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Creating PDFs Using Canva

Like any document, it is easiest to make a Canva document accessible when you plan to do so from the start. For documents that are shared electronically, including on websites, in Brightspace, and via email, follow the guidelines below. Please note that Adobe Acrobat Pro is needed to check and remediate accessibility issues. 

To locate the branded templates:

  • Go to the Marketing and Communications website.
  • Scroll down and locate the Canva Templates.
  • Select which template to work with and open in Canva.

In Canva: 
Add Alt Text to Images 
Use Headings and Readable Text 
Check Color Contrast 
Embed Links Behind Descriptive Text 
Set the Reading Order 
Download the Document

In Adobe Acrobat Pro: 
Open the Tags Tree 
Adjust Reading Order 
Check Alt Text 
Mark Decorative Figures as Artifacts

In Canva

Add Alt Text to Images

  • Right click the image to open the options menu.
  • Toward the bottom of the menu, select Alternative Text.
  • In the text box, add a brief description of the meaning or purpose of the image.
  • If the image is simply filler and holds no specific purpose, check the Mark as decorative box.

Use Headings and Readable Text

  • Add a heading or subheading when appropriate.
  • Body text should be a minimum of 12 points.
  • Avoid fancy, script, and cursive fonts.

Check Color Contrast

  • Use a contrast checker such as WebAIM or Vispero.
  • Enter the hex codes for the text color (foreground) and background color.
  • If you don't know the hex codes, use the color picker (eyedropper icon) to select a color directly from the page.
  • The checker will indicate whether the color combination meets minimum contrast standards for:
    • Body text
    • Large (heading) text
    • Non-text elements such as graphs
  • Color combinations must meet the minimum WCAG 2.1 AA standard.

Embed Links Behind Descriptive Text

  • Link text should tell the reader where the link will lead.
    • Do not use vague phrases such as “click here” or “learn more.”
  • Highlight the clickable text.
  • Select the link icon from the pop-up menu.
  • Copy and paste or type in the full URL.
  • When linking an email address, use mailto:[email protected].

Set the Reading Order

  • Once you have the Canva document created, highlight one of the components.
  • In the menu bar that opens, select Position.
  • Select the Layers tab.
    • This shows all the components in the document and allows you to set the reading order.
    • The reading order goes from the bottom up, meaning the components at the bottom of the Layers list will be read first by assistive technology.
  • Drag and drop the layers in the Layers tab to the correct order.
    • Background should be at the bottom of the list.
    • The H1 or title of the document should be next.
  • Move down the document, dragging each component to the appropriate spot in the list.
  • If there are grouped components, open the dropdown arrow and set those to the proper order as well, reading from the bottom to the top.

Download the Document

  • Once all the layers are in order, select the Share button in the top right corner.
  • Select Download.
  • To share electronically and via email, select PDF Standard, then select the download button.
  • Once the file has downloaded, open it in Adobe Acrobat Pro.

In Adobe Acrobat Pro

Open the Tags Tree

  • Go to the View menu.
  • Select Show/Hide, then Side Panels.
  • Be sure the accessibility tags icon is checked.

Adjust Reading Order

  • With the tags tree open, select the Options menu in the top right corner (three dots).
  • Select Reading Order.
    • If there is content in the document that is unnecessarily grouped together, separate it.
  • With the Reading Order panel open, drag and drop the crosshatch around content. The content will become highlighted in pink.
  • In the Reading Order panel, select the appropriate content type, such as Paragraph or Heading 1.
  • When finished, close the Reading Order panel.
  • Save the document.

Check Alt Text

  • In the tags tree, right click on a figure.
  • Select Properties from the bottom of the options menu.
  • If alt text is needed, add it.

Mark Decorative Figures as Artifacts

  • If a figure is decorative, it can be marked as an artifact.
  • With the tags tree open, select the Options menu in the top right corner (three dots).
  • Select Reading Order.
  • With the Reading Order panel open, drag and drop the crosshatch around the content. The content will become highlighted in pink.
  • In the Reading Order panel, select Background/Artifact.
  • When finished, close the Reading Order panel.