- [Miriam] It's two o'clock. - [Josie] Okay, we are going to get started here. Thank you all for joining us today and I hope that you are safe in your houses or not having a snow or ice storm. My name is Josie Badger and I am the RAISE Director. We're so glad that you're here with us today. I believe that Miriam is going to kick us off with some of the housekeeping for this webinar. - [Miriam] No, no, let's go, let's continue. - [Josie] As you can see on your screen, there are details on how to use the captioning, how to use the Spanish interpretation and using the ASL interpreter. I have spotlighted the interpreter. So hopefully throughout this presentation, they're shown to you the whole time. If you have trouble, you can pin them and not lose sight of the speaker or the interpreter at any point. So Ever, I'm gonna turn it over to you for now. - [Everett] Sure, so, hi, I'm Everett Deibler. For those of you that attended last month's webinar, we did a lot of things on access within like print media and accessible language and all those different things. And Cheryl Thompson from MPACT had some great resources on the concept of readability and the tools that I believe she uses and we thought after the webinar, she shared this great stuff with us and we thought before we get into today's webinar and really dive into some of this other stuff about printing accessible content, we thought it would be great to have Cheryl talk about some of the tools that she uses and that has been helpful for her. So Cheryl. - [Cheryl] Thanks, Eve, I appreciate it. Well, hello from what feels like the South pole, we finally broke zero today although we did get nine inches of snow which is a rarity for the Eastern part of Missouri. But I'm here and glad to be so and I'm really looking forward to sharing a couple of ideas about readability that I've used as a teacher, as a special ed compliance supervisor and now as a volunteer mentor coordinator for the Great Missouri PTI MPACT. So how do I advance the-- - [Everett] I got you, Cheryl. - [Cheryl] Okay, wonderful, thanks. - [Everett] Can you see it? - [Cheryl] I don't. I see a picture of Miriam. - [Everett] Let's try this, can you see it now? - [Cheryl] Yes I can. - [Everett] Okay. - [Cheryl] One of my cards in my pocket is I'm also a reading specialist. Although special ed teacher is probably one of my favorite roles but the National Assessment of Adult Literacy published by the National Center for Education Statistics states that 50% of American adults are unable to read a book written at an eighth grade level. So when we prepare print media, whether it's fact sheets or trainings, we really wanna shoot to have a readability below that eighth grade level. Next. So what is readability? Readability really is simply the ease with which texts can be read and understood. So there are several and probably a lot more than several applications or programs that talk about being able to get a readability level. And the ones that we may be most familiar with are the one that's built right into Word. One of my favorites, which is Rewordify and then Hemingway Editor, which is relatively new to me. But all three of them are really good tools for your toolbox. The thing about Word is you don't have access to the readability unless you have Word. If you have Word it's already in there. Hemingway Editor and Rewordify both are free applications that I'm going to share with you at the end of this. Next. - [Miriam] Before you continue can you launch the presentation in presentation mode because it is in a small? - [Cheryl] Everett, that's you. - [Miriam] Yes. - [Everett] You got it. - [Cheryl] Thank you. - [Josie] Thank you, thank you, Pam. - [Cheryl] So in Microsoft Word, this is the way that you would find it. Microsoft Word bases readability on the Flesch Reading Ease and the Flesch-Kincaid Grade Level tests that indicate how difficult a passage is to understand. The higher the score, the more difficult the text is to read. So ideally, you'd wanna shoot around six, seven, eight so that you knew that half of your audience would be able to read and understand that. As far as troubleshooting with the readability of Word, make sure you have show readability box checked and correct or ignore all errors found in the document before the readability statistics will display. So if you're gonna check spelling, you're gonna check grammar. You have to fix those things before you do the readability score. Next, Eve. So Hemingway Editor is something that's relatively new to me although it's a wonderful, wonderful tool. Here you have the online version and the application version. The application version, the paid version which gives you all the bells and whistles cost $19, it's a flat $19 and they send you the updates as they're needed. But this is really nice because it will point out your adverbs, the use of a passive voice, phrases that have a simpler alternative and the too good, I can't see it but it's gonna highlight in green those things. So Hemingway Editor is one of your options and being able to find readability. Next. Rewordify is the one that I am most familiar with. Again, it is a free application, it's rewordify.com. If you were looking at the screen at the far left, toward the bottom, you see Enter the English text or a webpage to simplify. So you're just going to cut and paste what you would like to see reworded in that bottom. Then you'll click a note that says