Objective:

By the end of the session, participants will understand how to create accessible PDF files and ensure Microsoft Word, Excel, and PowerPoint files are accessible before converting to PDF.

RSVP to attend

1. Introduction to Accessibility & Its Importance (5 mins)

• What is accessibility and why it matters

• Overview of assistive technologies and users’ needs

• Importance of accessible Office documents and PDFs

2. Making Office Documents Accessible (Word, Excel, PowerPoint) (10 mins)

• Using built-in Accessibility Checker in MS Word, Excel, PowerPoint

• Key tips for each app:

  • Word: Use heading styles, alt text for images, tables with headers

  • Excel: Use clear column headers, avoid merged cells, add descriptive sheet names

  • PowerPoint: Use slide titles, alt text for images, meaningful reading order, sufficient color contrast

3. Creating Accessible PDFs from Office Files (10 mins)

• Exporting PDFs directly from Word, Excel, PowerPoint with accessibility in mind

• Common PDF accessibility issues from Office exports and how to fix them

• Overview of Adobe Acrobat Pro for PDF accessibility fixes (tags, alt text, reading order)

4. Live Demonstration (10 mins)

• Check accessibility in Word and PowerPoint files

• Export an accessible PDF from Word

• Use Adobe Acrobat Pro to check and improve PDF accessibility

5. Q&A and Resources (5 mins)

• Answer questions from participants

• Provide useful links and checklists for Office and PDF accessibility