1. NAVIGATING WORD, PPT, AND THE INTERNET WITH SCREEN READERS Critical Skills High School Students Need to Survive Higher Education Dave Wilkinson, National Education Manager, HIMS Inc. Korey Singleton, ATI Manager, George Mason University

2. Session Agenda Introductions Which Screen Reader should you use? Making Word and PPT Documents Accessible Testing Documents for Accessibility Q&A Break (5-10 minutes) Navigating Word and PPT Documents (Screen Reader Demos) Navigating the Internet (Screen Reader Demos) Q&A Break

3. Speakers Dave Wilkinson, National Education Manager, HIMS Inc. Korey Singleton, ATI Manager, George Mason University

4. WHICH SCREEN READER SHOULD YOU USE? Jaws, WindowEyes, NVDA, VoiceOver…

5. WebAim Screen-Reader Survey WebAim Screen Reader Survey #6WebAim Screen Reader Survey #6, (July 2015) Surveys provide 6+ years of screen reader usage data… This year’s survey… - Over 2500 respondents across the globe - 1600 reported total blindness as their primary disability

6. Primary Screen-Reader Usage Image courtesy of WebAIMWebAIM

7. WebAim Screen-Reader Survey cont. - Most used OS - Windows – 82% - Mac OS – 8% - Primary screen-reader used - Jaws – 30% - Second straight year that JAWS is below 50%! - WindowEyes – 20% - NVDA – 15% - Voiceover – 8% How is this useful? - Browsers - Internet Explorer – 47% - Firefox – 30% - Mobile Device Screen Readers - VoiceOver on iOS – 70%

8. CREATING ACCESSIBLE DOCUMENTS Tips and Strategies for ensuring equivalent access to MS Word documents and MS PPT presentations

9. Anatomy of an Accessible Document Document courtesy of Portland Community CollegePortland Community College

10. An Accessible Word Document has the following: Alternative text to images, charts, graphs, and objects Styles in long documents Heading styles that are in the correct order and are unique Short titles in headings Hyperlink text that is meaningful Simple table structure No blank cells for formatting Specify column and row headers in tables Avoid use of repeated blank characters Avoid using floating objects Avoid using image watermarks

11. An Accessible PPT Document has the following: Add alt text to images, charts, graphs, and objects Ensure that all slides have unique titles Ensure that the reading order of each slide is logical Use hyperlink text that is meaningful Simple table structure No blank cells for formatting Specify column and row headers in tables Include closed captions or text transcripts for audio/video Increase visual contrast of slide content

12. Adding Alt Text (HANDS-ON DEMO) –Right-click picture to open “Format Picture” dialog window. –Click on Size & Properties –Click Alt Text –Add alt text to the “Description” field

13. Adding Alt Text Do one of the following: For a shape, picture, chart, SmartArt graphic, or other object, right-click it, click Format object, and then click the Alt Text pane. To add Alt Text to the entire SmartArt graphic or chart, click the border of the SmartArt graphic or chart, and not an individual shape or piece. For a table, right-click the table, click Table Properties, and then click the Alt Text tab. In the Description box, enter an explanation of the shape, picture, chart, table, SmartArt graphic, or other object. This box should always be filled in. If you want, in the Title box, enter a brief summary. This box should only be filled in if you are entering a detailed or long explanation in the Description box.

14. Making Alt Text Readily Available Using the Quick Access Toolbar (Windows Only): 1. In the upper-left corner above the Ribbon, click Customize Quick Access Toolbar. 2. Click More Commands, and then under Choose commands from click Commands Not in the Ribbon. 3. Click Alt Text and then click Add. To use the Alt Text command on the Quick Access Toolbar, select the shape, picture, chart, table, SmartArt graphic, or other object, before you click the toolbar button, and then add your alternative text.

