Microsoft Word Accessibility

Slides:



Advertisements
Similar presentations
Creating Section 508 Compliant Excel Documents ASPA Web Communications and New Media Division.
Advertisements

Chapter 3 – Web Design Tables & Page Layout
ADA Compliant Websites & Documents What the heck am I supposed to do?
XX/XX/XX Presenter names Position Title Accessibility “How to”
Creating Accessible Word Documents by Debbie Lyn Jones, IT Manager I, NSU Webmaster FRIDAY, JANUARY 23, 2015.
Using a Template to Create a Resume and Sharing a Finished Document
1 Excel Lesson 6 Enhancing a Worksheet Microsoft Office 2010 Introductory Pasewark & Pasewark.
McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. Office Word 2003 Lab 3 Creating Reports and Tables.
How to Create Accessible PowerPoint Presentations Elizabeth Tu and Thayer Watkins April, 2010.
How to Create Top Ranking Searchable and Accessible Documents Chris Pollett and Elizabeth Tu April, 2010.
Creating Accessible PowerPoint Presentations Presenter Jennifer Reid Office of Information Services Information Dissemination Staff.
Adobe Reader and Acrobat Professional Adobe LiveCycle Designer Microsoft Office Word PowerPoint.
Accessibility Tools in Microsoft Office 2010 and 2013 ADA Conference 2014 Norah Sinclair Tessa Greenleaf.
Accessible Word Document Training Microsoft Word 2010.
With Alex Conger – President of Webmajik.com FrontPage 2002 Level I (Intro & Training) FrontPage 2002 Level I (Intro & Training)
Lesson 6: Working with Layout and Graphics
Copyright © Texas Education Agency, All rights reserved. 1 Web Technologies Website Development with Dreamweaver.
Web Technologies Website Development Trade & Industrial Education
Website Development with Dreamweaver
XP New Perspectives on Microsoft Word 2002 Tutorial 31 Microsoft Word 2002 Tutorial 3 – Creating a Multiple-Page Report.
Webmasters’ Guild Word Training. Making Better Word 2007 (and 2003) Documents Styles…Images…Lists Oh my!
Accessible Word and PDF documents
MICROSOFT WORD 2007 INTRODUCTION 1. Changing Views Click VIEW tab on ribbon –Print Layout (default) Shows document as if printed –Full Screen Reading.
Creating Accessible Content in Microsoft Office 2010 NC Basic Skills Instructor Training Academy 2012.
Tips for Making Accessible Content with Microsoft Office AccessGA and AMAC Accessibility.
Accessible Presentations For MS PowerPoint 2013 Presented by: Valerie East.
+ Accessible Document Basics Cindy Compeán Accessibility/Assistive Technology Specialist
Web Site Development - Process of planning and creating a website.
Building a Website: Layout Fall Overall Structure: Home Page Title Section Title Frame Picture UNCP Math Menu Content Footer Contact Information.
Designing Accessible Documents for Everyone Carolyn Kelley Klinger February 18, 2010 Carolina Chapter, Society for Technical Communication Note: The slides.
Elements of Accessibility in Online Courses Dallas County Community College District Technology Summer Institute June 10, :45-12:45.
Accessibility and Teaching Online Beth Case Program Manager for Digital, Emerging, and Assistive Technologies University of Louisville, Delphi Center.
Chapter 5 Using a Template to Create a Resume and Sharing a Finished Document Microsoft Word 2013.
The What, Why, When, and How By Nancy Pabros, Educational Technologist Adding Alternate Text to Microsoft Documents for Accessibility.
Creating Section 508 Compliant Documents & Presentations
Seven Steps to Creating an Accessible Microsoft Word Document
With Microsoft FrontPage 2000
Objectives At the end of this session, students will be able to:
Chapter A - Getting Started with Dreamweaver MX 2004
Creating Accessible Microsoft Files
Creating an Accessible Document
Creating Accessible PDFs from Word Docs
Creating ADA Compliant Resources
Creating Accessible Electronic Content
Creating ADA Compliant Resources
Getting Started with Accessibility: Accessibility Checkers
Lesson 6: Working with Layout and Graphics
Creating Section 508 Compliant Documents & Presentations
New PowerPoint Template
Creating Accessible PowerPoint Slides
Tutorial 3 – Creating a Multiple-Page Report
New PowerPoint Template
Creating Section 508 Compliant Documents & Presentations
Lesson 6: Working with Layout and Graphics
Lesson 6: Working with Layout and Graphics
ADA Compliant Website & Documents
Creating Accessible Electronic Documents
Creating Accessible Documents
How To Make Accessible Word Documents
Creating Accessible Documents
Designing with Accessibility in Mind
Accessibility Guide.
Accessible Slide Template
Creating Accessible Microsoft Word Documents
4.00 Apply procedures to add content by using Dreamweaver. (22%)
Correct document structure Easy for authors and accessible to readers
Powerpoint accessibility
Accessible Slide Template
WORD DOCUMENT ACCESSIBILITY
Making Documents Accessible
Presentation transcript:

