1. Note to trainers
The videos in this presentation provide closed-caption files as it’s often easier for viewers of all abilities to follow along.
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To show the captions again, repeat steps 1-3, but click Show in step 2. If you click Remove during step 2, the captions will be permanently removed from the video.
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3. Microsoft® Word® 2010 Training
[Notes to trainer:
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For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]
Create accessible documents

4. Create accessible documents
Course contents
Overview: Make your documents accessible
Lesson: Includes 5 instructional movies
Quick Reference Card
Create accessible documents

5. Overview: Accessible documents
Create Word 2010 documents that are more accessible to people with disabilities. Learn how to format your document using Styles, add alternative text to images, and other tips to make your document easier for users and assistive technologies to navigate.
Create accessible documents

6. Create accessible documents
Course goals
Apply heading styles and paragraph formatting to your document.
Add alternative text to images, objects and tables.
Structure layout tables for easy navigation.
Use other tips and tricks for keeping your documents accessible.
Create accessible documents

7. Create accessible documents
Heading styles (2:46)
[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the video playback window, the presentation might have opened in Protected View. To enable video playback, in the yellow security bar at the top of the PowerPoint window, click Enable Editing. Note that even with Protected View turned on, video should play correctly in Slide Show view.]
Heading in paragraph styles, as well as tables of contents in longer documents help to make your document easier to read.
You can also customize the font and formatting of the headings.
You can see how your text will look with a particular style by placing your pointer over the style that you want to preview.
To apply a heading style, type the text of your heading, and then select it.
Heading and paragraph styles are found on the Home tab in the Styles group.
If you don’t see the style that you want, click the More button to expand the gallery.
You might do this if you want to conform to your company or department’s branding style.
To do this, select the heading text that you want to customize.
Up next, see how to apply and customize paragraph styles and settings in your document.
Now every time you apply that heading style in your document, it will be your customized version.
On the Home tab, in the Styles group, right-click the heading style that you just customized. Heading 1 in this case.
Make the changes that you want. For example, you can change the font, the size, or the color.
On the Home tab, in the Styles group, click the heading style that you want to customize. Heading 1 in this case.
Using the right outline order makes it easier for software reading programs
In Word there’s several things that you can do to make your documents more accessible to users with disabilities.
requires federal agencies to make all of their electronic and information technology accessible.
The amended Section 508 of the United States Rehabilitation Act of 1973
Because many files are viewed electronically, governments and industries are starting to
or who rely on the visual queue of section headings to navigate as they read.
These elements add structure for people using a screen reader,
Some things to think about when using headings in your document are; keep your heading title short for clarity,
the changes you make in your original document will be retained.
long headings are difficult to scan quickly, and then, use headings in the correct order:
And then click Update Heading to Match Selection.
to narrate your content for readers with visual disabilities.
Heading 2 after Heading 1, Heading 3 after Heading 2, etc.
require that they be accessible to people with disabilities.
And if you save your document as a PDF or an open XML,
Click the heading style that you want.
Point to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.
Create accessible documents

8. Create accessible documents
Paragraph styles (1:48)
[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the video playback window, the presentation might have opened in Protected View. To enable video playback, in the yellow security bar at the top of the PowerPoint window, click Enable Editing. Note that even with Protected View turned on, video should play correctly in Slide Show view.]
you can use the arrows at the Before and After boxes to increase or decrease the spacing before or after your paragraphs.
Now you can also customize the paragraph spacing, with or without applying a style set,
On the Home tab, in the Styles group, click Change Styles, and then point to Paragraph Spacing.
click Custom Paragraph Spacing, and then in the Manage Styles box, on the Set Defaults tab, under Paragraph Spacing,
Up next, see how to include alternative text for any images, objects, or tables in your document.
On the Home tab, in the Styles group, click Change Styles, and then point to Style Set.
Live Preview will show you how the line and paragraph spacing changes from one set to the next.
Live Preview will show you how the line spacing changes from one set to the next.
without adding extra blank lines by using a quick style set that uses the spacing that you want.
When you separate paragraphs with empty lines, or use empty lines to format your document.
Using paragraph styles for the body of your text is especially important for people using screen readers.
This could lead them to believe that they’ve reached the end of your document.
People using text to speech tools hear “blank” for each line with no text.
By setting the spacing that appears before or after paragraphs in your document,
you can clearly define each block of text
When you’re done, click OK.
by using one of the built-in paragraph spacing styles.
When you see a spacing that you like, click that set.
Now if you want to manually enter your paragraph spacing,
Click the style that you like to apply it to your document.
Point to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.
Create accessible documents

