Make sure that your documents and presentations remain accessible when converting to PDF

Even if the best way to make sure that documents are accessible is to keep the content in its original source file, many participants may prefer to export these documents and presentations as PDFs. When exporting as a PDF it is important to check the export settings to ensure the PDF is tagged. This makes it easy to navigate PDFs.

If a PDF is not tagged it will have a low accessibility score.

Click on the Accessibility score indicator to find out more and add a description.

Tagging a PDF

You can solve the problem by editing the original file. For example Microsoft^® Word can be used for this. Open the file, save it as a tagged PDF and upload the updated file to your course. Click on How to tag a PDF for step-by-step instructions on how to do this.

Click on How to tag a PDF and select Yes.
Open the original file on your computer
Save the file as a tagged PDF
Microsoft^® Word: Go to File and then Save As. Select PDF from the format menu. Select Best for Electronic Distribution and Accessibility and then Export.
PowerPoint: Unfortunately, you can't save PowerPoint files as tagged PDFs
LibreOffice Writer and Impress: Go to File and Export as a PDF. Select Tagged PDF (add document structure) and Export bookmarks in PDF options. Click on Export.
Upload the updated file to your course.

If you still have the instructions open in the teacher feedback panel, select Next and Browse to upload your file. If you do not have the teacher feedback panel open, select the Accessibility score indicator next to the file in your course and then Browse to upload your file.

Uploading the original source file

Another alternative is to replace the PDF with the original source file. For example, the Word document or the PowerPoint file.

Select How to tag a PDF and choose Yes.
Select Upload original document.
Select Browse and upload the original source file.

Adding a library reference

It may be difficult for you to find the original source file. If you ask for help from your library or Accessibility Services before the start of the semester, you can ensure the participants will be able to access these files and not fall behind.

You can also add a library reference to Ally to help participants.

Select No when asked if you have a text-based version
Select Yes when asked if the document or presentation is available in the library
Fill in as much information as possible in Ally's feedback form and select Add Reference

When you have added the library reference, participants can receive the document information by going to the file and selecting Alternative formats in the menu besides the file name. Click on Library reference.

Alternative formats

If you answer No to both text-based and library availability questions in Ally's feedback form, Ally will generate alternative formats which participants can use. Unfortunately, this is not a final solution, so it won't improve the result. You should still tag PDFs when it is possible.