Rewordify, then what's at top in highlighted in yellow will make suggestions for you to reword it. Now, sometimes it's pretty literal and it doesn't always make sense. So you may have to change it. These are only suggestions but it takes a lot of effort away from you. Make suggestions, makes it simpler and then it will give you that grid to the right that shows you the level of density, the total word count. So the things that you will want to shoot for in lowering, I know we were just dealing with one that was talking about McKinney-Vento and then Rewordify, the highest level of grade that it will support is a grade level 18. So you're shooting for a six or an eight and you end up with an 18, somebody had a grade level 18 would understand it but most of the others would not. So in our McKinney-Vento fact sheet that we were working on when we looked at it, the readability was a level 18. Now some of the reading, especially when it comes to legal matters, you can't take away some of those words. So what you would need to do is just find a way to make it simpler or explain it in a lesser way and Rewordify won't always help you with that. But at least, you know that you may have to define what an unaccompanied minor is in that specific situation. Next. And actually that next was it. Again, the application sites are there, there are free versions of everything. And thank you for allowing me to share a little bit of things that have helped me. - [Everett] Yeah and Cheryl, is there any questions for Cheryl before we move on to the next part of things today? - [Josie] We do have a question. How similar are the grade levels, OD readability between, I screw up this word, Flesch-Kincaid on Word and that of Hemingway? - [Cheryl] They're pretty similar. - [Josie] Is there a cost to Rewordify? I think you addressed that, okay. - [Cheryl] There may be a paid version but both of them have free applications and I always use the free ones. - [Josie] Yeah, me too. Is there a goal for a grade level for like seventh grade? And I think Ever you might be getting into this. - [Everett] Yeah. - [Josie] Okay, so we will get to-- - [Everett] Well, Josie, you asked about what grade level and things, right? - [Josie] Yes. - [Everett] So Cheryl said eighth grade and I believe if you look at last month's webinar that's been posted, I actually suggested fifth or sixth grade. But Cheryl is right in the sense that anywhere from like six to eight is probably a good reading level. - [Josie] Okay, great. - [Cheryl] Thanks so much. - [Everett] Yeah, thank you, Cheryl. Well, okay and I'm really glad that Cheryl was able to do that for us this month to kind of follow up on last month's webinar. And if you were not able to attend that one, I encourage you to go back and go back to RAISE website and find that. But for today's webinar, we want do things a little bit differently than what you're used to. In the chat, we're going to share a link to Google doc or a Google drive link that will allow you to access a practice document that I'm gonna be using to show you how to do some of the things to make your documents more accessible for those that use assistive technology. Things like screen readers, for instance and a lot of the guidance and I'm gonna be giving you or showing you is in relation to or connects to the Web Content Accessibility Guidelines or WCAG 2.0. The WCAG 2.0 is a part of Section 508 compliance and for those of you that are familiar, you know that deals with like websites and electronic media and all that stuff and the reality is within the midst of COVID and this new virtual world that we're living in, we all post Word documents or PDFs that need to be accessible to those who use assistive technology. So I'm going to actually show you how to do this today. So you're gonna see a lot of demo. And I think we decided to do it this way because I feel like it's the best way to learn. And at the last webinar, people really enjoyed me showing you where to find the readability and how to turn that on, like Cheryl just explained and different things. So I created a document that will allow you to see how to do things and some of these things are relatively simple. They're not gonna be rocket science, you're going to go, "Oh." Or you're gonna say, "Everett, I already knew how to do that." But I wanna kind of illustrate the importance and then show you how to do it. So you can either use that document that you're being given and to having the ability to download and follow along with me or you can just watch, it really depends on how you feel you learn best or you can get the recording after this and watch and follow along. Now, before we get started on that, I also wanna say that I am doing this presentation and doing this demo using Word 2016 but yesterday in Pennsylvania, where I'm from, we were supposed to have a massive ice storm today that did not happen. So in the interest of trying to make sure that we had this webinar ready to go, I did it yesterday from this point anyway to show how to do this but I used Microsoft 365. So you can watch this and some of it's applicable to both versions but things adjust periodically depending on Microsoft's updates. So if you want to see how to do it, I do everything in there. That video will also be posted along with this one. So that's a lot to say before we get rolling but just wanted to make sure you knew that. So you'll have two videos. You'll have this recording and