15. Alternative Text Examples (STEM) NCAM – National Center for Accessible Media Great examples of how to provide alternative text descriptions for a number of different types of STEM subject matter (e.g. scatter plots, bar graphs, diagrams, etc. Effective Practices for Description of Science Content within Digital Talking Books Effective Practices for Description of Science Content within Digital Talking Books

16. NCAM Example #1

17. NCAM Example #2

18. Applying Styles in MS Word Changing Style Set: 1. On the Home tab, click Change Styles. 2. Point to Style Set, then hover the pointer over each style set to preview it. 3. Click the Word 2010/2013 style set to apply it to the document. Video: Applying Styles in Word 2010Applying Styles in Word 2010

19. Styling produces a Document Map for easier navigation (HANDS-ON DEMO)

20. Adding Meaningful Hyperlink Text E.g., Using descriptive links, not URLs Provide users with the proper context of where clicking the link will take them. E.g., Use George Mason University Home Page as opposed to http://www.gmu.eduGeorge Mason University Home Pagehttp://www.gmu.edu

21. Use Simple Tables in Word, PPT Make data predictable and easy to navigate One column row header, One row for column headers As much as possible, avoid using split or merged cells

22. Ensure Proper Reading Order (PPT) 1. Click on the Arrange button (HOME Tab) 2. This opens the Selection Pane, which displays order of items on slide.

23. TESTING YOUR DOCUMENTS FOR ACCESSIBILITY Using Microsoft’s Accessibility Checker

24. Microsoft Office 2010/2013 Built-In Accessibility Checker (HANDS-ON DEMO) To access: 1. File Menu 2. Click “Check for Issues,” 3. Then, click “Check Accessibility”

25. Accessibility Checker Task Pane Accessibility Checker Rules: Errors, Warnings, and Tips Additional Info: Rules used by the Accessibility Checker Rules used by the Accessibility Checker

26. What Does the Accessibility Checker Check For? Errors i.e., Difficult or impossible for people with disabilities to understand Alternative Text (Word, PPT) Table Column Headers (Word, PPT) Slides have titles (PPT) Long documents use Styles (Word) Warnings i.e., Difficult in most cases, but not all Meaningful hyperlink text (Word, PPT) Simple tables (Word, PPT) Tables don’t use blank cells (Word, PPT) Avoid use of repeated “blank” characters (Word) Headings are not too long (Word) Objects have text wrapping set to in line with text (Word)

27. What Does the Accessibility Checker Check For? cont.… Tips i.e., Can be understood by people with disabilities, but could be better organized and/or presented Closed captions for any audio or video (Word, PPT) Reading order should be logical (PPT) Use unique slide titles (PPT) Layout tables should be logical (Word) No image watermarks are used (Word) All headings follow a logical order (Word) Additional Info: Rules used by the Accessibility Checker

28. Helpful Tip for Checking PPT Presentations Check Outline View Switch to Outline View in PPT to identify what information is inaccessible to the screen reader Use Slide Notes Some information can be placed in the Notes section of the slide.

29. Take 5-10 Minute Break!

30. NAVIGATING DOCUMENTS Tips and Strategies for navigating Word and PPT documents with a screen reader (DEMO)

31. How to Add a Refreshable Braille Display For Braille users, a refreshable Braille display provides a critical level of information Connecting a braille display using JAWS, WindowEyes, and NVDA (HANDS-ON DEMO)

32. What to consider… Focus on basic navigation Characters, words, sentences, paragraphs, pages, Say All Formatting Accessing the menus Table reading commands Form controls Advancing through slides Accessing notes in slides Provide readily available resources for more advanced commands E.g., Accessing comments in Word E.g., Tracked changes in Word

33. Basic Reading and Editing Commands Much of this is basic Characters – Left/Right Arrow Words – Control + Left/Right Arrow Lines – Up/Down Arrow Sentences – Alt + Up/Down Arrow (JAWS) Paragraphs – Ctrl + Up/Down Arrow (JAWS) Pages – Page Up/Page Down Formatting – Ctrl + B (Bold), Ctrl + I (Italic), Ctrl + U (Underline) Spell Check – F7 Thesaurus – Shift + F7 List goes on…

