Category: Accessibility Kneads

Brightspace, our Learning Management System (LMS), was designed with accessibility in mind. However, it is the responsibility of the instructor and/or course designer to ensure their course content is formatted using best practices for accessibility; including the use of good heading structure, text formatting, contrast and color, descriptive links, alternative text, tables, lists, etc.

I am writing a series of accessibility related blog posts that will provide suggestions on how you can make small changes when creating course content to make it accessible. This is the seventh tip in my series of accessibility related blog posts and it focuses on tables.

A table is a means of arranging information into rows and columns. Tables are very useful for displaying data in an organized manner. Your course schedule and office hours are examples where formatting this information in a table could make the it more accessible.

Tables should be avoided when you want to simply format other content (i.e., just to line things up neatly.) Using tables just for layout purposes is not the best practice for accessibility and may make it nearly impossible for people who use assistive technologies to access the information. If you do choose to use a table to layout text on the page, make sure you lay it out so it will make sense when read from left to right. Text-to-speech software by default will read the information in a table left to right, cell by cell, and row by row.

This video shows how a screen reader reads information in tables. There is an example of a good and a bad table layout. The video demonstrates how reading order AND the information in the columns are important considerations when creating accessible tables.

In the bad example in the video, the use of the dash and abbreviations for the months can be confusing when read by a screen reader. The abbreviated months would have been less confusing if the year had been included. The use of 1,2,3 in the "Week" column in the bad example can be confusing as well. A better option is to use Week 1, Week 2, Week 3 in the respective column.

When creating tables, read your table left to right, top to bottom (never repeating a cell). Does it make sense? Keep in mind that a screen reader will read tables in this way. If it doesn't make sense, you should reorganize the table so that it makes sense when read left to right, top to bottom without repeating a cell.

Consider these examples of accessible tables:

The tables, in the examples above, make sense when read left to right, top to bottom, without repeating a cell.

Follow these tips when creating tables to make them accessible:

• Do not use tabs or spaces to create tables. It may look like a table; however it will not be recognized as a table and can be confusing when read by assistive technologies.
• Add Row and Column Headers to tables to distinguish the heading text from the data area of the table. Screen readers read simple tables efficiently when the column or row headers are clearly defined.
• Repeat Row Headers if the table spans more than one page. Tables that are contained on multiple pages should have the header row repeated on each page.
• When you use tables for the presentation of data, summarize the table to aid reader comprehension. This helps all students to know the high points of a table.
• Break up complex tables (nested tables and merged or split cells inside of tables) into a series of simple tables. Simple tables are more usable for everyone.
• The information in each cell should make sense if read without the column heading. For example, instead of entering 1, 2, 3, in a "Chapter" column you should enter Chapter 1, Chapter 2, Chapter 3, in the cells to make it clearer when read by a screen reader.

When applying structure to documents and web content, you should use the appropriate built-in formatting structure tools to do so. Doing so will make content accessible to everyone, including users of assistive technology.

Creating tables in MS Word 2013:

1. On the Insert tab choose Insert Table and select the appropriate number of rows and columns for your table.
2. Select the header row in the table and press the right mouse button. A Table Properties window will open.
3. Select the Row tab and check the box next to Repeat as header row at the top of each page. Press Enter key or Ok button. This header row will be repeated at top of each page.

Creating tables in PowerPoint 2013:

1. Use the Insert Table function in the Slide layout select the appropriate number of rows and columns for your table.

You can also insert a table

1. From the Insert tab, click the Table command.
2. A drop-down menu containing a grid of squares will appear. Hover the mouse over the grid to select the number of columns and rows in the table.

Working with tables in the Brightspace HTML Editor:

To create a table in the HTML Editor:

1. Click the insert/edit table function and select the appropriate number of rows and columns for your table to begin adding a table in the text area.

To create column headers:

1. Put your cursor in one of the cells you want to mark up as a table header.
2. Then click on the drop-down menu next to the Table icon in the toolbar.
3. Choose Cell Properties. The Cell properties window will pop-up.
4. In the Cell type field, click on the drop-down list and select Column Header.
5. Click Update. You will know you have successfully changed the row to table headers because the look of the table cells will change.
6. Repeat for each cell that is a column header.

You will remove significant barriers for users of assistive technology if you take these suggestions into consideration when creating course content. An added bonus is that if you include properly structured tables when creating your course content you will be ahead of the game in the event you do have a student who requires the use of assistive technology. Remember a properly structured table is good design and can benefit everyone.

