Google is using "Smart Compose," a new feature powered by artificial intelligence, to help you draft emails from scratch, faster. This feature allows you to Draft emails quickly with confidence. From your greeting to your closing (and common phrases in between), Smart Compose suggests complete sentences in your emails so that you can draft them with ease. Because it operates in the background, you can write an email like you normally would, and Smart Compose will offer suggestions as you type. When you see a suggestion that you like, click the “tab” button to use it. This feature is enabled by default, to disable go to: The Gear icon in the upper right of Gmail Home Screen Settings > Smart Compose check “Writing Suggestion off”
Manhattan College ITS is encouraging employees to begin to take some simple steps that will structure your documents so that they are more accessible. When creating documents, spreadsheets or presentations it is important to provide an organized structure to all your documents in a way that allows them to be accessible. Fortunately many word processing tools such as MS Word or Google Docs are advanced in the accessibility area and allows you to use features generally available within each tool.
Objective:
Last week’s focus was on creating accessible Google Docs. This week’s challenge we will focus on best practices, for creating accessible PDF's. The Adobe Portable Document Format (PDF) provides a convenient way to transport, view and print electronic documents. PDF files are typically created in other applications like MS Word and PowerPoint. They can also be produced by scanning the pages of a book or journal article. This week will focus on examining some of the features that make PDF documents more usable by a diverse audience. The information will also provide techniques for improving the accessibility of existing and new PDF documents. Note: This section refers to two Adobe software applications. Reader and Acrobat. Adobe Reader is a free application that is limited to viewing, searching and printing PDF files. Adobe Acrobat, by contrast, is a full-featured application that allows for the creation and editing of PDF documents.
How Does Digital Accessibility Impact Manhattan College Faculty, Staff and Students?
Facultycreating instructional materials and presenting lessons. Employees creating documents, forms, newsletters and correspondence for distribution. Students writing reports and preparing presentations.
Other ways to make a document more accessible so it ready to be converted to PDF include:
Create Clear Titles:
Straightforward PDF titles are key for achieving clarity in your content. The people are going to first need to find the document on your website. Align the title of the document with the type of information that is included in the PDF file. Ask yourself, what is the purpose of this file? What type of information would a customer need from this document? For example, if the document is a business loan application, then a good file title is quite simply Business Loan Application.
Defining PDF Accessibility
Before discussing accessibility of PDF files, it is important to distinguish between Adobe, Acrobat and PDF. These items are often used interchangeably, but they are not the same. Adobe is company, they are the creators of Acrobat. Acrobat is a tool for creating, editing and viewing PDF files. PDF is a format or type of document. It stands for Portable Document Format. The PDF format was created by Adobe. The terms Adobe, Acrobat and PDF are related in the same way as Microsoft, Word and doc. Some Manhattan College departments pay for Adobe Acrobat licenses, they would follow instructions on how toCreate PDFs from Microsoft Office
Overview
PDF files are not typically created in Acrobat. They are usually created in another program and converted to PDF. There are dozens or probably hundreds of programs that can create PDF files, but very few of them produce tagged PDF files. If you are using Microsoft Word or PowerPoint, you can often create accessible, tagged PDF files without opening Acrobat. Of course, the accessibility of the PDF depends on the accessibility of the original document.
What are PDF tags?
The technical answer is this: Tags define the function and order of content in a document. Many PDF tags resemble their counterparts in HTML. For example, there is a <p> tag for paragraphs, <table> and <td> for tables and table cells, <h1> for level 1 headings, etc. Although they are normally invisible, tags provide valuable interpretive cues to assistive technology like screen reader software, and are therefore an essential part of PDF accessibility. Fortunately, tags are generated automatically during conversion from Microsoft Office applications using the “Adobe PDF” menu. The Adobe PDF menu is a part of Acrobat PDFMaker, an application added to Office applications when Acrobat is installed. Tags can also be added manually in Acrobat by choosing Advanced > Accessibility > Add Tags to Document. Once applied, tags can be edited to improve or customize document organization.
