts aren’t just a compliance requirement; they make your data clearer and easier for everyone to understand.

Step 6: Check Color Contrast

To ensure your content is readable for all learners, follow these minimum color contrast guidelines:

• 4.5:1 ratio for normal-sized text
• 3:1 ratio for large text

These ratios help text stand out clearly against its background, especially for individuals with low vision or color vision differences. You can check your contrast levels by using a free color contrast analyzer tool or by running PowerPoint’s built-in Accessibility Checker before you share your slides.

Step 7: Add Alternative Text (Alt Text) to Images and Visuals

Alt text is a short description that screen readers announce in place of an image. You should add alt text to all images, charts, SmartArt, icons, and videos in your slides.

To add alt text:

1. Right-click the image and select View Alt Text.
2. In the Alt Text box, write a meaningful description that explains what the image shows and why it is relevant. You can also select "Generate alt text for me," then approve the suggested alt text.

If the image is purely decorative and adds no informational value, select Mark as decorative instead.

Step Eight: Use Descriptive Link Text

When creating links, use clear and descriptive text so readers know exactly where the link will take them. Avoid vague phrases like Click here. Instead, write meaningful link text such as Access to the Library Research Guide or Download the Case Brief Template. This improves clarity and makes your content more accessible for everyone.

Step Nine: Make Data Tables Accessible

Screen readers navigate tables from left to right, row by row. To ensure your tables work correctly:

1. Keep the structure simple. Avoid merging or splitting cells, which can disrupt how assistive technology reads on the table.
2. Always designate a header row, so column labels are clearly identified.

To designate a header row in PowerPoint:

1. Select your table on the slide, then go to the Table Design tab in the ribbon.
2. In the Table Style Options group, check Header Row.

Note: Unlike Word, PowerPoint does not automatically repeat header rows across slides.

Step Ten: Run the Accessibility Checker

Before You Share Always run PowerPoint's built-in Accessibility Checker as your final step before distributing any slides. It will catch issues you may have missed and provide suggestions for fixing them.

1. Select Review.
2. Click Check Accessibility.
3. Review and resolve any flagged issues.
4. Make this your final step before distributing slides.

Accessibility Quick Checklist

• Every slide has a unique title
• Reading order is logical
• Color contrast meets minimum standards
• Alt text is added
• Links are descriptive
• Videos include captions
• Tables use header rows
• Accessibility Checker reviewed

Accessibility is not just about compliance; it’s about clarity. When your slides are structured for screen readers, they become clearer and more organized for everyone.

More Resources

For more information on making your PowerPoint presentations accessible, visit Microsoft's PowerPoint Accessibility Support page.

These steps help everyone read and use your Excel file, including people who use screen readers or have low vision.

Step One: Name Things Clearly

• Give each sheet a clear name (for example: “Fall Enrollment,” not “Sheet1”)
• In cell A1, write a short title or sentence explaining what the sheet is about (screen readers always start reading at A1)

Step Two: Use Tables for Data

• Highlight your data
• Click Format as Table
• Make sure the top row has column names
• Keep tables simple (one header row only)

Step Three: Keep the Layout Simple

• Do not merge cells
• Do not leave empty rows or columns just for spacing
  
  • Use row height or column width instead
• If data is missing, type “No data” or “0”

Step Four: Use Easy‑to‑Read Text and Colors

• Use a simple font like Calibri, Arial, or Verdana
• Make text at least 12‑point size
• Make sure text stands out clearly from the background
• Don’t rely on color alone to explain something (add words or symbols too)
• Review UMB's Color Contrast Checker

Step Five: Add Descriptions to Images and Charts

• Click on an image, chart, or shape
• Choose Edit Alt Text
• Write a short sentence explaining what it shows
• If an image is just decoration, mark it as decorative

Step Six: Write Clear Links

• All links need to explain where they go
  
  • Correct: “2025 Graduation Data”
  • Incorrect: “Click here”

Step Seven: Run the Accessibility Check

• Click Review → Check Accessibility
• Fix any issues Excel points out

Step Eight: Final Check Before Sharing

• Make sure everything is readable and labeled
• Save the file as .xlsx
• Sheets have clear names
• Cell A1 has a title or description
• Data is in tables
• No merged or empty layout cells
• Images have alt text
• Accessibility Checker shows no errors

Below are easy, concise, step‑by‑step instructions based on widely accepted guidance from WCAG and Adobe for creating accessible PDFs. These steps apply whether you’re working in Word, Google Docs, or a similar tool and then export to PDF.

Step One: Start in Word, Google Docs, or PowerPoint

It’s much easier to make a PDF accessible before you turn it into a PDF.

