Seven Steps to Creating an Accessible Microsoft Word Document http://www.dor.ca.gov/disabilityaccessinfo/

Introduction Estimated 4% Population relies on Assistive Technology Accessibility to electronic documents is a right protected by Federal and State Law Just good business when all can equally participate These steps explained using Microsoft Word 2007, 2010, 2013

Presentation documentation Login to iCampus at https://icampus.instructure.com Click Resources tab Click iCampus Central link In Professional Development box click Event Recordings Click Presentation Materials for “Designing Word Documents & PDFs for Accessibility

Step 1: Use Appropriate Font Style & Size Sans Serif Fonts work best (this is Calibri) Sans Serif recommended fonts: Arial Verdana Serif (not recommended) Times New Roman Century Minimum font size 12 point

Step 2: Use Color Appropriately Provide good contrast between text and background People with low vision/color blindness will have difficulty 5% men have partial color blindness Red/green or blue/yellow color blindness Eye diseases can cause difficulty reading text which is small or not enough contrast Problems with colored text arise when printing on a black and white printer

Step 2: Use Color Appropriately (continued) Tools available online for exact level of contrast Color Contrast Analyser: http://www.visionaustralia.org/digital-access-cca To Check the Level of Contrast: www.paciellogroup.com/resources/contrastAnalyser

Step 2: Use Color Appropriately (continued) Never Use Color Alone to Convey Information Figure 1: Graphic showing status of 3 projects using color Figure 2: Graphic showing status of 3 projects using both color and symbols

Step 3: Add Alternative (ALT) texts & captions Images, graphics or tables should have ALT text and captions ALT text and captions are read by screen readers allowing the content and functions to be accessible to those with visual or cognitive disabilities Images/graphics should always have the wrapping style set to “In Line with Text”

Step 4: Specify Column Header Rows in Tables Construct simple tables Only use one row in the Header Never Merge or Split cells Do not leave cells, rows or columns blank

Step 5: Use Meaningful Hyperlink Text Provide a clear description of the link destination Do Not use phrases such as “Click Here” or “Visit”

Step 6: Use Built-In Formatting Styles Always use Styles to format documents Especially Headings and Lists Use Heading Order When headings are defined using Word’s built-in heading styles, Screen Reader users can navigate through the document easily skipping between headings Headings should be applied to provide a sequential & relational understanding

Step 6: Use Built-In Formatting Styles (continued) When Headers are used a Table of Contents can be added in 4 easy steps Use Word’s Bulleted or Numbered List Formatting Do not use Text Boxes (they are inaccessible) Instead create borders around text and use high contrast colors for text and background

Step 7: Check Accessibility If possible use a screen reader such as JAWS, NVDA, WindowEyes, etc. to check the document’s accessibility. Microsoft Word 2010 and later has a built accessibility feature Best not to rely on ‘machine’ testing alone for testing accessibility