• Use Built-In Styles for Structure
  • You always want to add headers to your documents.
  • Use Title for the title of the document.
  • Use Heading 1, Heading 2, etc. for heading and section titles.
  • Use Normal style for body / paragraph text
  • While the default format in Word may not fit your required style (e.g., APA, Chicago, etc.), you can edit it so that it will be in your current and/or future documents.
  • Keep headings in order. You should never skip levels.
• Create Proper Lists
  • Use the built-in bullets or numbering features to create lists.
  • Do not type symbols or number lists manually.
• Formatting Text / Using Clean Typography
  • Use left-aligned text.
  • While there is no singular “best” font, we must choose a typeface that supports readability. Commonly used fonts include those like Arial and Calibri. Avoid complex or ambiguous fonts. Avoid frequent font style changes in your document.
  • Use 12pt or larger font.
  • Avoid using underline text to create emphasis. This can be confused with the text being hyperlinked.
  • Use the included spacing tools rather than inserting extra blank lines.
• Add Alt-Text to Images
  • To add alt-text, right click the image and go to “Edit Alt Text”
  • Describe the meaning of the image.
  • Mark those images that are decorative as such.
  • Avoid relying on “Generate a description for me” features as the quality of the auto-generated descriptions is usually poor and not accurate.
• Use Descriptive Hyperlinks
  • Describe the link. Example: “View the accessibility guide.”
  • Avoid using “Click here” type phrasing.
  • Do not copy and paste the link straight into the body of the document.
• Make Your Tables Accessible
  • Add a header row to your table.
  • Add a caption to each table.
  • Use tables only for data. Do not use them for design elements or to create forms.
  • Keep the tables simple. Avoid using merged cells or complex tables that can be divided into additional smaller tables.
• Choose Colors Carefully
  • Ensure strong color contrast (e.g., dark text on a light background).
  • When exploring text and background colors, avoid colors that are too similar or do not provide sufficient color contrast.
  • Do not rely on color alone to convey meaning.
• Logical Reading Order
  • Ensure your document has a natural flow (top to bottom).
  • Avoid using text boxes and floating objects when possible.
• Document Properties
  • An often-overlooked item is to ensure you have document properties specified in your document info. This includes the Title, Author, and Language.
  • To set this go to “File” then to “Info.”
• Run the Accessibility Checker
  • There are built in accessibility tools for Word.
  • To access the tools, go to your “Review” tab and click “Check Accessibility”

• Use Clear Titles and Labels
  • Add a descriptive title at the top of your worksheet.
  • Label all rows and columns
  • Avoid leaving blank header cells and avoid merging cells.
• Structure Your Data as Tables
  • Tables help screen readers understand relationships between data.
  • To structure your data as a table:
    • Highlight your data.
    • Go to your “Insert” tab
    • Click “Table.”
  • If you have multiple tables in the same sheet, it is helpful to name them.
  • If you have headers already defined, make sure you check the option for “My table has headers.”
  • Ensure you have adequate color contrast in the table styles you use.
• Use Simple and Consistent Layouts.
  • Keep your data in a clean grid using rows and columns.
  • Avoid blank rows or columns in the data. It is okay to separate tables in the same sheet with empty space.
  • Do not merge cells when possible.
• Add Alt-Text to Charts and Images
  • To add alt-text, right click the image/chart and go to “Edit Alt Text”
  • Describe the key takeaway of the image or chart and not just the visual.
  • Avoid relying on “Generate a description for me” features as the quality of the auto-generated descriptions is usually poor and not accurate.
• Use Descriptive Hyperlinks
  • Describe the link. Example: “View the accessibility guide.”
  • Avoid using “Click here” type phrasing.
  • Do not copy and paste the link straight into the body of the document.
• Choose Colors Carefully
  • Ensure strong color contrast (e.g., dark text on a light background).
  • Avoid low-contrast color combinations
  • Do not rely on color alone to convey meaning. Use labels, symbols, or text alongside color.
• Use Sheet Names
  • Rename sheets to reflect the content.
  • For example, instead of using “Sheet 1, Sheet 2, etc.” use “Budget Summary, Student Data, etc.”
• Add Meaning
  • When appropriate, add notes or a short description that explains what the data represents and how to interpret it.
• Freeze Header Rows for Navigation
  • For lengthy tables, it can be helpful to freeze header rows. To do this go to “View” then “Freeze Panes” and “Freeze Top Row”
• Logical Reading Order
  • Ensure your document has a natural flow (top to bottom and left to right).
  • Avoid using text boxes and floating objects when possible.
  • Avoid scattered or disconnected data.
• Document Properties
  • An often-overlooked item is to ensure you have document properties specified in your document info. This includes the Title, Author, and Language. To set this go to “File” then to “Info.”
  • Use descriptive file names.
• Run the Accessibility Checker
  • There are built in accessibility tools for Excel
  • To access the tools, go to your “Review” tab and click “Check Accessibility”