Bookmarks
Each PDF document contains a navigation pane called "Bookmarks." A bookmark is a type of link with representative text in the Bookmarks panel in the navigation pane. Each bookmark goes to a different view or page in the document. Bookmarks are generated automatically during PDF creation from the table-of-contents entries of documents created by most desktop publishing programs. These bookmarks are often tagged and can be used to make edits in the PDF.Bookmarks can be easily added and edited in Adobe Acrobat.
Scanning to PDF
It is best to create a PDF from an original electronic document. However, if scanning is the only method available, take care with the scanning process. Use a clean copy of the article and place it squarely on the scanner process. Use a clean copy of the article and place it squarely on the scanner Avoid pages that have been photocopied multiple times. Obtaining a clear image of the text is essential to the next step in the creation of an accessible PDF document: optical character recognition.
Optical Character Recognition (OCR)
To create a more versatile version of your scanned document, use OCR to convert the image of text to real, editable text. Many scanners offer a “copy as text” feature, which is useful for small blocks of text. Multipage documents can also be scanned and converted to text using OCR, with all of the text stored in a single file. Adobe Acrobat should bring up a prompt to run OCR when scanning a document, or the option can be chosen from the menu: Document > Recognize Text Using OCR > Start. Note that character recognition is not foolproof, and proofreading is always recommended after using OCR. The accuracy of OCR is affected by several factors:
The quality of the source image (i.e., whether the text is crisp and legible)
The typeface (font) of the original text
Whether the page was squarely positioned on the scanner
The resolution of the scanned image, often measured in dots per inch (DPI)
The quality of the OCR software
OCR tools vary in quality and accuracy. The OCR engine built into Adobe Acrobat is adequate for most jobs. Also, the resolution of your scan may help determine the success of OCR. Setting the scanner to 300 dpi (dots per inch) usually yields good results, although occasionally a setting of 600 dpi may be required, especially when working with small type. Resolutions higher than 600 dpi produce larger files with no increase in OCR accuracy.
Converting Electronic Documents to PDF
Start with a MS Word document, you will be able to export the document to PDF using the following:
Converting to PDF in Microsoft Office
Converting from Microsoft Office is the best way to convert from Office files to PDF since it maintains the accessibility of the document the best. Follow these instructions on converting your documents to PDF in Office on Windows or Mac:
Windows: Converting to PDF in Microsoft Office
To convert a Word Doc to PDF using Microsoft Word on Windows, select: File > Export > Create PDF/XPS Document select the Create PDF/XPS Document button.
To convert a Powerpoint to PDF using Microsoft Powerpoint on Windows, select: File > Export > Create PDF/XPS Document select the Create PDF/XPS Document button.
To convert an Excel spreadsheet to PDF using Microsoft Excel on Windows, select: File > Export > Create PDF/XPS Document More information on converting to Office files to PDF on Windows, is available: Converting Microsoft Office files to PDF on Windows
Make sure that you select the option for Tagged PDFs:
MacOS: Converting to PDF in Microsoft Office
To convert a Word, Powerpoint, and Excel file as a PDF in Office for Mac select File > Save As and beside File Format you will specify PDF as the File Format that you would like to export to. When finished, select Export. For more information on converting to Office files to PDF on MacOS, refer to: Converting Microsoft Office files to PDF on MacOS
Sometimes when creating a PDF, especially by scanning a document, it does not allow for an accessible document. Create a PDF using a quality scanner app as long as it is not an image. Make sure that the scanner you are using makes use of Optical Character Recognition (OCR) so that it can scan the words on the document so that a screen reader can read what is scanned. (i.e. phone app)
Other ways to make a document more accessible so it ready to be converted to PDF include:
Create Clear Titles:
Straightforward PDF titles are key for achieving clarity in your content. The people are going to first need to find the document on your website. Align the title of the document with the type of information that is included in the PDF file. Ask yourself, what is the purpose of this file? What type of information would a customer need from this document? For example, if the document is a business loan application, then a good file title is quite simply Business Loan Application.
Optimize Content for Screen Readers:
Many people who have visual disabilities will use a screen reader to access the information in a PDF document. Therefore, it’s important to use readable language and steer away from acronyms, symbols or shortcuts. While a screen reader can read those, it may not be clear to the individual listening. After the document is found, the people will need to find the appropriate section within the document to fulfill their needs. Look beyond the title of the document and into the headings.