While you’re writing:

• Use the built‑in heading styles (Heading 1, Heading 2, etc.)
• Use real bullets or numbered lists (don’t type dashes or numbers)
• Add descriptions (alt text) to images that matter
• Use clear link text (say what the link goes to)
• Keep tables simple and give them header rows
• Don’t use scanned images of text unless you convert them to real text

Step Two: Give the Document a Clear Title

The title helps screen‑reader users know what the document is.

• Set a document title (not just a file name)
  • Go to File > Info > Properties > Title.
  • Click “Add a title” and add an easy-to-read title for your document 

Step Three: Save the File as a PDF the Right Way

• Choose Save as PDF
• Make sure the option for accessibility or document structure tags is turned on

Step Four: Open the PDF in Adobe Acrobat Pro

Acrobat Pro has tools to check accessibility. If you do not have it, please ask a person on your team that has access to this tool.

Step Five: Run the Accessibility Check

This finds common problems automatically.

• Use the Accessibility Checker
• Review the list of issues it finds

Step Six: Fix the Reading Order

Content should be read in the correct order.

• Make sure headings, text, lists, and tables flow logically
• Headings should be marked as headings, not just big text

Step Seven: Add or Fix Image Descriptions

• Add alt text to important images
• Mark decorative images as decorative

Step Eight: Check Colors and Text

Make sure everyone can read it.

• Text should be easy to see against the background
• Don’t rely on color alone to show meaning
• Check UMB's Color Contrast Checker

Step Nine: Check Tables and Forms (if you have them)

• Tables should have headers
• Form fields should have clear labels
• Users should be able to move through fields using the keyboard

Step Ten: Do a Quick Final Check

Before sharing:

• Try using the Tab key to move through the document
• Re‑run the accessibility checker

 

Digital displays are the large screens behind the security desk and in the cafe on the first floor of the law school. They are also several of these displays across campus. It is a wonderful way to promote an event to students, faculty, and staff either in the law school, or to a wider UMB audience. 

In order to make these images accessible, please use the following steps:

• The 3x5 Rule: Use either three lines of five words or five lines of three words per slide. Avoid dense blocks of text that are difficult to read in the 10–15 seconds a slide is typically visible.
• High Contrast & Sans-Serif Fonts: Stick to simple fonts like Arial, Helvetica, or Verdana. Maintain a contrast ratio of at least 3:1 (ideally higher) between text and background. 
  • If creating in Canva, please use the accessibility tools. See the accordion below for more information. 
  • Use UMB color contract tracker.
• If you use a QR code, you must have text describing where that QR code leads. For example, put text above the QR code that says, "Scan the QR code to register."

Canva is a design tool to help people without graphic design background to create assets for flyers, social media, and more. 

Canva has several accessibility tools to help you create ADA-approved designs:

Design Accessibility

Use this tool to identify and implement accessibility improvements across your designs. It helps detect issues related to color contrast, typography, alternative text (alt text), and more. Learn more about Design Accessibility in Canva.

Alt-text for images and elements

Ensure that all users can understand key visual elements in your design. Add descriptive alt text manually or use AI-generated suggestions. Learn more about alt-text in Canva

PDF Accessibility

When downloading designs as PDFs, Canva ensures files are readable by screen readers. Learn more about improving PDF accessibility in Canva.

Captions for audio and video

Make spoken-word audio and video content more inclusive by enabling captions. Turn on auto-captions for individual designs or across all Canva projects. Learn more about captions in Canva.

 

Learn more about all accessibility settings in Canva. 

Accessibility isn’t just a compliance checkbox — it makes your course materials easier to use for all learners. Anthology Ally is a tool built into Blackboard Ultra that checks your files for accessibility barriers, provides practical feedback, and automatically creates alternative formats for students to choose from. With just a few clicks, Ally helps you make your content stronger, more inclusive, and more usable. 

Ally is a teaching partner that highlights quick wins and helps you build materials that truly work for everyone. And Ally automates most of the work, making compliance simple rather than burdensome. Accessibility is an opportunity, not just a requirement. 

Step One: See Your Accessibility Scores 

• In your course, locate a file you’ve uploaded (e.g., PDF, Word, PowerPoint). 
• Look for the Ally accessibility score indicator next to the item. 
• Scores range from Low (needs attention) to Perfect (no issues found). 
• This score gives you a quick snapshot of how accessible your materials are. No guesswork. 

Step Two: Open Instructor Feedback 

• Click the accessibility score icon. 
• Review the list of issues Ally identifies for that file. 
• Choose all issues to get a full view. 
• Ally doesn’t just flag problems — it tells you exactly how to fix them. 

Step Three: Check Alternative Formats 

Ally automatically generates alternative versions of your content — such as HTML for phones, audio for listening, or Braille formats — giving students flexible ways to engage. 

