The Office of Accessibility receives questions about digital accessibility from state of Minnesota employees on a variety of topics, including:

• Documents
• Websites
• Web applications
• Software
• Online meetings

This month we share responses to some questions in our inbox.

Document Accessibility

Can people using assistive technology access this Word document?

We often get asked if people using a specific type of technology can access a Word document. Our recommendation (and a requirement for state employees): create documents following accessibility best practices. This will ensure that if a person is using assistive technology, they should be able to access it. Want to learn how to create accessible documents? Check out our free, online Accessible Word Document Training. Open to the public, state employees can also access the training through their learning management system. If you have questions about how to find the training, connect with your training coordinator.

If a user requires something beyond the access the best practices provide, they can make a request to have the document in an alternate format.

How can I check if there is alt text in an email, without using a screen reader?

When using Outlook, you can check for alt text in emails you receive by:

1. Blocking the automatic picture downloads in email messages, then reading the alt text that appears in its place, or
2. Finding alt text for a specific image. To do this, open the email and select forward for the open email you are reading. Select the image, then do one of the following:
   • Right-click (Shift + F10), then select Edit Alt Text. Review the text in the Alt Text pane, or
   • Select the Picture Format tab in the ribbon, which becomes available once you have selected the image.
     • Select the Alt Text button in the accessibility group. Note: depending on your version, you may need to select the expand button in the size group, typically on the right-hand side of the ribbon.
     • Review the alt text in the Alt Text pane.

      
     

   How do I create alt text for a complex and detailed graphic?

   The short answer is: avoid long alt texts. If you have a complex graphic, then provide the same content in another format. Here are some sample approaches:

   • Graph or chart: provide a link to a data table. Here’s an example from the Minnesota Department of Education that enables users to toggle between a chart view and a table view.
   • Org chart: create an outline that explains the chart’s hierarchy.
   • Complex images, such as maps: provide separate text with the same information. The Minnesota Department of Natural Resources provides several examples. The website for Brown’s Creek Trail has a description of the trail on the webpage. Users can read the description or download a PDF of the map. Page 50 of the Invasive Species 2020 report (PDF) shows districts by county in both list and map form. 

   How can I learn more about Excel accessibility?

   Excel Tips and Tricks (Video).

   Web Accessibility

   How can a beginner learn more about web accessibility?

   We received an email from a state employee: “I am working with an intern that is studying computer science, and wants to learn more about accessibility. What are your recommendations?”

   The International Association of Accessibility Professionals (IAAP) has a Web Accessibility Specialist (WAS) certification. The page Prepare for WAS has a great list of online and resource materials.

   
   

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