34. Accessing the MS Office Ribbon Menus Virtual Ribbon – Mimics standard window type commands such as scrolling with arrow keys and first letter navigation (JAWS) Use built-in Microsoft key commands – Use tab key within tabs, NOT arrow keys (JAWS, WindowEyes, NVDA)

35. Quick Access Keys in Word Jaws Quick Access Keys (turns on virtual cursor mode) – Insert + Z Sample Keystrokes A – Next Grammatical Error H – Next Heading N – Next Comment NVDA Browse Mode – NVDA Key + Space Keystroke assignments differ slightly from JAWS, but work essential the same Elements List (after entering Browse Mode) – NVDA Key + F7 (Lists, Headings, Annotations) WindowEyes Page Navigation Dialog List – Insert + Tab Sample Keystrokes Alt + M – Comments Alt + R – Revisions Alt + G – Grammatical Errors

36. Table Reading Commands Jaws Table Layer Reading Commands – Insert + Spacebar, T Table Reading Commands for JAWS and Magic Sample Keystrokes ? – List keystrokes that can be used in this layer Arrow keys – Move through cells Shift + Up Arrow – Read current row Classic Table Reading Commands E.g., Use of Ctrl + Alt + Arrows to move through cells NVDA & WindowEyes Similar to JAWS’ Classic Table Reading Commands (e.g., Modifier key + Arrow keys to move through cells)

37. Helpful Tips for Reading PPT Presentations Jaws F5 to start slide show Page Down – Advances slide, Page Up – Moves back one slide Access slide notes – Ctrl + Shift + N NVDA F5 to start slide show Toggle Speaker Notes Reading (this feature toggles between the speaker’s notes for slide and the content for the slide) – Ctrl + Shift + S WindowEyes F5 to start slide show Spacebar – Advances slide, Backspace – Moves back one slide In Slide Show Mode – Use basic navigation keys to access slide information (i.e., arrow keys, Page Up/Page Down) Read all content on slide to end – Ctrl + Shift + R I – Move to next list item H – Access any slide notes Additional Resources (Creating PPT Presentations) Video - Using JAWS with Microsoft PPT and WordUsing JAWS with Microsoft PPT and Word Jaws and PPT Helpful Hints (Word) Using PPT and WindowEyes (PDF)

38. NAVIGATING THE INTERNET WITH A SCREEN READER Tips and Strategies for Navigating with Jaws, WindowEyes, and NVDA

39. What to consider… Focus on basic navigation Using the Tab Key Basic Reading Commands – Say All, By Character/Word/Line/Etc. Form controls Use of Element Lists (e.g., Headings List) Table Reading Commands Get students comfortable with navigating different browsers AND using more than one screen reader

40. Quick Access Keys in HTML (SPEAKER DEMO) Jaws Quick Access Keys – Automatically available in a browser Navigation Quick Keys for JAWS 15 or later NVDA Browse Mode Again, keystroke assignments differ slightly from JAWS, but work essential the same WindowEyes Using the Internet with WindowEyes

41. Quick Tool for Testing Web Accessibility WAVE from WebAim http://wave.webaim.org/ Enter URL and results are provided immediately Things to Consider… Errors Alerts (Case-by-case basis) Color Contrast Issues No Styles

42. ADDITIONAL RESOURCES Training Resources for Jaws, WindowEyes, and NVDA

43. Additional Training Resources Jaws Quick Guide for Navigating Web Pages with JAWS and WindowEyes NVDA NVDA 2016.1 User Guide WindowEyes GW Micro Teacher Resources Getting Started with WindowEyes for Office HIMS-Inc. Resource Center (Notetakers, Refreshable Braille Displays, Etc.) https://hims-inc.com/resource-center/

44. Questions

45. Contact Information Dave Wilkinson, HIMS-Inc. National Education Manager 918-527-0688 dave@hims-inc.com Korey Singleton, GMU ATI Manager 703-993-2143 ksinglet@gmu.edu