• • Use Built-In Slide Layouts
    • Use the built-in layouts to select structured slide designs (Go to Home then to Layout).
    • The built-in layouts help ensure correct reading order for screen readers.
    • Avoid creating text boxes manually when possible.
    • Pro Tip: Edit the Slide Master to quickly adjust slide settings for all slides.

• Add Titles to Every Slide
  • Each slide should have a unique, descriptive title.
  • If a title is not visually needed, you can hide it, but do not delete it.
• Formatting Text / Using Clean Typography
  • While there is no singular “best” font, we must choose a typeface that supports readability. Commonly used fonts include those like Arial and Calibri. Avoid complex or ambiguous fonts. Avoid frequent font style changes in your document.
  • Use 18pt or larger font for text and 22pt or larger for headings.
  • Avoid using underline text to create emphasis. This can be confused with the text being hyperlinked.
  • Keep text concise. Avoid overcrowding slides.
• Add Alt-Text to Images
  • To add alt-text, right click the image and go to “Edit Alt Text”
  • Describe the purpose or meaning of the image.
  • Mark those images that are decorative as such.
  • Avoid relying on “Generate a description for me” features as the quality of the auto-generated descriptions is usually poor and not accurate.
• Use Descriptive Hyperlinks
  • Describe the link. Example: “View the accessibility guide.”
  • Avoid using “Click here” type phrasing.
  • Do not copy and paste the link straight into the body of the document.
• Make Your Charts and Graphs Accessible
  • Use clear labels and titles.
  • Keep the visuals simple.
  • Keep the tables simple. Avoid using merged cells or complex tables that can be divided into additional smaller tables.
  • Add alt-text explaining key trends.
• Choose Colors Carefully
  • Ensure strong color contrast (e.g., dark text on a light background).
  • When exploring text and background colors, avoid colors that are too similar or do not provide sufficient color contrast.
  • Do not rely on color alone to convey meaning.
• Logical Reading Order
  • Go to Home then Arrange then Selection Pane.
  • Confirm that the elements on each slide are in the proper order. Screen readers will follow this order when reading slides.
• Avoid Automatic Transitions and Animations
  • Limit your use of animations.
  • Avoid using any flashing or rapid movement.
  • Avoid setting up your slides to automatically transition.
• Ensure Media is Captioned or Transcribed
  • Videos should be accurately captioned.
  • Audio content should have a transcript available.
• Use Speaker Notes
  • Add additional detailed explanations in the Notes section of the slide.
  • This can help users who need more information beyond the slide text.
• Document Properties
  • An often-overlooked item is to ensure you have document properties specified in your document info. This includes the Title, Author, and Language.
  • To set this go to “File” then to “Info.”
• Run the Accessibility Checker
  • There are built in accessibility tools for PowerPoint
  • To access the tools, go to your “Review” tab and click “Check Accessibility”

• Accessibility Tools for OneDrive
• Accessibility Tools for OneNote
• Accessibility Tools for Outlook
• Accessibility Tools for SharePoint
• Accessibility Tools for Teams

For most users, PDFs can be quite challenging and time-consuming to remediate. We understand that faculty and staff have relied on PDFs for many reasons. Here are some best practices and considerations when working with PDFs. Online@JSU has a very helpful guide in using Panorama to help you navigate PDF remediation. A more detailed guide specific to Acrobat Pro is available through Adobe.

