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. 

Questions? Feedback? Concerns? Let us know!

Coming Soon!

Canvas accessibility tool: 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.

Fundamentals guide: Understand the basics of accessibility, why they make such a positive difference to real people, and how to implement them in various programs. 

More on PDFs: Expanded guidance on editing existing PDFs in Adobe Acrobat Pro.

Do you need assistance with other formats? Please 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.
• Explore and experiment with other JMU supported tools and resources, including the JMU Digital Accessibility Awareness training on Canvas.

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 Word's Accessibility Checker & fix errors that it identifies
• Check for issues that the Accessibility Checker cannot locate:
  • For example, the checkers can tell whether or not alt-text has been applied, but it cannot tell if the content is accurate or meaningful for understanding. 
    • Check Alt-text on images 
    • Add descriptive link 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 PPT's Accessibility Checker & fix errors that it identifies
• Check for issues that the Accessibility Checker cannot locate
  • For example, the checkers can tell whether or not alt-text or slide titles have been applied but cannot tell if the content is accurate or meaningful for understanding. 
    • Check Alt-text on images
    • Add descriptive link names for any active web links
    • Use built-in formatting tools
      • Titles and headings to clarify navigation in PowerPoint docs
      • Bulleted and numbered lists
      • Columns and tables
• Check PPT's Outline view: This view shows the readable text on your slides. Assistive technology readers will only be able to recognize and read this text.
  View tab > Outline View
  •  Check the reading order, whether slides have unique titles, and that all content is visible.
    • For example, content in text boxes might not show up.
• Add captions to any videos 
• 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, exported, 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. It may make sense to re-scan the hard copy for legibility and then run OCR.

       OCR programs:

       • SensusAccess via JMU Libraries – convert various types of files, including scans, into readable text.
         • After uploading your file to SensusAccess, select Output Format of "Accessibility Conversion."
         • Specify which format you prefer:
           • Microsoft Word is easiest to edit for accuracy. You can then convert the corrected Word doc into a text-based PDF.
           • If you must have a PDF, choose "Tagged PDF - text over image."
       • Adobe Acrobat Pro – recognize text in a scanned image-only PDF
       • 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
    • create your own caption
    • edit automatic captions
  • Find Already Captioned Content 
• JMU Libraries' Guide for Making Video & Audio Recordings Accessible