a version of this portion of the webinar using Microsoft 365 but I'll show you kind of how things operate. The first thing I wanna talk about is using a good heading structure. And I have pictures over here on the right-hand side that show you the different heading levels and there are multiples within Microsoft Word. This is just a screenshot that show you heading level one and heading two, down here is what the heading menu or text type menu looks like in Google Docs. So why would you wanna use these headings though? So someone using headings helps a screen reader user to understand how content is organized. So kind of picture using a heading structure as creating an outline of your document. What are your main sections? What are the subsections? And it allows you to create the document with that structure in place. So someone who cannot actually view the document can navigate from the key point, the key point, the key point. If you think about being a sighted user, when you're navigating a document, you tend to look for the things that are most important and they're usually bolded or indicated that way. So using a heading allows folks to see what are the most important content and what the level of importance is. Is it the beginning of a section? Is it a sub section and different things? So I'm gonna show you eventually how to do that, okay? So that is using headings. Next is you want to always use the built-in formatting tools that are available to you in Microsoft Word and Google Docs and that includes using columns, okay? In some of the documents that I help faculty kind of work through and deal with and think about, a lot of them will create documents using their own dashes to create their lists, okay? They'll use their own. They will not use the built-in bullet or numbering tools or they'll create a document where they use columns to display information but they do that by inserting their own tabs or their own spaces. This makes navigating the document with a screen reader difficult. If you use these built-in formatting tools, it will make screen reader navigation easier for those trying to do that, all right? And you want to avoid using them. This is like really old school but I still do see this periodically where people will use textboxes to kind of format the flow of their document. You want to avoid doing that if you can and you wanna use these built-in formatting tools to do that and create that formatting for you. Okay, the next one here. This is a lovely picture of my 15-month-old daughter, Mackenzie in the snow in Pennsylvania, okay? And when you're talking about adding alt text to images and alt texts to an image, it's just an image description based on the context of what you're trying to display. For instance, if you go into the PowerPoint and you look at the alt text for this image, it will literally say, Mackenzie in the snow outside, wearing a polka dot snowsuit and a pink hat, okay? That is the context of this photo. But let's say you were talking about something in terms of early intervention or child growth and development. And you use this picture to display something, that may change the context of the image that you are displaying but I'll show you how to put in alt texts so that somebody utilizing a screen reader, when they get to this photo, they would get that proper image description so they can understand what the context of those needed images are, okay? So now, before I show this video, we're gonna get out and go to the document that I have prepared, so we can start this demo. So I'm gonna stop sharing and you're gonna see my lovely mug for a second. And then we're gonna pull up this document over here that hopefully some of you might have time to upload and download or download. So here is this practice document. The first thing we're going to do and I'm gonna purposely do this slowly for those that are following along here. If you look up top, under the Home menu of Microsoft Word, you'll see that, first of all, you know what? Let me just double and triple check. Can everybody see this document? Can Josie send me a flare, a comment saying yes. Okay, I just wanna make sure before we get moving on this. So there's all this ribbon up top, right? That has all these different features and different things that all of you have probably seen within Google Docs and within Microsoft Word in different things. If you're in Microsoft Word and you're under the Home menu, here this gives you all these options over here that says heading one, heading two, heading three, heading four and title. Now I will tell you one of the things that is important is that if you have a title of a document that looks similar to this, right? This looks, appears normal. You have your title of your document. You have your subheadings or your subsections, right? And I literally labeled what to make these things just for practice. So if you're making this the heading of your document but you would wanna highlight it, go up to the top and make that heading level one, okay? Once that is made heading level one, if you see here under this document there are things to be made heading level two, all right? So again, all you do is you'll highlight your text, go up to your heading levels and you can make the change to heading level two. Now you can and I'll show you in a minute. If I make this other one heading level two quick, just to be quick. Okay, so this is now heading level