Summary:
Once you complete reviewing the materials from the fifth week of the Digital Accessibility Challenge take a few minutes to answer these questions: Week 5 Digital Accessibility Questionnaire
Participants who complete all 5 weeks of the Digital Accessibility Challenge will be awarded a Credly Digital Badge in recognition of their effort, for more information review:ITS to Launch 5 Week Digital Accessibility Challenge.
Physical Plant will be conducting a generator test in Horan Hall Tuesday, September 25th at approximately 10:00am.
There will be two brief outages, one while switching to generator power, the other while switching back to main power.
This will not affect the rest of campus. If you have any questions, please contact ITS at its@manhattan.edu or at extension x-7973. We apologize for this inconvenience.
Most of us would like to say that we are extremely diligent about protecting our data and backing it up on a regular basis. However, we know that this is not always the case. Fortunately, backups are easier than ever before thanks to a plethora of options available to most end users. It is critical to create a backup plan for important files and make sure those backups are stored in a separate location (physically or in the cloud) so you can avoid losing valuable information if your computer is lost, stolen, compromised, or simply fails to turn on one day.
When it comes to backups, just like security, you want to find a balance of being thorough but efficient. We have all heard disastrous stories of losing homework due to the blue screen of death or a misplaced cell phone that tragically stored the only copy of family photos. In addition, you could fall victim to ransomware or another malicious attack that leaves you with no choice but to reinstall your computer's operating system (OS). It never hurts to consider your backup strategy and come up with a plan that leaves you feeling safe and secure. Here are some tips to get you started.
Data loss happens all the time, but it is entirely preventable. You just need to create a backup plan.
Your critical data should never reside in a single place.
The ideal backup strategy will typically include both an online backup service (Google Drive) to ensure your data is secure no matter what happens to your mobile device or computer.
Running consistent, automatic backups is a straightforward process that will take little time to set up and will require even less to maintain.
Backups can be configured to run in real time when files on your computer are changed.
Routinely test your backup solution to ensure you can recover your data in the event that you do actually need to restore from a backup.
Manhattan College IT Services provides unlimited cloud storage with your JasperNet credentials to faculty, staff and students so you can back up your files. If you upload your files to Google Drive you can access them from anywhere. IT Services recommends Google Drive File Stream for storage and back up of files.
In addition to tracking any tickets you submit to the ITS HelpDesk the TeamDynamix Service Catalog has a variety of useful services. The ITS Service Catalog screen offers a variety of productive applications. This screen provides a snapshot of IT Services: from Equipment loan, to A/V & Event SetUp and Support, to customized Google Email and Calendar services:
Another useful feature: if you follow highlighted instructions, the "Ticket Request" tab offers a quick way to check on your outstanding ITS tickets:
COMPLETE: As of 7:23AM, the Moodle scheduled maintenance has been completed. Moodle is now AVAILABLE. The Manhattan College Moodle system will be OFFLINEfor system maintenance
starting at 7AM on Saturday 9/22 to apply system updates. We anticipate that
the maintenance will be completed between 7AM - 9AM during which time the
Moodle system will be UNAVAILABLE.
Manhattan College ITS is encouraging employees to begin to take some simple steps that will structure your documents so that your documents are more accessible. When creating documents, spreadsheets or presentations it is important to provide an organized structure to all your documents
in a way that allows them to be accessible. Fortunately many word processing tools such as Google Docs are advanced in the accessibility area and allows you to use features generally available within each tool.
Last week’s focus was on creating accessible MS Word Docs.This week’s challenge we will dive deeper and focus on best practices, incorporating clear layout and design in creating accessible Google Docs. Instructions, video tutorials and links are also included.
Please note these tips will focus on making documents created with Google Docs more accessible.
How Does Digital Accessibility Impact Manhattan College Faculty, Staff and Students?
Faculty creating instructional materials and presenting lessons.
Employees creating documents, forms, newsletters and correspondence for distribution.
Students writing reports and preparing presentations.
The following tools are important to include when making Google Docs accessible:
1. Outline feature
Outline features headers for each section of your document, making it simple to quickly jump from section to section. The outline tool collates headers from whatever you are working on, and allows you to jump quickly from introduction to index very easily. To turn on Outline view, navigate to View in task bar and select Show document outline from the dropdown menu.
