Microsoft Office files and PDF documents are commonly used to share instructional, administrative, and public-facing information. To ensure equal access for all users, these files must be created and maintained in accessible formats that support assistive technologies such as screen readers, keyboard navigation, and text-to-speech tools.
Creating accessible documents helps reduce barriers for individuals with disabilities, supports inclusive learning and communication, and aligns with accessibility standards such as WCAG and SUNY Electronic & Information Technology (EIT) requirements.
Microsoft Office files should be created accessibly from the start. Properly structured Word documents, PowerPoint presentations, and Excel workbooks improve usability for all users and significantly increase the accessibility of files when they are later converted to PDF.
Accessible Office files typically include:
Microsoft’s built-in Accessibility Checker helps identify and fix common accessibility issues before documents are shared or published.
PDFs must be properly tagged and structured to be accessible. Creating accessible source documents in Microsoft Office before exporting to PDF greatly improves the accessibility of the final file and significantly reduces the need for remediation.
Because Adobe Acrobat Pro is required to fully check and remediate PDF accessibility, it is strongly recommended that documents be created accessibly in Microsoft Word first and then converted to PDF.
When accessibility issues are present, Adobe Acrobat Pro can be used to:
If you need Adobe Acrobat Pro installed, you may request it by submitting a ticket
to ITS using the following link:
https://cobleskill.teamdynamix.com/TDClient/277/Portal/Home/
Please note that SUNY Cobleskill has a limited number of Adobe Acrobat Pro licenses. Licenses may be reassigned if they are not actively used or if there is a demonstrated need by other users.
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Create and Verify PDF Accessibility (Adobe Acrobat Pro)
TextAid is a text-to-speech tool available at no cost to all SUNY Cobleskill students and employees. It allows users to listen to digital content, including Microsoft Office files and PDFs, supporting individuals with visual impairments, reading disabilities, learning differences, or anyone who benefits from audio reinforcement.
TextAid features include:
TextAid enhances accessibility by providing an additional way to access written content; however, it does not replace the requirement to create accessible documents.
To learn how to access and use TextAid, visit the ITS Knowledge Base, which includes step-by-step instructions and helpful resources:
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