two. Hopefully everybody can see this, all right? And you have that. Now let's say you really like the color red for your texts and you wanna make it bold, right? You wanna have this be bold or italics, right? So now that's your heading level two. If you go up to the top menu to the heading level two area and it's selected, you can right click and you see this as update heading two to match your current selection. And then everything that you have labeled heading two will change to that font and that text, okay? But this literally creates a roadmap within this document. So creating that makes it easier for those using screen readers technology to navigate your document. Now, using the built-in formatting tools, again is under the Home menu of Microsoft Word but you'll see that they're up here. And this is typically what I see. These lists that have dashes, okay? This will not be read in a screen reader as a list but if you use, let me make sure I get all of it here. If you use these built-in tools but make your bullets, this then will be recognized as a list with a certain number of items that somebody knows under heading level two, there is a list with four items there and then it will lead down that list and somebody can navigate around that list. Again, these are probably some simple things that you go, of course, I know how to do this, okay? And if you do, that's great but I wanna make sure that people know the importance of actually using them and trying to stay in the habit of doing that. I guess the proper way or the most accessible way. So looking at the next step about creating columns. So you see things like this where somebody might list their phone number, the hours they're in their office and their email and you wanna make it so that it looks like it's in columns. If you go to Layout up here, you'll see the option to make columns. When you do that after you highlight the text that you wanna put in columns and press the number of times that you want, I wanna make this two, I click that. Then it is formatted in your left to right format and it should read across correctly left to right or up and down, left to right, okay? So if it wasn't that way, if you just tapped it over, it would actually read phone number, then space, space, space, space, space, space, space, space, space and then say office hours and then get to your phone number. So it would be out of order. So that's an important thing to make sure that you try and do, all right? So the last piece that I talked about was adding your alt texts to your images. Now in Microsoft 365, if you right click, there is an option to do edit alt text but in Office 2016, you have to go to the option to format your picture, okay? So you select your photo, what's in this case is my wonderful, beautiful, little daughter, okay? And then you have all this dialogue box over here opened up. This third one is where you find the alt text option, okay? If you press down this arrow right here, you will see the option to write a description in here. You'll not necessarily need to put a title in there. You just wanna put an accurate description and again, I'll just put just for quick sake, Mackenzie in a snow suit, outside in the snow. That then puts that description in there for you and you have it there available to you and to someone using a screen reader but again, the type of description that you put in is dependent on the context of what you're doing. So I just wanted to make sure that everybody saw how to do that and before I move on to show you why this sort of thing is so important, I figured it might be a good time to maybe ask if there are a few questions. I see that there are questions and there's people in the chat too. So it's been a little hard to follow and do the demo. So is there any questions that I can answer before we get into this? - [Josie] I think you're hitting on a lot-- - [Miriam] Yes, there are many questions. - [Josie] Oh, go ahead, you're looking at the chat. - [Miriam] Everett or Cheryl, Colin asks how similar are the grade levels readability between Flesch-Kincaid on Word and that on Hemingway? - [Everett] Well, yeah and I think that Cheryl answered that already and I wanna say they're pretty similar. So you'll be able to kind of gauge no matter which one you use. I wanna get back to the PowerPoint while we're talking. Is there any other questions? - [Josie] From the Q&A, is it okay to have images in textboxes to put them where you want them in the document? - [Everett] Yes but that gets into a whole concept of a reading order and that's not something that I'm gonna cover today. However, I did share some PDF documents with folks and I'm gonna show that here at the end where you can get some ideas about, hey, where do I put these textboxes? And you wanna make sure that it's in order and that it's okay, like you can use a text box. You just wanna make sure that it's in the proper order when it's being viewed if that makes sense. - [Josie] Yes, we have one more question. This is something I've had trouble with. After you enter the alt text description in the formatting, then what? Like, there's no like save or post, like there's no button. - [Everett] It doesn't do anything, it's really odd. You just click the X and it goes away and then you should save your document. If you save your document with that alt text in there, it should stay there but there is no apply or anything like that and I'll give some credit