Accessible Document Tips

Step 1: Select Your Method

For Documents With Images and Color

  • Open the document with Microsoft Word.
    • If your document is originally a PDF, this will convert it to a Word document.
    • ChatGPT can split PDF documents that are too large for Word to handle  into smaller documents that are manageable by MS Word.
  • Set the document title:
    • Choose File
    • Select Info
    • Update the title under the Properties area
    • Save the file

Black and White Documents

  • Use AI

Please be advised: When using AI tools, it is critical that you verify all content has been transferred correctly to the accessible document. The final document should also be verified using independent methods, such as Panorama.

If your document includes personal or student information, do not use this method. Uploading such content to AI tools may pose privacy risks and could violate FERPA.

You must be signed in to a ChatGPT account or another AI tool that supports file uploads. Free accounts may have upload or usage limits.

  1. Go to ChatGPT or another AI tool that supports document uploads.
  2. Enter the following prompt:

    Please make this file a WCAG 2.1 AA compliant Word document.
    Add the document name as the title in the document properties.
    Convert all data presented as text-based tables into properly structured tables with rows, columns, and table headers.
    Add a table caption using the immediately preceding line for each table.
    Check tab order and form-field accessibility.
    Modify all “Hyperlink” and “Followed Hyperlink” styles to use the color #003366.

    Upload your file and press Enter.

  3. Once your file is returned, review and verify that all information has been retained. If not, follow the steps for documents with images and color.

Step 2: Review With Panorama

  1. Upload the document to Panorama and review the report. If you do not have a Panorama account, contact the Center for Academic Innovation at cai@mtech.edu to request access.
  2. After making changes, upload the document to Panorama again and review the report. Repeat this process until the document scores at least 70%.

Step 3: Export as PDF (If Needed)

  1. Open the document in Microsoft Word.
  2. Choose:
    1. File
    2. Export
    3. Create PDF/XPS Document
  3. Upload the PDF to Panorama and review the report, ensuring the document scores at least 70%.

More Information

For more information about accessibility standards, visit the World Wide Web Consortium (W3C) Web Accessibility Initiative .

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