Additional information about tables can be found here:

• WebAIM: Creating Accessible Tables
• Create tables in Word 2013
• Create tables in Word 2016
• Create tables in PowerPoint 2013
• Create tables in PowerPoint 2016
• Insert tables in Brightspace HTML Editor

Brightspace, our Learning Management System (LMS), was designed with accessibility in mind. However, it is the responsibility of the instructor and/or course designer to ensure their course content is formatted using best practices for accessibility; including the use of good heading structure, text formatting, contrast and color, descriptive links, alternative text, tables, lists, etc.

I am writing a series of accessibility related blog posts that will provide suggestions on how you can make small changes when creating course content to make it accessible. This is the sixth tip in my series of accessibility related blog posts and it focuses on lists.

A list is a set of items that share a purpose and/or have common characteristics. Lists are great from an accessibility standpoint because they provide structured order to content in a linear fashion.

Properly structured lists help to identify order and hierarchy in documents and web content. Lists that are properly formatted allow all users, especially those using assistive technology, to identify and navigate through a related group of items. List items that are not properly formed or grouped may not be translated properly by assistive technology.

Unordered (bulleted) lists should be used when there is no order of sequence or importance. Ordered (numbered) lists suggest a progression or sequence.

Compound lists contain multiple levels of classification. For example, a compound home improvement list would have items organized by category (e.g. electrical, hardware, flooring, plumbing.) With compound lists, relationships are shown visually using indents and different item markers (i.e., bullets, numbers, letters, etc.).

Compound lists may be difficult for visual users to decipher if the visual cues are insufficient. Also, compound lists may be disorienting for nonvisual users. Use a simple list structure whenever possible.

As with headings, lists should be used correctly and for the right purposes. Lists should never be used for merely indenting or other layout purposes.

When lists are formatted using asterisks, hyphens or images to create the look of bullets in a document, users of assistive technology are not able to detect the hierarchical structure and relationship of the list items. You should never rely on indentation to provide a visual list, use the proper structure instead.

Lists should be created using the built-in tools for ordered (numbered) and unordered (bulleted) lists. Without using these tools, a list is not really a list, which makes the content more difficult for assistive technology users to fully understand.

Creating lists in MS Word and PowerPoint 2013:

1. Select the text that you want to add bullets or numbering to.
2. On the Home tab, under Paragraph, select the appropriate bullet from the list.

Creating lists in Google Docs and Slides:

1. On your computer, open a document or presentation in Google Docs or Slides
2. Click a page or slide where you want to add a list
3. In the toolbar, choose a list type. If you don't see the option, click More ...
4. Start typing your text for the list

Creating lists in the Brightspace HTML Editor:

1. In the HTML Editor, select the text that you want to add bullets or numbering to
2. Select the unordered list or ordered list button

You will remove significant barriers for users of assistive technology if you take these suggestions into consideration when creating course content. An added bonus is that if you include properly structured lists when creating your course content you will be ahead of the game in the event you do have a student who requires the use of assistive technology.

Additional information about lists can be found here:
Learn how to create lists in Word 2013
Learn how to create lists in Word 2016
Learn how to create lists in PowerPoint 2013
Learn how to create lists in PowerPoint 2016

Brightspace, our Learning Management System (LMS), was designed with accessibility in mind. However, it is the responsibility of the instructor and/or course designer to ensure their course content is formatted using best practices for accessibility; including the use of good heading structure, text formatting, contrast and color, descriptive links, alternative text, tables, lists, etc.

I am writing a series of accessibility related blog posts that will provide suggestions on how you can make small changes when creating course content to make it accessible. This is the fifth tip in my series of accessibility related blog posts and it focuses on when alt text (alternative text) is not enough.

Computers can read text on a screen but images, graphs, and charts are meaningless to visually impaired users. Alternative text (alt text) is an alternate method for supplying information about images, graphs, and charts to users who are visually impaired.

Alt text should describe the important contents of an image that a user who cannot see an image would need to know, such as text, numbers, and other data. Describing colors, location of objects, and other visuals is only needed when necessary to understanding the image.

complex images, graphs, and charts require more detailed description than the limited one or two brief sentences that are used in the alt text

Adding alt text to images, graphs, and charts is an important part of making them accessible. Most images, graphs, and charts can be made accessible using alt text descriptions. However, complex images, graphs, and charts require more detailed description than the limited one or two brief sentences that are used in the alt text.

What should you do when you have a complex image, graph, or chart whose meaning cannot be conveyed with alt text alone? There are several ways to handle complex images where a short description is not possible. The best solution is to include a thorough description of the complex image in the content of the page, immediately before or after the image. If you don’t want to add more content to your page, another preferred alternative is to create another web page with the thorough description of the complex image and link to it near the image.

You may be wondering what exactly should you include in the thorough description. The Diagram Center (Digital Image And Graphic Resources for Accessible Materials) is an excellent resource that provides comprehensive guidelines to make it easier for you to make complex images accessible to all learners.

