Below are suggested basic workflows for creating and remediating some materials for accessibility. These suggestions focus on some of the most commonly used formats, such as Microsoft Office programs, PDFs, media, etc. Instructions for other programs are forthcoming. 

JMU Libraries is purchasing a more robust tool for Canvas that scans course content and provides an accessibility rating for each file along with explanation of how to fix accessibility issues. The new tool, which will be available in Fall 2025, will greatly assist with improving the usability and accessibility of your learning content.

Questions? Feedback? Concerns? Let us know!

General Workflow Suggestions

• Consider which formats you use the most often in your classes: Word, PowerPoint presentations, PDFs, Canvas sites, et al.
• Focus on the biggest accessibility barriers first. These may be image-based PDFs, uncaptioned videos created by yourself or third parties, presentations with lots of links and colors, etc.
• Follow the suggested workflows below based on whether you are creating new content or remediating existing materials.
• Update your course syllabi for accessibility.
• Explore and experiment with other JMU supported tools and resources, including the JMU Digital Accessibility Awareness training on Canvas. (LINK)

If you are creating NEW course content...

• In Microsoft Office for Windows or Mac:
  Follow the Creating Accessible Materials in Microsoft Office (CAMMO) guides for creating accessible
  • Word documents
  • PowerPoint presentations
  • Excel spreadsheets
  • Outlook emails
• Creating PDFs: 
  Follow the guides below for creating accessible PDFs
  
  • From scanned documents
  • From Microsoft Word documents

If you are remediating EXISTING content...

Microsoft Word Documents

• Run Accessibility Checker & fix errors that it identifies
• Check for issues that the Accessibility Checker cannot locate:
  • Check Alt-text on images for accuracy
  • Add descriptive names for any active web links
  • Use built-in formatting tools:
    • Headings to clarify navigation in Word docs
    • Bulleted and numbered lists
    • Columns and tables

PowerPoint Presentations

• Run Accessibility Checker & fix errors that it identifies
• Check for issues that the Accessibility Checker cannot locate
  • Check Alt-text on images for accuracy
  • Color contrast
  • Add descriptive names for any active web links
  • Use built-in formatting tools
    • Headings to clarify navigation in PowerPoint docs
    • Bulleted and numbered lists
    • Columns and tables
• Check Outline view:
  File tab > Export > Create Handouts > Outline Only (This allows you to see the readable text on the slides & make sure all the information is included. This is all that a screen reader will be able to read.)
• Add captions to videos 
• Add descriptive names for any active web links
• Check color contrast 
• Check barriers for color blindness

Scanned Materials

For example, book chapters, articles, etc. (usually PDF files)

• Check for readability. Is the document text-based? Can individual words be selected and copied?
  • IF NO: then it is an "image of text" and is totally inaccessible. To fix, use one of two options:

    1. Locate an existing accessible version. Check the JMU Library website to see if the school has access to the ebook or electronic journal. Complete articles and book chapters can often be downloaded as a more accessible text-based PDF.

    2. Use Optical Character Recognition (OCR). OCR programs recognize text characters within an image-based PDF or other image file. OCR creates a text layer that can be viewed as plain text or saved with the PDF image.

       All OCR results should be checked for accuracy! Scans that have low contrast, blurry characters, or where the text cuts off on the side or in the center will result in OCR errors. Sometimes it may make sense to re-scan the hard copy for legibility and then run OCR.

       OCR programs:

       • Adobe Acrobat Pro – recognize text in a scanned image-only PDF
       • SensusAccess – JMU Libraries – convert various types of image files, including scans, into adjustable text
       • Free OCR apps

Scanning materials yourself

• Check your scanning software for Optical Character Recognition (OCR). Most new scanning programs have OCR, but it may need to be enabled. Search the Help file or Settings menu.
• OCR will recognize the text while you scan and create a readable text layer.
• Learn more about creating PDFs from scanned documents

Captioning Videos

• Review Keep C.A.L.M. and Caption On for general information
  • Do It Yourself Captions 
  • Finding Captioned Content 
  • Using Captioning Vendors 
• JMU Libraries' Guide for Making Video & Audio Recordings Accessible