• Do you need the file in PDF format? While we have grown accustomed to using this file in time due to how universally it can be opened on devices, it may not always be the best, most accessible option. It is also common that many PDFs, especially those that are scanned from physical materials, are scanned in as an image of text rather than actual text. PDF remediation is typically very time-consuming and may require additional skillsets. So, before you dedicate time to remediation, there may be some alternatives to consider first.
  • Permalink the Content – For example, if your document is scholarly material from the library database, use permalinks from your course to the file. Avoid uploading PDFs directly into Canvas or other file sharing services. If you are not sure how to do this, contact your librarian.
  • Request the Accessible Version – Contact the publisher of the document and request an accessible file.
  • Replace with the Source File – It is common for PDF files to have originated as another file (e.g., Word, PowerPoint, etc.). If you have the source file, consider using it instead of a PDF.
• Tips for Prepping for PDF Remediation and Creating PDF Files
  • Avoid “Print to PDF” whenever possible.
  • Start with a source file in an accessible format. Making sure it is accessible before you convert to a PDF will help with the remediation process. Be sure that you select the “Document structure tags for accessibility” or other similar accessibility items that are selected when you save as or export to PDF.
• PDF Remediation Checklist
  • Conduct an Initial Accessibility Assessment - Use an automated tool (e.g., Adobe Acrobat Pro, PAC 2026, or YuJa Panorama) to scan the PDF for initial accessibility issues. This will help you identify high priority areas for remediation.
  • Tagging and Structure – You should either auto-tag or manually tag all document elements (e.g., headings, paragraphs, tables, images, lists, and other content types. Make sure that the tags accurately reflect the document’s structure. Make any necessary changes. Verify that your heading levels are used and nested properly.
  • Navigational Aids – Don't forget to add bookmarks to assist with navigating the document. This is especially important for long PDF files. Create a table of contents with links to different sections of the document and make sure it is easy to navigate.
  • Verify Hyperlink Accessibility – Check each hyperlink in your document to make sure it is descriptive, accurate, and that it works. Avoid using vague terms like “Click here.” Also avoid using the actual web address in lieu of a descriptive link, when possible.
  • Verify Accurate Alt-Text – If alt-text information does not exist, be sure to provide a descriptive alternative text for all images, charts, tables, graphs, and graphics. Ensure that the alt text accurately conveys the content and purpose of the visual element. If it is decorative, you can mark the element as decorative.
  • Color Contrast – Color contrast matters. Use a color contrast checking tool like WebAim’s Contrast Checker to verify the color contrast ratio between text and background meets current guidelines. Adjust your color selections as needed.
  • Using Form Fields? - Make sure you label all interactive form fields. Include instructions needed to guide users on how to fill out the form. Ensure your forms are accessible and navigable with only a keyboard.
  • Tables – Avoid using tables for design purposes. Tables should be used to display data. Ensure proper tagging of tables. This includes use of <table>, <thread>, <tbody>, <th>, <tr>, and <td> elements. Be sure to mark all table headers accurate and that the relationships between the headers and the data cells are clear. Avoid using complex tables where possible.
  • Verify Reading Order – Use the reading order tool in your PDF editing software to set and confirm the reading order follows the logical flow of your content. Correct any issues you find.
  • Language – Don't forget to set the primary language of the document within the PDF properties and indicate any changes in language within the text of the document. This will help ensure the screen readers are using proper pronunciation and changing languages.
  • Final Reviews – Recheck your document using the automated accessibility checker that you used previously. Also conduct manual checks to ensure proper tagging and that all content is accessible. Test the document with a Screen Reader. Common screen readers include NVDA, JAWS, and VoiceOver. YuJa Panorama also has text to support speech. Save your file with an accessible, descriptive file name.
  • Document Your Work – Document your remediation process. This includes changes made and tools used. This is important for compliance verification.

Our LMS, Canvas, provides built-in tools to help you create accessible, inclusive course content from the start. With features like the Accessibility Checker and Canvas Studio, you can identify and address accessibility concerns while building content, not after the fact. When paired with YuJa Panorama, Canvas becomes an even more powerful system for supporting accessibility, compliance, and a better experience for all learners.

Key Features:

• Canvas Accessibility Checker for real-time feedback while creating pages, assignments, and discussions
• Canvas Studio for creating and captioning video content to support diverse learning needs. Need tips on using Canvas Studio? (Generate Captions| Using the Caption Editors)

Panorama

YuJa Panorama is an accessibility platform integrated directly into Canvas. It automatically scans course materials and provides real-time feedback to improve accessibility, while also giving students the ability to access content in formats that meet their individual needs. Panorama provides access to several key features:

• Automated accessibility checks for files, pages, and course content
• Step-by-step remediation guidance for improving accessibility
• Alternative formats for students (audio, OCR, tagged PDFs, and more)
• Accessibility reporting and course-level insights
• Seamless integration within Canvas 

Access your Panorama tool through your Canvas course shell. Once in your course, click the “Panorama” link in the course navigational menu.

