Managing the Accessibility of "External" Files: Word, PDF and PPT
The Best Solution: Turn Files into Canvas Pages
Instructors may have course content that is currently in a format created outside of Canvas: Word, PDF, PowerPoint, etc. As we discussed earlier, any content that is a required part of a course material needs to be made accessible and that applies to these "external" files as well.
HTML is the most compatible environment for screen readers. Clicking links and downloading documents is also problematic for those using mobile devices as well. This means turning external documents into Canvas (HTML format) pages should always be the first option.
It is much simpler to manage the accessibility of your Canvas pages using the Rich Content Editor than it is to remediate other file formats. Not to mention, the fewer steps your students need to take to reach your content, the better. By incorporating your content directly into Canvas pages, you help facilitate your students' learning process more effectively.
Keeping File in Their Original Format
While presenting your course content on Canvas pages is optimum, at times, there may be valid reasons to include external files. [Note: "because it's easier" wouldn't count as a valid reason. ;-)]
The National Center on Disability and Access to Education (NCDAE) has a variety of helpful cheatsheets Links to an external site. for developing and remediating (making accessible) external files that instructors might be using in their courses.
To PDF or Not To PDF - Its Intention is the Question
When is it best to keep a document in its original form, instead of turning it into a Canvas page? That will depend on how students are being asked to interact with the content.
For example, an instructor may need to keep legal documents or scientific papers in their original format if the intent of the assignment is to help students become familiar with the structure and layout of those documents. Or perhaps an assignment is set up as a fillable form that can't be replicated in Canvas.
These are some examples where form follows function—if part of the learning objective is based on how a document is formatted, the document may need to be in its original form, which will then need to be made accessible.
Dispelling a PDF Myth
In the not-too-distant past, instructors were often encouraged to turn their Word and PowerPoint files into PDFs so students without access to Microsoft Office could open and use the files. Somehow, many misinterpreted this to mean that saving a file in PDF format automatically makes it "accessible."
Sadly, such is not the case.
A PDF will only be as accessible as the original source document. (And sometimes new accessibility issues are introduced during the conversion process. =-\ ) So, always start with a fully accessible source document before turning it into a PDF. Then double-check the PDF for accessibility issues before sharing it with students.
When creating PDFs, avoid using "Print to PDF."
A screen reader user may still be able to access the text of PDFs created this way, but heading structure, alternative text, and any other tag structure will be lost.Using "Save As" or "Export" can preserve these tags.
Google Docs
Google provides some general guidelines on making your document or presentation more accessible (Links to an external site.).
The Chrome browser offers an extension called "Grackle Docs" that checks for accessibility issues in Google Docs and Google Sheets. You can find it in the Chrome Web Store.