Web Editing

All documents   PDF, Word, PPT, etc. in addition to social media posts and email must meet Web Content Accessibility Guidelines (WCAG) 2.1 Level AA compliance starting April 24, 2026.

• Templates

  The best template for creating accessible documents is a simple one that uses clear structure and the built-in document tools available in your software. This link provides an example of a simple starter document designed for exporting to an accessible PDF.

  Please keep in mind that adding too many elements to a document can make it inaccessible. Common issues include improper tagging, missing titles, lack of alt text for images, poor color contrast, and unclear link structure.

  We recommend reviewing the courses and resources listed on this page for guidance. If you have additional questions or need clarification, please contact web support for assistance.

• 30 minute course: Guide to WCAG 2.1 Success

  Guide to WCAG 2.1 Success Criteria

  Upon completion of this chapter, you will be able to:

  • Describe What W3C is and its main purpose.
  • Explain the role of WCAG Guidelines in the online environments.
  • Recognize the additional guidelines of WCAG 2.1.
  • Demonstrate the principles of WCAG 2.1 Success Criterion.

  Learning hub (WCAG Success)

• Quick tips for passing the accessibility check

  Tips for passing the accessibility check

  • Start with a clean document such as this a template as a base file for creating accessible agendas.
  • Use styles in Word/Google Docs: Apply proper heading levels (Heading 1, Heading 2, etc.) instead of manually bolding text.
  • Do not skip heading order such as Heading 1 and then skipping to a heading 3.
  • Add alt text to images: Every meaningful image, chart, or graphic should have alternative text that describes its purpose.
  • Only minimal text if at all should be in graphics. Aim for for 125-150 characters max.
  • Use lists and tables tools: Use built-in list and table tools rather than manual formatting.
  • Tables are not for layouts: Make sure your tables always include a Header Row
  • Provide descriptive link text: Instead of “click here,” use “Download the campus map (PDF).”

  Fix Common Issues

  • Headings: Ensure heading tags are applied in logical order (H1 → H2 → H3).
  • Tables: Use header rows and ensure cells are tagged properly. Avoid merged cells if possible.
  • Form fields: Add labels and tooltips so screen readers can identify them.
  • Color contrast: Check that text is readable against its background.

  Re-run Accessibility Check

  • After making fixes, run the Accessibility Checker again to confirm compliance.
  • A fully compliant PDF should pass with no errors, though some warnings may require manual review.

  Best Practices

  • Keep layouts simple and consistent.
  • Avoid using scanned images of text—always use real, selectable text.
  • Break up long documents with headings and bookmarks.
  • If distributing forms, use accessible form fields.

   

• How to Export to PDF and running the checker

  How to Export to PDF and running the checker

  • When saving from Word or another program, choose Save As → PDF and ensure that “Best for electronic distribution and accessibility” or “Tagged PDF” is selected.
  • Avoid using “Print to PDF,” as this strips out accessibility tags.
  • Tags are the structural markers in a PDF that tell assistive technology what content is (headings, paragraphs, lists).
  • Check if your PDF is tagged: In Acrobat, go to File → Properties → Description → Look for “Tagged PDF: Yes.”
  • If it says “No,” you will need to add tags manually in Acrobat.

  Re-run Accessibility Check

  • After making fixes, run the Accessibility Checker again to confirm compliance.
  • A fully compliant PDF should pass with no errors, though some warnings may require manual review.

   

• How to run the accessiblity checker in Acrobat Pro

  How to run the accessiblity checker in Acrobat Pro

  • Open the PDF in Adobe Acrobat Pro.
  • Go to Tools → Accessibility → Full Check (or Accessibility Check).
  • Review the report. Common issues include missing document title, no alt text, and reading order problems.
  • Add an appropriate header and author tag (video on how to add the title)
  • Make sure you have adequate contrast when doing the manual checks (see how to test for 4.5:1 contrast below)

  Re-run Accessibility Check

  • After making fixes, run the Accessibility Checker again to confirm compliance.
  • A fully compliant PDF should pass with no errors, though some warnings may require manual review.

   

• How to Test for 4.5:1 Contrast

  How to Test for 4.5:1 Contrast

  1. Get a Contrast Checker: Use an online tools like WebAIM's Contrast Checker or Coolors Contrast Checker) or the free Contrast Checker from SiteImprove or use browser extensions (ColorZilla, WCAG Contrast Checker).
  2. Identify Colors: Determine your text (foreground) color and background color.
  3. Input Colors: Enter the colors into the tool, often using hex codes (e.g., #FFFFFF for white) or eyedroppers to select them directly from your screen.
  4. Check the Ratio: The tool will display a contrast ratio (e.g., 4.5:1, 7:1) and indicate if it passes the WCAG AA standard for normal text. 

  What the Ratio Means

  • 4.5:1 means the lighter color is 4.5 times brighter than the darker color.
  • This ratio ensures sufficient difference for most users, especially those with low vision. 

  What the Ratio Means

  • 4.5:1 means the lighter color is 4.5 times brighter than the darker color.
  • This ratio ensures sufficient difference for most users, especially those with low vision. 

   

• Fundamentals of Alt Text  

  A free course from SiteImprove : Learn the essential skills of adding descriptive alt text to images for online accessibility in just 30 minutes.

  Course Objectives

  • How to add alt text to different platforms and websites
  • How to identify the type of alt text you need to write
  • How to write excellent alt text

  Learning hub (alt text lesson)

• CCC Accessibility Center Training Resources

  Training resources:

  

  Join Us on Global Accessibility Awareness Day!

  Accessibility Center 2026 Workshop

  Dear Colleague,

  We are pleased to announce the California Community Colleges Accessibility Center will hold its annual online workshop on Thursday, May 21, 2026, coinciding with Global Accessibility Awareness Day.

  The workshop will offer a day of presentations highlighting accessibility awareness. Attendees will have access to join as many sessions as they choose, and may come and go as needed throughout the day. Live captioning and ASL interpretation will be included in all sessions.

  Who should attend? »

  Who Should Attend?

  All staff and faculty of the California Community Colleges are invited to attend, free of charge.

  To ensure a secure learning environment, we are limiting access to individuals who register with a valid California community college or district email address. Space is capped at 1,000 attendees.

  Workshop information will be geared toward CCC administrators, staff and faculty in the following areas:

  • Information technology
  • IT accessibility
  • Procurement/business services
  • Disability services
  • Faculty training and support
  • Instructional design/technology
  • Alternate media and assistive technology
  • Public information and website administration

  Register Now for the Accessibility Workshop:
  Thursday, May 21, 2026

  Thursday, May 21, 2026, 9 a.m. to 4:30 p.m.

  Register Now

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  > CCC Accessibility Center monthly calendar of training events