DocHub

YuJa DocHub is a centralized space for scanning, managing, and improving the accessibility of documents across our institution. It allows you to upload files, review accessibility scores, and make improvements using guided remediation tools. DocHub is designed to support compliance efforts while also streamlining workflows for faculty and staff who create and share digital content that is not used in Canvas. Key features of DocHub include:

• Centralized document storage and organization
• Accessibility scoring and detailed reporting
• Built-in remediation tools and guidance
• Supports a wide range of file types (PDF, Word, PowerPoint, and more) 

To access DocHub:

1. Navigate to http://jsu.panorama.yuja.com in your Chrome Internet browser.
2. Under Sign-in Options, choose SAML Single Sign-On.
3. Click “Sign In With SSO.”
4. Sign in with your Jax State credentials.

Math content is one of the most common accessibility barriers in STEM courses. Creating accessible math content helps ensure that all students, including those using screen readers or other assistive technologies, can fully engage with equations and formulas. Instead of using images of math problems with alt-text, faculty are encouraged to use tools that support MathML or LaTeX, which allow mathematical expressions to be read aloud and interpreted correctly by assistive technologies. Many platforms, including Canvas and Microsoft, support equation editors that assist with generating accessible math content behind the scenes. Using MathML or LaTeX not only improves accessibility compliance but also enhances clarity and usability for all learners. Best practices when creating STEM content include:

• Use the Canvas or Microsoft Equation Editor to create math expressions instead of uploading images.
• Avoid screenshots or pictures of equations
• Use LaTeX formatting within supported tools to generate structured, accessible equations
• Ensure equations are placed inline or clearly labeled within the content for context
• Review content with accessibility checking tools and conduct a manual check using a screen reader to identify and remediate accessibility issues.

Tools

• Microsoft Equation Editor: When you use the built-in editor in Microsoft Word or Microsoft PowerPoint, your equations are created in a structured format (MathML behind the scenes), which allows screen readers to interpret them correctly.
  • To insert an equation:
    • Place your curser where you want the equation.
    • Go to the Insert tab
    • Select the Equation (π) symbol.
    • Choose either a built-in equation or click “Insert New Equation”
    • One the dialog box appears, you can:
      • Type using plain language (e.g., x^2 + y^2 = z^2)
      • Use the Equation toolbar to insert fractions, exponents, roots, and symbols
    • Pro Tips:
      • You can use a keyboard shortcut (Alt + =) to quickly insert a new equation.
      • Use shortcuts like:
        • ^ for exponents (x²)
        • _ for subscripts (H₂O)
        • \frac for fractions
        • \sqrt for Square Root or \sqrt[n] for the nth root.

• Canvas Equation Editor: The Canvas Equation Editor makes it easy to create accessible math content directly within your course pages. It allows you to build equations using a visual interface or keyboard shortcuts, while automatically generating structured math (MathML) that works with screen readers.
  • To access the Equation Editor:
    • Open a Canvas page, assignment, quiz, or discussion
    • In the Rich Content Editor (RCE), click the Equation Editor (π symbol)
    • Build your equation in the editor window.
  • Editing your equations:
    • Use the toolbar to insert:
      • Fractions
      • Exponents
      • Square Roots
      • Greek letters and symbols
    • Type using keyboard shortcuts. Examples include:
      • ^ for exponents (x²)
      • _ for subscripts (H₂O)
      • \frac for fractions

• Using Panorama: YuJa Panorama can help you identify and improve accessibility issues in math content created with MathML and LaTex. While Panorama does not create the equations, it can scan, flag, and guide remediation for your math content.
  • Steps for Using Panorama for Math Content
    • Open the page, assignment, or file in Canvas
    • Launch the accessibility report and review the flagged issues in that file. Look for alerts like:
      • “Image contains text” - Often found with equations that may have issues in their formatting.
      • “Missing alt-text" - Often found on equations that are inserted as pictures.
      • Missing or unclear descriptions for math content.
    • Follow the remediation guidance. This could be replacing images with equation editor content (MathML); converting LaTeX into structured, accessible equations; or adding context and descriptions where needed.
    • Update your content using the equation editors, LaTex editors, or other tools.
    • Re-scan your content to confirm the accessibility issues were resolved.
  • Tips to Help:
    • Use Canvas Equation Editor for Canvas pages or Microsoft Equation Editor for Word and PowerPoint type files.
    • If using LaTex, ensure it is rendered properly and not left as plain text.
    • Avoid uploading PDFs or images with equations unless they are properly remediated.
    • Provide brief explanations alongside complex equations.