Microsoft Word Accessibility Headers/Titles, Paragraph Styles, Images, Links, Tables, & Accessibility Checker

What is accessibility and why do we care? Accessibility means access. It refers to the ability for everyone, regardless of disability or special needs, to access, use and benefit from everything within their environment. It is the “degree to which a product, device, service, or environment is available to as many people as possible.” Accessibility is the right thing to do. Accessibility represents an important step toward independence for individuals with disabilities. Accessible content provides access to fundamental information. In addition, accessibility allows users with disabilities to participate in day-to-day activities many of us take for granted. 1-5 out of 18 students have some type of disability

What is accessibility and who says so? Accessibility is the law for many institutions. With new national requirements in the United States there are numerous legal mandates for accessibility. These policies will likely expand in scope. In the United States, Section 508 of the U.S. Rehabilitation Act sets standards for web pages designed or maintained by federal agencies. State and local governments as well as educational and nonprofit institutions around the United States need to be in compliance. http://www.section508.gov/content/learn/laws-and-policies

What is Delta doing? Delta College and 508 Compliance are a work in progress. What has been done so far? Accessibility Task Force New website (in development) Faculty Training Institutional Wide Training (coming) Policy (in development) eLearning Procedures and Best Practices

Best Practices Structure Headings should be used to convey structural information about a document Use styles to create titles and section headings Use paragraph styles to continue proper formatting Best Practices

Fonts One or two fonts should be used throughout a document Use commonly used fonts; Arial, Times, Helvetica, Courier, Verdana, Tahoma, Georgia, Palatino, Garamond and few others Pay close attention to font color on buttons or backgrounds Best Practices

Images Include alternative text for images, charts and diagrams Do not use textured/patterned backgrounds Use color as an enhancement, not as the only means of conveying information Best Practices

Best Practices Backgrounds Use text and page background color combinations of significant brightness and contrast Best Practices

HEADERS Headings are an important tool for screen readers They assist with navigating to different parts of a document Assistive technologies ignore text size and emphasis unless styles are used Headings can be used to automatically generate a TOC HEADERS

Headings By default, Heading 1 and Heading 2 can be seen and selected in the Styles section of the Home ribbon in Word Select the text you wish to make a heading, then left-click the heading level you wish to assign to this text Word will automatically add Heading 3 to the menu after Heading 2 is used in a document and so on Should be selected based on their hierarchy Start the page with a heading (Heading 1) Follow it with sub-headings (Heading 2) And so on, sub-sub headings (Heading 3) Items of equal importance should be equal level headings Heading levels should not be skipped

PARAGRAPH STYLES Paragraph styles give structure to a document They can be used in the same manner as the Heading tags Pieces of text can be selected individually to be styled PARAGRAPH STYLES

Styles By default, Normal is selected There are several paragraph or word styles that can be selected, including: Subtitle Emphasis Strong Quote Book Title List Paragraph Should be selected based on their use Can be used on sections of text not only full sentences

GRAPHICS Graphics are Images, Charts and Tables Graphics are great representations of what you want to say Graphics can create an emotion or feeling for the user Graphics are useless to those that are visually impaired unless some sort of assistive adjustments are made GRAPHICS Alternative text for images, charts, graphs, and tables is vital to ensuring that users with visual impairments have access to information included in these visuals. This descriptive text should be limited to 120 characters for simple images, while the alternative text for graphs, tables, and complex images (such as detailed maps and diagrams) should give a brief summary of the included information.