Here are a few additional resources to help you with describing complex images:

• Effective practices for description of science content
• How do we access meaning in art? (Describing art images)
• Complex images for all learners (pdf)

It is extremely important for students with disabilities to have access to accessible course content. Describing complex images utilizing these tips is good course design. Even though you may not have a student with a disability currently enrolled in your course, you will find students without disabilities will take advantage of accessible content as well.

Image Credits:
"False Food Myths Infographic 2012" by USDAgov is licensed under CC BY 2.0
"Apple v Android infographic" by by Andrew Rees is licensed under CC BY-NC 4.0
"Complex example of data visualization" by Aigner and Yi is licensed under CC BY

Brightspace, our Learning Management System (LMS), was designed with accessibility in mind. However, it is the responsibility of the instructor and/or course designer to ensure their course content is formatted using best practices for accessibility; including the use of good heading structure, text formatting, contrast and color, descriptive links, alternative text, tables, lists, etc.

I am writing a series of accessibility related blog posts that will provide suggestions on how you can make small changes when creating course content to make it accessible. This is the fourth tip in my series of accessibility related blog posts and it focuses on alternative text (alt text).

Computers can read text on a screen but images, graphs, and charts are meaningless to visually impaired users. Alt text is an alternate method for supplying information about images to users who are visually impaired.

Alt text is important for screen reader users because a screen reader cannot describe an image. Since screen reader software cannot interpret images, it relies on alt text to communicate image information to the user. When an image does not have alt text the only information the screen reader can relay is that there is an image on the page and provide the file name for the image.

Alt text should describe an image so it makes sense in context. If a picture is worth a thousand words, then a short alt text description may be a poor substitute. While a concise alt text description is important, the alt text should be less than 125 characters. You want to think about what is the most important information you are trying to get across with the image and stay within the 124 or less characters. If the image requires a lengthy description, you should describe the image in the content of the page.

There are several ways to handle complex images (e.g. charts, data, statistics, etc.) where a short description is not possible. The best solution is to include a thorough description of the complex image in the content of the page, immediately before or after the image. If you don't want to add more content to your page, another preferred alternative would be to create another web page with just a description of the complex image and link to it near the image. Additionally, text descriptions of graphs and charts can help all students understand difficult concepts.

How alt text is written will vary depending on the type of image. Most screen reader software announces the presence of an image by appending a word such as "graphic" to the alt text, so using words such as "image" "graphic" and "photo" are unnecessary in the alt text, unless it helps to convey further meaning important for a user to know.

Consider this example which uses “Guide Dog and Man” as the alt text:

The alt text “Guide Dog and Man” is not effective if the intent is to show the dynamic action of guiding in the picture. In this situation a better alt text description is “A guide dog leads the way with her handler holding the guide harness in his left hand” as shown in the following example:

There is no need to include "image of," "picture of," or "photo of" in the alt text in this example because the screen reader will announce the presence of the image.

Additionally, images that contain text (as in a logo) should generally be coded to just include that text as the alt text.

Many images are used only for visual interest, they aren't meant to convey any meaning or important information. In this case, it is best to use what is called NULL alt text or empty alt text. This is done by entering two quotes ("") with no spaces in between in the alt text box.

So, how can you add alt text to images? Listed below are instructions on adding alt text in MS Word documents, PowerPoint presentations, Google Docs and Slides, as well as in Brightspace.

Add Alt Text to image in MS Word and PowerPoint 2013:

1. PC users: right-click on an image
   Mac users: press control key and click on the image
2. Select Format Picture
3. Select the option for Alt Text
4. Type your alt text in the description field. Leave the Title field blank.

Add Alt Text to image in Google Docs and Slides:

1. PC users: right-click on an image
   Mac users: press control key and click on the image
2. Select Alt text
3. Enter title and description
4. Click Ok

Add Alt Text to image in Brightspace:

When adding an image you will be prompted to provide alternative text. Enter the ALT Text in the Alternative Text field. When an image is decorative, simply check the image is decorative box.

You will remove significant barriers for the visually impaired if you take these suggestions for adding alt text into consideration when creating course content. An added bonus is that if you take the extra step to include alt text when creating your course content you will be ahead of the game in the event you do have a visually impaired student.

Additional information about alt text can be found at:

• WebAIM Alternative Text
• SSA Alternate Text for Images Guide (PDF)
• Describing Complex Images
• Writing Great Alt Text: Emotion Matters
• 3 Keys to More Accessible Written Communications

Image credit:
"Stephanie using visual impairment simulation glasses" by emilylocaldigital is licensed under CC BY-NC-SA 2.0

Updated: 9/26/2021