• Click Download alternative formats. 
• Choose any format that meets diverse student needs. 
• You don’t need to create these — they’re ready once your original file is uploaded. 

Step Four: Run the Course Accessibility Report 

• Use the Course Accessibility Report for a bird’s-eye view of your entire course: 
• Overall accessibility score 
• Issues broken down by content type 
• A prioritized list of materials needing attention 
• Under Details & Actions, Select Books & Tools > View course & institution tools 
• Use it to strategize your accessibility improvements. 
• This is especially helpful if you’re preparing for reviews or planning course updates. 

More Resources on Ally 

• The Ally for Instructors support page
• The Ally Overview for Instructors 
• Instructor FAQs for Ally 

 

Prepare Accessible Documents & Course Materials 

• Start with basic text and structure 
  
  • Use built-in formatting for headings and lists 
  • Heading Hierarchy 101: Quick Fix Guide 
  • Use sans-serif fonts at a minimum 12-point 
• Use accessible color and visual design 
  
  • Ensure high color contrast between text and background 
    
    • Color & Contrast Quick Fix Guide 
    • UMB Contrast Checker 
  • Do not use color exclusively to convey meaning 
• Create accessible links 
  
  • Use descriptive link text 
    
    • Avoid: “Click here” or using a URL as link text 
  • Be clear what will occur upon activation of the link 
  • Accessible Link in 5 Minutes: Your Quick Fix Guide 
• Makes images, charts and graphics accessible 
  
  • Add alt text to all meaningful images, charts and figures OR mark them as decorative (if image is not being used to convey content) 
  • Quick Fix Guide: Creating Alt Text for Images 
  • Alt Text Generator Tool  
  • Add alternative text to a shape, picture, chart, SmartArt graphic, or other object 
• Use accessible tables 
  
  • Use tables for data, not for layout 
  • Include a clear header row, avoid merged cells, and keep structures simple 
  • Quick Fix Guide for Tables & Data 
• Consider using Blackboard's Document Tool to build accessible pages inside Blackboard. 
  
  • When to use HTML pages instead of PDFs 
• Confirm accessibility before uploading documents 
  
  • Word Documents 
    
    • Using the Accessibility Checker in Microsoft Word 
  • PowerPoint Presentations 
    
    • Creating Accessible Content in PowerPoint Presentations 
  • PDFs
    
    • Defining PDF Accessibility
    • The Complete Checklist to PDF Accessibility  
    • Create and verify PDF Accessibility (using Acrobat Pro) 
    • PDF Remediation FAQ Document 
    • Fix reading order using Adobe Acrobat 
  • Excel Spreadsheets 
    
    • Using the Accessibility Checker 

Provide Accessible Assigned Readings 

• The PDF Decision Tree (in the accordion below) can help you determine how to handle PDFs that you’d like to reuse from previous semesters  
• Replace or remediate inaccessible readings when necessary. 

Conduct a Final Accessibility Review  

• Run Blackboard Accessibility Checker 
  
  • Overview for Instructors of Ally for Learning Management Systems 
• Test course with keyboard-only navigation 
• View course in Student Preview to confirm usability 

The following is a guide to help you in your decision-making process when choosing to create a PDF. 

1. Is the PDF part of your required course materials? 

• Yes: Move on to step 2. 
• No: Remove the PDF from your course until you’ve finished making your required course materials accessible.  

2. Do you have the original source file (e.g., a Microsoft Word document)? 

• Yes: Replace the PDF with the original file. See the Checklist for Accessible Resources in Blackboard (the accordion above) for resources to assist with making various document formats accessible. 
• No: Continue to next question. 

3. Is the content available through the Thurgood Marshall Law Library? 

• Yes. Link to the content using a persistent link/permalink that connects to the article or resource in the library databases or journal subscription. 
• No. Continue to next question. 

4. Could the content be made available directly through a Blackboard page?

• Yes. Recreate the content directly in Blackboard. See the Checklist for Accessible Resources in Blackboard (the accordion above) for resources to assist with building an accessible Blackboard page.  
• No. Continue to next question. 

5. Is the document a scanned copy of an article or book chapter? 

• Yes. Scanned copies of texts are likely not accessible and, even once OCR is applied, may be difficult to remediate. If alternative formats are not available to a scanned copy of the text, confirm with the library that the book is available in the print collection and request that it be added to course reserve. 
• No. Continue to next question. 

6. Where can I get help? 

• For questions about library resources, contact libref@law.umaryland.edu.
• For questions about adding accessible content to your Blackboard page, contact your academic support specialist.  
• For questions about Blackboard’s accessibility features, contact edtech@law.umaryland.edu.  
• For questions about Title II requirements, contact Ursula Gorham, Executive Director of Data & Educational Technologies