to Microsoft Word in the sense that they are doing a little bit better in terms of like putting access things like that out front but it by no means is perfect. So I wanna show you, is there any other question? - [Josie] You've gotten a few questions about, if an image is just used to look pretty and doesn't really serve to add to the language, what do you do? - [Everett] So actually there should be and thank you for bringing that up. I'll go back and I will show that. Yeah, yeah, yeah, I'm trying to move it so that I can get what we need to be up there. Okay, can you see the document now? - [Josie] Yes. - [Everett] Okay, thank you. So if you're in here and you go to your alt text, in the next version of Microsoft Word, there is a way to label this as decorative. And what that will do is actually hide that decorative image from a screen reader. But in this older version, you would literally put that in the description. If it is primarily a decorative image, you could put decorative image and if you wanna put some context to it, maybe it's a decorative flower. You can put that in your description but if it is primarily decorative, that is what you would do. And in the new version of Office 365, there's actually a check box to indicate that it is decorative. And if you're doing things within a PDF, there are also ways to identify images to be hit or as decorative. Okay, so now I'm gonna go back to this video, try to anyway. - [Announcer] Top five, Fran Tarkenton. Heading level one, top five. Heading level two, Fran Tarkenton. Dash picture 12.59 inches wide by 0.82 inches high, dash, dash, dash, underline, underline, underline, dash, dash, dash. Description colon image of Fran Tarkenton 2.59 inches wide by 0.82 inches high heading level two. - [Everett] So you can see, I hope that was a decent demo and you have that whole video, so you can look at other things but again, I just wanted to show you the basics of this. That when you don't use the headings or you don't use all prescriptions, what that sounds like to someone utilizing a screen reader. So it gets to be quite challenging and will be tough to know what exactly you're looking at or how to navigate. So I want to get back to this PowerPoint and I know that it's really small but I know that the next thing I wanna show you is this link. So we're gonna get to this. All right, so the other thing that people should know about and what to do is to look at good color contrast for the documents, the words, the logos, the things that you use, right? They should be a certain way and there's a way WebAIM has a good color contrast checker and WCAG 2.0 level AA requires that a color contrast ratio of at least 4.5 to one for normal text and three to one for large text and you may be saying, well, how do I know what's good color contrast? How do I tell? And there are a lot of tools similar to what Cheryl was saying. There's a lot of tools that can do this but this WebAIM one is free. So what I'm gonna do is open this and then share. So I actually, what I did was used RAISE logo and colors that they have for all their stuff. And Josie, can you see the website? Can you see this? Are you seeing this okay? - [Josie] I'm seeing WebAIM, yes. - [Everett] Yep, okay, good, that's what I needed, okay. So this is WebAIM and what you can do is you can actually change the color of your foreground and background colors and actually test and get the ratio of your color contrast and then it will actually tell you what passes or does not pass the WCAG 2.0 test, right? So you can see that RAISE's color scheme for their logos they're green with white text does pass the ratio requirements. And if you want information about this ratio requirement, it is actually listed here for you. And WebAIM has a lot of great resources around this topic to learn different things and like I said, we're going into many, many basic things but this is a great way to show color contrast and to know which one and you'll see that you can also change your colors by the hex color. And if you're working with someone in marketing or web design, they should be able to tell you what the hex numbers are to be able to test the color contrast when it's being displayed on the web, when someone's accessing this on their website. So you can tell if it passes the web content accessibility guidelines tests. It's been a great resource to me and here's the cool thing too is that let's say you test out a color and you see that it works, okay? You're like, yes, this passes. If you click this permalink right here, you can actually then send this to someone, you can hit permalink and it'll give you the link to this. You copy and paste that into an email and get that information to folks and say, this is the color that we need. Here's the ratio that we're looking for. This is what we need and there you go. So I see that somebody has raised their hand, Jos. Does somebody have a question? - [Josie] Probably. Okay, so Stephanie, I'm going to unmute you because, oh my goodness, we have a lot of raised hands. Okay, so ladies and gentlemen, if you are able to use the Q&A section or the chat that would be so, so lovely and helpful. If those are not accessible to you, I am more than happy to unmute you. I think maybe they were just cheering you on up. - [Everett] I hope so. - [Josie] Yeah they're giving you an applause. - [Everett] And please know that if you have questions after this, Josie can definitely get you my questions or I can get you to the person that might have a better answer. Again, there's a lot of this web access stuff but I'm just giving you some basic things that you can look at and there might be people on this call that know more than I do and I've learned that from the people doing accessible language there. So many other resources that people have and I was so happy to have the conversation which is why we had Cheryl join today. 