Images 1. Right-Click image and select Format Picture In the Format Picture dialog box, select the Layout & Properties icon Add a title and description to the ALT TEXT 1 2 Should be used with purpose Images need Alternative Text to accompany the images

Charts – Alternative Text Right-Click the outer edge of the chart box and select Format Chart Area In the Format Chart Area under Chart Options tab dialog box, select the Layout & Properties icon Add a title and description to the ALT TEXT 1 Should be used with purpose Charts need a caption and alternative text to accompany them 2

Charts – Captions Right-Click the outer edge of the chart box and select Insert Caption In the Insert Caption dialog box add a caption to the chart to describe the graphic 1 Should be used with purpose Charts need a caption and alternative text to accompany them 2

Links can assist with instruction Links can assist with instruction. Send the user out to another site to continue to convey a message or support Links can be descriptive or secret if they are shortened Links can be long and difficult for screen readers LINKS

Links To add a hyperlink, place cursor where you want the link or highlight the text you want to convert and right click and select Hyperlink In the Hyperlink dialog box in the Address: section type the web address you want the link to go to starting with http://www. 1 Hyperlink text should provide a clear description of the link destination Using Click Here or Visit are not sufficient ways to describe a link 2

Data arranged in rows and columns creates and easy way to organize content Always try to construct simple tables Only use one row in the Header Never Merge or Split cells Try not to leave any cells, rows or columns blank Tables

Tables To create a table, select the Insert tab, and click on the Table menu Select the number or rows and columns by using your cursor and dragging the number of boxes or by selecting Insert Table in the options below the visual In the Insert Table dialog box, enter the number or rows and columns 1 It is recommended that a description or explanation of the table contents be included in the text of the document Format a table correctly to allow screen readers to jump from column or row in the correct order 2 3

Tables - Continued After a table has been created and populated with data, a Header Row needs to be identified to allow the heading text to be distinguished from the data area of the table. Identifying a Header row is also important if the table spans more than one page. To identify the Header Row. Select the first row of the table, Right Click, and select Table Properties, Row tab Ensure the options “Allow row to break across pages” and “Repeat as header row at the top of each page” are check and then select OK to close the dialog box. Avoid blank cells. Using blank cells can mislead someone using a screen reader Structure layout tables for easy navigation 2

Tables – Continued 2 In addition to adding to specifying the Header Row, Alt text should be added to explain the table. Give the Table a name and description. Select the table, Right Click, and select Table Properties, Alt Text tab In the Alt Text tab, add the title and description. Lastly, check the table for easy navigation by checking the reading order to be sure it makes sense. Verify the reading order by tabbing through the cells to check that the information is presented in a logical order. 2 Avoid blank cells. Using blank cells can mislead someone using a screen reader Structure layout tables for easy navigation

Accessibility Checker When your document is complete, use the Accessibility Checker Like the spelling checker, the Accessibility Checker will show if errors are present Fix errors before publishing your document Accessibility Checker

Accessibility Checker Like the spelling checker tells you about possible spelling errors, Accessibility Checker in Word, Excel, and PowerPoint tells you about possible accessibility issues in your Office file so you can fix these issues so someone with a disability can read and get to your content. Click File and then Info Select the Check for Issues button and select Check Accessibility to check for issues If the Accessibility Checker finds errors, your Word file will reappear and the Accessibility Checker task pane shows the inspection results. Click a specific issues to see Additional Information and steps you can take to change the content. The Accessibility Checker is a built into Microsoft Word Documents should be checked each time a document is created Using the Accessibility Checker can save the user with a screen reader a lot of time when navigating your document 2 3