A Guide to Planning Accessible Meetings

Electronic File(s) As An Alternate Format

A growing number of people who are blind or have low vision prefer to receive materials in electronic format (on computer disk, USB drive, or by email). Some people listen to the material using voice output hardware and software on their personal computers or mobile devices. Others read the documents on their device screens by using hardware or software that simply enlarges the display. Still others convert the electronic information into Braille through the use of refreshable Braille display devices. These devices can be connected to a computer, and as the user moves the cursor through the electronic text, the display device raises and lowers pins in various combinations to create Braille characters, which the user can then read by touch.

All electronic materials should be produced in accessible mainstream file formats such as MS Word, HTML, or PDF so that the content can be readily accessed. Important note: Not all PDF files are accessible, especially those created via copying or scanning a printed page into a PDF format.

The National Center on Disability and Access to Education (NCDAE) website provides helpful "cheatsheets" for creating accessible documents in various file formats.