'Cause I just thought there's so much of a think tank in this group of people on this call and so I hope this is helpful. Okay, the last thing that we're gonna cover within the PowerPoint really is this whole idea of descriptive hyperlinks. When you're linking something in your website, you wanna make sure that you avoid just ambiguous language like click here or more, or click for details. It is challenging for someone using assistive technology or a screen reader to kind of navigate to click here for more information about the RAISE Center. That's in my opinion, sort of okay. A good way to do that would be, for information, please visit the RAISE Center website and I'll show you how to do this in a document, okay? And then we'll wrap this up. Let me make sure that I didn't miss anything. Okay, then we'll get to some questions and comments and other things after I show you the last couple of things here in this document. Alright, let's reopen this or should I say re-share this? Okay, so we're back to the document, okay? So here is an example of something that you would see somebody post this in an email, on a flyer, like here's the link to watch this. So please watch this video on screen reader use, right? And then you get this long YouTube link. What I would do is take this, okay? And what you wanna do to do a descriptive hyperlink is take the link that you're using, which is this one and you wanna copy that first, okay? You wanna copy it and then it says, then I have example of what to do. So let's say you have the words, please watch this video on screen reader use. And then you can literally just highlight the words of the video that describes what the video is to the best that it can and then you right click on your mouse and you'll see this option to hyperlink. In Office 365, it might even say the link, okay? So if you click hyperlink, you'll see that the text to display is the words that you currently have highlighted up here. And then if you go to address and click in that box, hit the right click button again and click Paste, you'll see the YouTube link that I have there now and this one's nice, you click Okay and then you know it's there, okay? You click Okay and there is your link to this video. So now you've taken this with this really long nondescript URL that would just get read through by a screen reader and made it into this and it's easier to know and the thing is, right? So just like using headings in a document and people navigate a document that way, some people will use a screen reader and navigate from link to link, to link, to link, to link. So having descriptive hyperlinks like this allows for someone to know the context of those links in standalone, right? So this is a link on screen reader use, right? So that somebody would know if they're just clicking through that they would get an idea of what that video or what that link goes to go, whether it's a website video or otherwise. So that's some of the basic things and something like using headings in your document, using the proper formatting tools, using alternative texts the proper way but people often wanna know how do I check for access? Now, here's a difference that's between Office '16 and 365. If you click File in Office 2016 up here, you'll get this, right? And there is this dialog box that says Check for Issues. When you click that, you'll see an option to inspect your document, check access or check compatibility. You wanna check compatibility and then it will actually run a test on your document and show you things. Now see, it's literally telling you unclear hyperlink text because it's down here. So what happens when you're using this checker is if you click it, it will well, first of all, you wanna drop the arrow down and click on the error and it would actually highlight it for you in the documents. So you can see what it is and then it will tell you why to fix it and then how to fix it. Then if you want more general information from Microsoft about how to make your documents more accessible, it's clickable right here. So that checker is great, then here's the other thing. If you format your document within Microsoft Word and save it as a PDF, for the most part, the access features should and I say should 'cause it's never perfect or it hasn't been in my experience. It should transition all of your formatting over to that PDF, right? So if you're saving as a PDF, it should do that and make that easy for you. And I wish I had more time today to kind of walk you through doing an access check of a PDF but in lieu of that, I have a website to show you that you can go to and I'm gonna display it, then I'm gonna ask, actually I'll put it in the chat. So let me stop sharing this and just show you this quick website, okay. And here we go, that's the video but here is this website. And you'll see that the National Center on Disability and Access to Education put out these cheatsheets on how to make documents accessible in various formats. So I have shared