• Equatio: Equatio is a digital math tool that is designed to assist in creating and interacting with math and other STEM content that is easier and more accessible for all learners. It is available to all individuals with JSU credentials and allows users to write equations in multiple ways (e.g., typing, handwriting, speech-to-math, or by converting images into editable math. Flexibility is helpful for those who may struggle with traditional math input methods or those who use assistive technology. It works across platforms like Microsoft Office and Canvas to help faculty create accessible math content that can be read by screen readers or converted into formats like LaTex and MathML.
  • Interested in using Equatio?
    • Download: Equatio for Chrome (Browser Based add-on)
    • Login using your MyJaxState login credentials.
  • Want to learn more?
    • Introduction and Quick Reference Guides
    • Step-by-step Training Guides
    • Learning Resources and Reference Guides
    • Webinars (Live and OnDemand)

Additional Resources

• Accessible Mathematics
• Converting Handwritten PDFs to WCAG Compliant HTML using Claude AI (Purdue)

Creating accessible social media content ensures that everyone, including individuals with disabilities, can engage with your message. Small, intentional choices can make a big impact on usability, comprehension, and inclusion. Accessible social media not only supports compliance, but it also improves reach, engagement, and clarity for all audiences.

Important Practices:

• Captions (CC) for Video Content – Many platforms offer auto-captioning tools that will help with the process but be sure to edit for accuracy. Other platforms will allow you to create and upload caption files.
• Audio Descriptions (AD) - AD is the verbal description of video content that assist users understand what is being shown. AD should be provided for visual elements that are not described by narration in the video.
• Alt-Text for Images – Provide clear descriptions of images so screen readers can convey the content. Limit the length of alt-text to 120-125 characters max.
• Image Descriptions – When your image is complex, has multiple elements, or is not visually accessible, you should consider adding an image description. The image description should complement the captions or alt-text and not repeat the information already presented. This is used to help ensure all users have access to the information and meaning contained in an image.
• Color Contrast - Ensure strong color contrast (e.g., dark text on a light background). When exploring text and background colors, avoid colors that are too similar or do not provide sufficient color contrast. Do not rely on color alone to convey meaning.
• Hashtags – Hashtags containing multiple words can present accessibility issues. When using a multi word hashtag, use camel case. Camel case is when multiple words are joined without spaces, but the first letter of each word is capitalized. For example, use #TheMoreYouKnow instead of #themoreyouknow. 
• Avoid using:
  • Fancy Fonts or copying “fancy font” language from external sites.
  • Avoid using special characters (those characters that do not appear on the QWERTY keyboard.
  • Sharing or posting content with ASCII art in it.
  • Strings of several hashtags in a row.
  • Overusing emojis. In addition to using them in moderation, try to keep them at the end of your posts.
  • Ableist words/language

Resources:

• Social Media, Specific Guides

• • Facebook: Help Center
  • Instagram Accessibility
  • LinkedIn: Accessibility
  • Snapchat
  • YouTube: Add subtitles & captions
  • Accessibility at X (formerly Twitter)
• Other Resources

• Accessible Social – A free resource and education hub around best practices for creating accessible, inclusive social media content.
• PlainLanguage - Guides, examples, and training in plain language composition.
• Digital.gov - Resources, articles, and blog posts on digital accessibility topics.

• WCAG 2.1 AA Guidelines – The technical standards required through new digital accessibility regulations.
• Image Accessiblity Creator (Arizona State University – Ed Plus) - Assist in creating alt-text, drafting image descriptions, and extracting text from images.
• Accessibility Evaluation Tools - This resource lists a variety of tools that you can use to evaluate websites, documents, code, applications, and more.
• WebAIM is a wonderful resource that focuses on accessibility training, evaluation, reporting, and technical assistance.
• Web Accessibility Evaluation Tool (WAVE) - This is a tool to help web authors make their content more accessible.
• Frequently Asked Questions – Our helpful FAQ guide can assist you in navigating some common questions that emerge around creating or procuring accessible digital content.