Creating Accessible Word Documents by Debbie Lyn Jones, IT Manager I, NSU Webmaster FRIDAY, JANUARY 23, 2015

Creating Accessible Word Documents Accessibility Section 508 of the Disability Act, requires that we post items to the website that gives equal access to all users. This includes, but is not limited to, the files that are placed online, such as.xls,.pdf,.doc and.ppt.

Creating Accessible Word Documents Alternative Text Alternative text also known as alt text, appears when you hover your mouse over images in your documents. If a person is using a screen reader, the reader will be able to indicate to the user, what the alternative text is, so that the user understands the meaning or use behind the image.

Creating Accessible Word Documents Alternative Text Alternative text is used on:  Photos, clipart  Charts, shapes, SmartArt graphics  Embedded objects, groups  Tables  Videos and audio files

Creating Accessible Word Documents How to add alternative text:  Right click > select FORMAT  for tables > select Table Properties  Click Alt Text  Enter in the items description or alternative text to describe it.

Creating Accessible Word Documents For Tables:  Specify the tables column headings  Click anywhere in the table  Select the Table Tools Design tab (in the Table Style Options group)  Select the Header Row check box  Add your header information.

Creating Accessible Word Documents Using Headings  The H1 shows what your specific page is about.  Headings should be one line long  Keep headings fewer than 20 words  Ensure your headings are in the right order

Creating Accessible Word Documents Hyperlink Text  Hyperlink text gives a description to your link.  When adding a hyperlink, be sure to fill in the hyperlink text field.  Keep the hyperlink text brief  Ensure the hyperlink text is descriptive

Creating Accessible Word Documents Tables  Use simple table structures  Nested tables make it difficult for those using a screen reader.  Tab through your table from beginning to end, to test your tables layout. Tabbing through gives you a better idea of how screen readers access your tables information.

Creating Accessible Word Documents Accessibility Checker  Accessibility Checker is located in: Microsoft Word, Excel and PowerPoint.  Click File > Info > Select Inspect Document  Accessibility issues will be listed with instructions on how to fix the issues.  Error – An error indicates this content is very difficult for persons with accessibility issues to understand.  Warning – The content is difficult in some but not all cases.  Tip - Recommendations Files converted to.pdf will maintain the same accessibility standards of the original file.

Creating Accessible Word Documents Images - example Microsoft Word 2013 Select image > right click > select Format 1. On the right a box appears 2. Select Layout & Properties 3. Alt Text displays at the bottom

Creating Accessible Word Documents Tables - example Microsoft Word To add alternative text to a table:  Right Click > table properties > alt text 2. To specific column header rows:  Click anywhere in table  in the Table Tools tab > click Design tab  In the Table Style Options > ensure HEADER ROW is checked. Add header information in the box

Understanding Web Services Question and Answer time To find the Web Services website: Select the A-Z Index (top left) 3. Select the large blue image (to the right) – that has Web Services on it.

Understanding Web Services Thank you for attending These slides will be posted online – and linked to the training calendar page.