in PDF how to do Microsoft Word docs and PowerPoint but you'll also see, I'm gonna put this in the chat to everybody. You'll also see that, let me just make sure that I have panels and attendees before I put this in. I'll put that in the chat for you. So everybody can see that and then you have access to a tip sheets on how to do this. And the neat thing is that I say you use Word 2016 just for an example, when you click this, it opens this up and you'll see this, do you want a PDF file of this, right? You can go through and follow it this way, okay? Or they are designed to be a one page PDF on a how to and hopefully you all can see this and you'll can have access to all of these just to learn. And you'll see that it talks about a lot of the different things that we talked about today and different ways to do it and how to do it and doing things right. It even cover some things that we did not cover like data tables today. But I guess, in that vein, if you're using data tables, just for, I guess introductory thought to that, I would not use merge cells. I would try to keep your tables pretty basic. Don't merge yourselves, try not to do that and I know a lot of people like to do that because it makes their documents or their tables look nice but you wanna be thinking about the best way to do this and trying to make it as simple as possible for a screen reader to navigate that table. But you'll see here, it gives you tips and tricks on how to do that and do it effectively. So that is everything I have. I wanted to leave some time for questions. - [Miriam] Yeah, there was a very interesting question here from Pam Kelly, who is an evaluator and she makes lots of reports without visualizations like bar charts, pie charts, graphs on logic models. Are any accessibility guidelines for this type of content? - [Everett] Sure, so you can actually, if you're using Microsoft Word or PowerPoint to do your pie charts and different things, you can actually add a caption and an alt description to that to describe your table and bar chart. Now, do they get wordy? Absolutely, depending on how you do it but you wanna be able to convey that needed chart information. So you actually have the option to also add alternative text to those images as well. - [Josie] We have another question. Okay, one of this goes back to your hyperlinks. If you were going to hyperlink a video, would you use the words such as this video and hyperlink that, or would it be more descriptive? - [Everett] The way that I tell people this is if it were standing alone by itself with no text context around it, would the person know what the video is for? And so it doesn't have to be super long but I would avoid like this website, this video, what I would try to say is watch this video about, whatever the topic is or you could do something like, watch this video on the topic and not highlight that but know that some people are gonna navigate using the link to link, to link things because they're trying to find your most important information that maybe they think they know where it is on a page or on a given document and that's how they're gonna do it. - [Josie] I have another question about Adobe. Do similar accessibility cues exist in Adobe in design? - [Everett] Yes and if you go to the website that I shared in the chat, I believe, I hope I'm right as I'm saying this to you, let me go back. But I actually believe there is a cheat sheet for Adobe InDesign here also. Let me just double check and let me make sure that I'm sharing this and you can actually see. Yes, okay, there it is. Can you all see the screen again? And so here are those cheatsheets and there's Microsoft Excel, PowerPoint, Adobe Acrobat, InDesign, okay? And then there's stuff on YouTube captioning for videos and things and I know this might be an older version of InDesign but it might give you some guideposts for what to do within InDesign. So I'm hoping, well, I know that we're gonna share this website out and it's a great resource for people. - [Josie] Great and something that's come up a couple of times is, are there any rules or laws directly on closed captioning? - [Everett] It's an ADA access issue. Or for us in a college it's 504, 508 compliance, right? So what access are you providing to someone? So if you're providing an event to the public, such as this, it would be advised to offer captioning on your videos or broadcasts. Now what people do sometimes is they'll do an invite only event and then have people request accommodations based on that. But based on if you're offering an event to the public by law, it must be captioned. So it's similar to what is happening here today. - [Josie] And let me also mention that because of our virtual lives right now, there have become a lot more options when it comes to captioning, audio has become better. And so programs like rev.com now have live streaming automatic versions but there are fees attached. Right now, we have a live captioner who we are grateful for but there have been a lot more additions to artificial intelligence, Google Hangouts, Facebook videos and YouTube all have free captioning available. - [Everett] Yeah and I would say, Josie, those options or those phenomena, I guess, you wanna call them are relatively new within the last year and a half, right? Like where companies have this now available, right? So this technology is not new, the concept isn't new but the intuitiveness of where it's built