2. Headings
Paragraph headings provide context and a way to navigate quickly for users of assistive technologies like screen readers.
Such technologies ignore text size and emphasis (bold, italic, underline) unless certain paragraph styles such as Headings, are used. As an added benefit, Headings can be used to automatically generate a Table of Contents or bookmarks in a document. Additionally, styles modify the formatting of all occurrences in a document, so you can quickly change the format of all Headings of a particular level (you can still override global settings by changing the format of an individual piece of text, regardless of style assignment).
Headings should be selected based on their hierarchy in the document. Start the page with a heading that describes overall document content (Heading 1). Follow it with sub-headings (Heading 2) and sub-headings (Heading 3), etc.. Items of equal importance should be equal level headings, and heading levels should not be skipped (i.e., a Heading 3 can't be the first heading after Heading 1; Heading 2 can't be skipped).
To make an item a heading in Google Docs, select the Styles drop-down menu, located to the left of the font drop-down menu. The Headings can also be called with keyboard shortcuts: Ctrl+Alt+1 (Heading 1), Ctrl+Alt+2 (Heading 2), etc.
Change from Normal Text to Heading 1, Heading 2, or Heading 3, using the appropriate heading levels depending on your content structure (as described above).
Any of the three heading styles can be used to help a screen reader navigate through the Google Docs page. Heading 1 should be used as the page title, and Headings 2 and 3 should be used as subsections and sub-subsections respectively.
3. Images
Make sure all images have text representation or alternative text with all images
Include alternative text for images, drawings, and other graphics. Otherwise, screen reader users just hear "image."
Upload and embed the image
Click the image file
Format > Alt Text
In the Alt Text window, enter your alternative text in the Description field of the Image Properties window that appears
The Alt text for this image would be "Image of Manhattan College Campus Map with Alt text highlighted"
4. Color Contrast
To find instances of color-coding, visually scan your document. You can also look for text in your document that’s hard to read or to distinguish from the background.
People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.
If your document has a high level of contrast between text and background, more people can see and use the content.
5. Lists
Like headings, using the list tools to create bulleted and numbered lists ensures that screen readers can effectively read list items. Manually inserting any of the list items will not help.
Any numbered list that has multiply layers should use a different numbering scheme for each level.
Use the Insert List icons on the formatting toolbar to create a list.
Example A
Example B
Example C
When you highlight these items, you can see the numbered list icon is selected in the toolbar.
This lets you know the list is properly structured:
6. Legibility
Make sure to make your document is easy to read, not only for those with assistive technologies, but also those that don’t use them.
Sans-serif fonts are considered more legible fonts for monitors than serif fonts.
Color plays an important role in any document. The color scheme itself should have contrast between light and dark without going to the extreme. Too little or too much contrast can make the document difficult to read for those who are colorblind or with low vision. Certain color combinations, such as bright colors, can cause headaches and make it uncomfortable to read what has been laid out.
7. Table of Contents
To improve quality of navigation for assistive technologies, it is recommended to add a table of contents. Throughout the document you must designate headings, because these are what used to generate the table of contents section. Using headings is also an accessibility best practice within documents. Doing so also provides other advantages for the author including the ability to rapidly modify the overall document style without having to change each individual header.
Select Insert > Table of Contents
Summary
Google Docs is the widely used word processing application through Google Drive. The methods in this blog post will increase the accessibility of documents produced through Google Docs. As the program can be used in a collaborative basis, the importance of making it accessible is necessary.
In this blog post, the accessibility of Google Docs was covered through:
Outline Feature
Headings
Images
Color Contrast
Lists
Legibility
Table of Contents
Creating an Accessible Template
Once you complete reviewing the materials from the fourth week of the Digital Accessibility Challenge take a few minutes to answer these questions: Week 4 Accessibility Questionnaire
Participants who complete all 5 weeks of the Digital Accessibility Challenge will be awarded a Credly Digital Badge in recognition of their effort, for more information review ITS to Launch 5 Week Digital Accessibility Challenge.
Other Resources:
Accessible Google Documents (NC State IT Accessibility)
Google Docs: Table of Contents, Headers, & Outline Tool
