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NYSED Home >
Accessibility AtWork >
Pathways to Web Access
Pathways to Web Access
It is not considered accessible to simply post files, such as Word,
PowerPoint or PDF, on the web. If those files have to be posted, a HTML
alternative must be provided.
How to Convert a Word Document into a HTML file
Part 1: Create the right word file using STYLES (very important)
- Headings: Use H1, H2, H3 and etc. from the drop-down menu of the style
window to mark headings. The style window is to the left of the font window on
the tool bar.
- Titles: Type in title of your document manually. Go to tool bar, File /
Properties, in the open up box, choose summary tag and type in your title in
the title box. This will become the title of your HTML file.
- Lists: Avoid adding lists to your word document manually. Use the list
buttons on the tool bar. For example, if you want to create a numbered list,
you could click on the number button on the tool bar first, then begin to
type. Every time you hit the enter key the number comes. In finishing the
list, hit the enter key twice to get out.
- Spacing: Use shift + enter instead of enter to make a single space between
lines when necessary.
Part 2: Convert well prepared word file into HTML
- In Word, go to File / Save as HTML..., and follow the steps.
- Do some cleaning if necessary.
For more information on how to make the appropriate word document, click the
link below:
http://atwork.nysed.gov/library/webguide/workshop.htm
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How to Convert an Excel Document into a HTML File
Copy Excel documents to FrontPage and do some cleaning. Drop by our user area
room located in 261A EBA, we will be glad to show you how.
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How to Create an Accessible PowerPoint Presentation
If you know HTML, use the first method below.
First Method:
Part 1: Create the HTML version of your presentation with PowerPoint.
- Open your presentation in PowerPoint; choose "file/save as html".
- This opens up the Internet Assistant wizard for PowerPoint. Follow the
wizard.
- Under layout selection: first choose new layout, then choose page style
standard.
- For graphic type: choose GIF.
- For graphic size: 640 x 480, ¾ width of screen works well.
- Information page is optional; we haven’t used this option.
- Colors and buttons: use browser colors.
- Layout options: choose button style that you prefer, we recommend you
choose text button.
- Placement of buttons on page. Above or below the graphic usually works
well.
- Save locally in the directory of your choice.
This part automatically creates a folder of gif and html files of each slide
of the PowerPoint file.
Part 2: Create the accessible version with FrontPage.
- Import your presentation into FrontPage.
- For the index.htm page: add a link to the text version of the
presentation. (‘Click here to start’ only goes to the first slide of the
graphic version). The default links to the individual pages also go to the
graphic version; be sure to add links to the text version of individual pages.
It is recommended that you give each slide a meaningful title.
- For the graphics pages (usually sldnnn.htm), In the HTML editor, remove
the tag "usemap=#Objmap" from the slide image; be sure that there is "alt
text" for all buttons and the slide image; and remove comments if any. The
slide image can be linked to the text page if desired.
- For the text pages (usually tsldnnn.htm), be sure to add links back to the
table of contents, and to the last slide.
- Format pages as desired; also check for deprecated HTML tags if you wish
to validate the HTML. Make links to the home page.
See an example of PowerPoint slides made into a HTML file
If you don't know HTML, try the second method.
Second Method: Using the outline to make HTML file
- Copy all of the content in the outline view of PowerPoint into FrontPage
normal view, then format it yourself in the appropriate ways.
If you're careful, this can be the most accurate (and time-consuming) way to
make the slides accessible to the blind. But there are some big pitfalls.
Pitfall 1: When you use the text-box tool in PowerPoint, none of the text that
you put in the text box shows up in the outline. This means that you will need
to retype anything that you put in a text box (or avoid using text boxes).
Pitfall 2: None of the graphics are included in the outline. If the graphics are
important to the presentation, you'll have to describe them (in text) in your
HTML outline.
Pitfall 3: None of the embedded content is included in the outline (e.g. videos,
charts, graphs, sounds, etc.). If any of these are important, you will need to
provide a text description of them.
Pitfall 4: Sometimes the outline needs to be reorganized somewhat in order to
read logically. For example, it is common to put the same heading on two or more
slides in a row. The fact that this same heading is repeated may or may not
cause confusion when being listened to by a blind person. Use good judgment in
formatting the outline.
The biggest drawback to this method is that it is time-consuming and knowledge
of HTML is very helpful in order to produce a truly effective document.
See an example of PowerPoint slides made into a single-page outline.
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How to
Create Accessible Adobe PDF files
When you scan an article and convert it to PDF, you are taking
an image of that page. The letters on the page are merely pictures of letters,
not actual ascii based text. This makes it extremely hard for readers to see the
text; most think a pdf is just another image.
It is perfectly acceptable to include a PDF in your site as long
as you also include a text only alternative of the information.
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Requirement
Provide contact information so that users can ask questions or
request the information in an alternative format.
Last Update:
Tuesday, May 02, 2006
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