in is like Zoom doing what they're doing now is different. - [Josie] We have a question here, is using the automatic closed captioning on YouTube acceptable? And what I will say is you are able to look at auto-produced captioning. I would recommend doing that and reading through it 'cause sometimes it's a little goofy but then you can change that. - [Everett] So by compliance standards, right? It must be 99% accurate, okay? And like Josie just said, the auto-generated captions for some videos might actually be accurate but many times, they are not accurate but is it better than not having anything? Sure but you better check to make sure it's conveying the words and information correctly. But let's just put it this way, if I'm working with faculty here at the college, I will tell them not to use auto-generated captions. They better caption their own video or use the support that we have here for our faculty and staff. - [Josie] We just received notice that YouTube may have gotten rid of their auto-generated captioning. If that's true, that's a bummer. - [Everett] Yeah, well, they might have for compliance reasons, I don't know, Jos. I mean, I know I watched the video today that was auto-generated. So I think maybe they are, that would be really unfortunate but that's why social media has, they made captions for scrolling purposes so that you didn't have to have your volume on when you're traveling but they don't realize that they're literally creating access for everyone to be on social media. I know we're running low on time. Is there any last minute questions? - [Josie] The only other thing right now and I ask all of you if you have any burning questions, for Everett, to put them in the Q&A but one question is how does an individual personally transcribe or caption a video? - [Everett] So there are ways to do this within YouTube and Jos, I feel like I should come back and do like multiple training to do that independently. But there are third party vendors that do it. Like Josie was saying like Rev will do it. Companies like 3Play Media will do captioning for you. But if you want to do it yourself, you can do it through YouTube. You can actually post your video on YouTube, go into the captions that have been auto-generated and then edit them to make sure they are correct. That's one way and then there are other ways to do it through video editing software too. But that's like I said can be, if you're not familiar with it, somewhat complicated. - [Josie] And I just see one more question here. I'll double check but we keep mentioning Windows 2016 and 360. Do these same rules and tips apply to older versions? - [Everett] Yes, in fact, if you go to that website, I know I keep plugging it but there are PDFs we're making, there are information sheets for making things accessible in Word 2011 and 2007 and eight or seven and '10. So there are tips sheets for those as well, if you go to that website. Should I repost the link in the chat again, Josie just so people have these cheat sheets? - [Josie] That sounds great. And it will be coming with the PowerPoint and some handouts in the follow-up email. - [Miriam] Yeah, somebody asked, how did you play the YouTube video on Zoom? - [Everett] So when you do a share screen and I wish I could demo this. When you do a share screen in the bottom left of that share box, when you're picking what screen or what box to do, there is a button that says, Share Sound or there's a button that says Optimize for Sound. If you click Share Sound, that will share your computer sound and you can share a video like we did here today. And it's not always perfect, right, Jos? It's not always great but most times now that Zoom is living in this COVID world, it's gotten pretty good. - [Josie] Okay, well, honestly, that was amazing. Thank you and thank you, Cheryl. Thank you captioners and translators. This was really, really great and I can tell that Ever, you're probably gonna be on demand for some more accessibility webinars in the future. So I'm very grateful for you doing this actually twice and I think we have a survey, is it on the end of the PowerPoint? - [Miriam] No, it will pop up at the end of the webinar. - [Josie] Okay, very good. - [Everett] And just so you know what, like I said, this is an introductory situation. I showed you some very basic things. Like I said, there might be people in your community that know more or can expand on this for you. If you want resources on that, just reach out to me. I was not able to cover everything. So I hope this at least gets you started. - [Josie] Yes, that's wonderful. We really would love the feedback on this webinar and we are so grateful that you attended. We will be having more webinars coming up this spring in April and May. We will be releasing brand new youth engagement tool kits because that is a really important piece of our work here and we're also starting to plan out our summit for the summer. It will be on June 21st and 28th and we'll be hosting more information on access and transition during those events. So please keep an eye out for that information. Okay, well that is it from my end. Miriam, anything else? - [Miriam] No, everybody will get the recording and the materials and everything and we will post it later when it's captioned on the website, the raisecenter.org, our website. - [Josie] Okay, thank you all so very much and have a safe and good day, bye everyone. - [Miriam] Bye bye, thank you.