Accessible Documents

Do not use a PDF to present digital content that could be a web page.
HTML is always the most accessible, mobile-friendly, easy-to-update, and user-friendly format. Colorado Governor's Office of Information Technology

Whenever possible, consider sharing information for families and community members on a district or school website and information for staff on the TSD Staff Portal website.

Grackle

Thompson School District has purchased a subscription for Grackle for district staff to evaluate Google Docs, Sheets, and Slides.

Note: Grackle does not work with Word, Excel, or PowerPoint files. Evaluate these documents with Microsoft Office or convert to Google Docs, Sheets, or Slides to evaluate with Grackle.

Grackle Docs

When editing a Google Doc, go to Extensions, Grackle Docs, Launch to launch the Grackle Docs scan for the document. Similar to a spell checker, Grackle will identify accessibility errors that must be corrected and provide suggestions to improve document accessibility.

If you choose to share a Google Doc as an accessible PDF, ensure you use the "Export to PDF" button within Grackle Docs, and not the Download as PDF option under the File menu. Grackle processes and exports the document as an accessible PDF, so long as all checks are passed before export.

Grackle Sheets and Grackle Slides

Grackle Sheets and Grackle Slides are also available for Google Sheets and Google Slides. You can launch them from the Extensions menu and follow guidance just like with Grackle Docs.

While Grackle Sheets and Grackle Slides are great for reviewing the accessibility of Sheets and Slides, Grackle does not export accessible PDFs from Sheets or Slides.

If you choose to share a workbook or presentation as a PDF, you must Download as an Excel workbook or PowerPoint presentation and continue the accessibility evaluation with Microsoft Office and Adobe Acrobat.

Accessibility Checkers

Microsoft Office, Adobe Acrobat, and Canva have review tools for content creators to evaluate their content before they publish or distribute the document.

Not everyone has access to Adobe Acrobat Pro. While it may be required before publishing certain materials, check with your supervisor to determine if your school or department should purchase a license through Innovative Technology Services.

Microsoft Office

1. Before generating a PDF document with Microsoft Office, improve accessibility with the Accessibility Checker (Microsoft Office).
2. When you have addressed accessibility errors and warnings, save the document as a PDF following Microsoft's guide to create accessible PDFs.
3. After saving as a PDF, verify PDF accessibility in Acrobat Pro.

Canva

Canva's Design Accessibility tool allows you to review accessibility warnings and errors for visual consumers.

According to Canva, Canva's PDFs are not PDF/UA or WCAG compliant.

Export simple Canva graphics as images that can be described with alternative text.

Always verify PDF accessibility in Acrobat Pro for complex Canva graphics or documents exported as a PDF.