9. Add alt text to images and tables (3:00)
[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the video playback window, the presentation might have opened in Protected View. To enable video playback, in the yellow security bar at the top of the PowerPoint window, click Enable Editing. Note that even with Protected View turned on, video should play correctly in Slide Show view.]
In some cases, this might make needing to read the full description unnecessary.
When you've finished entering a Description and a Title, click OK.
To add alt text to 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 non-text item, and then click Close.
Now if you frequently add alt text to content in your documents,
Now note that when you have complex content to describe, including a title is useful.
In the upper left corner above the Ribbon, click the Quick Access Toolbar dropdown, and then click More Commands.
You can now add new alt text with one click from the Quick Access Toolbar.
Next, select the image, click the new Alt Text toolbar button in your Quick Access Toolbar, and then add your alt text.
Click Alt Text. Click Add to move it to the Toolbar column, and then click OK.
Under Choose commands from, click Commands Not in the Ribbon.
you can add the alt text shortcut command to your Quick Access Toolbar.
Note that you’ll need to click the border of a chart or SmartArt graphic and not the individual shape or piece.
SmartArt graphics, Groups, Embedded objects, Ink, and Video and Audio files.
right-click it, click Format Picture, and then click the Alt Text bead.
Pictures, Clip Art, Charts, Tables, Shapes (those that don’t contain text and aren’t in a group),
Alt text should be included for any of the following objects in a document:
so that people with visual disabilities can understand non-text content in your document.
It’s important to be as succinct as possible. Typically no more than a few words are necessary.
Good alt text conveys the important content or function of the object.
Though sometimes a short sentence or two might be appropriate.
so you don’t need to include phrases like “image of,” or “table of,” or “link to.”
Up next, structure tables for easy navigation.
Alternative text or alt text is read by screen reader software,
To add alt text to a picture, shape, chart, or SmartArt graphic,
In the Description box, enter an explanation for the table.
Screen readers generally convey what the content is,
Point to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.
Create accessible documents

10. Structure tables for easy navigation (2:08)
[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the video playback window, the presentation might have opened in Protected View. To enable video playback, in the yellow security bar at the top of the PowerPoint window, click Enable Editing. Note that even with Protected View turned on, video should play correctly in Slide Show view.]
Keep formatting as simple as possible so people can logically follow the information.
Now, you also may need to merge or split cells to keep the table simple.
which makes it hard for people to navigate with a screen reader.
For example, when you’re designing a form, the entire document is often based on a heavily formatted table,
Do this by selecting the cell or cells, right-clicking, and then choosing Split Cells or Merge Cells from the menu.
Avoid using blank cells or rows to create space since it’s challenging for screen readers.
by pointing to a border and dragging the double arrow to the size that you want.
Instead of using empty rows, columns, or cells to create space, try adjusting the size
To delete a blank row, right-click on the row, and then click Delete Rows.
For the Lodging cell, I’ll right-click, click Split Cells, and then drag the cell borders to line them up.
First, highlight the table rows you want to designate as the header, and then click the Layout tab in Table Tools.
Having a designated header row in data tables makes them easier to navigate.
making it easier for people using screen readers to keep track of where they are and what they are looking at.
predictable and easier to navigate by avoiding nested tables, merged, or split cells.
A table header row contains column headings that provide context.
If the table is large and crosses page or section breaks, repeating header rows
If you use tables in your documents, either for presenting data or for formatting, it's important to make them
will ensure that the column headings appear at the top of every new page,
Tables should be simple. You can check the reading order by tabbing through the cells
Up next, a few more tips.
For English, that means left to right, and top to bottom.
to make sure the information is presented in a logical order.
Tables are also used for formatting and organizing.
In the Data group, click Repeat Header Rows.
Point to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.
Create accessible documents

11. Create accessible documents
Tips and tricks (1:41)
[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the video playback window, the presentation might have opened in Protected View. To enable video playback, in the yellow security bar at the top of the PowerPoint window, click Enable Editing. Note that even with Protected View turned on, video should play correctly in Slide Show view.]
If you add images or objects to your document, make sure that the text wrapping keeps them in line with the text.
Click ScreenTip, and then type more information about the link.
Select your image, and then on the Format tab, in the Arrange group, click Wrap Text.
Choose a text wrapping style that keeps the image in line with the text, such as
Click Hyperlink, and then type a phrase in Text to display that briefly describes the link destination.
Screen readers will likely identify them out of order, which can be confusing.
Watermarks in general, and especially images used this way, may not be understood by users with disabilities.
There are a few additional tips that you can use when making your documents accessible.
To learn more about accessibility in Microsoft products, go to Microsoft.com/enable
Hyperlinks should provide a clear description of the link destination.
That’s it for this training course. For other training courses go to office Office.com/training
You can also include ScreenTip text that appears when you pause your pointer over the link.
If you must use one, be sure that the information it contains is included elsewhere in the document.
In this case, in the title.
You can view your ScreenTip by pointing at the link.
In Line with Text, Square, or Top and Bottom.
Avoid using the full URL or phrases like, “click here,” or “this.”
First select the link, and then right-click.
Point to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.
Create accessible documents

12. Create accessible documents
Quick Reference Card 1
Run Accessibility Checker
Click the File tab, and then click Info.
Under Prepare for Sharing, click Check for Issues.
Click Check Accessibility.
You will return to your document where the Accessibility Checker side bar will indicate any issues your document may have.
Click an issue in the side-bar to learn how you can fix it in your document.
Apply heading styles
Select the text you want to make a heading.
On the Home tab, in the Styles group, click the heading that you want to use.
Create accessible documents

13. Create accessible documents
Quick Reference Card 2
Apply paragraph styles
On the Home tab, in the Styles group, click Change Styles.
Format paragraphs by doing one of the following:
Click Style Set and choose a paragraph style that you like, or
Click Paragraph Spacing, and then Custom Paragraph Spacing to enter custom spacing Before or After your paragraphs.
Add alternative text (alt text) to an image or object
Select your image or object.
Right click. If it’s a chart or SmartArt graphic, you’ll need to click the border, not an individual shape or piece.
Click Format Picture, and then click the Alt Text pane.
In the description box, type an explanation of the non-text item, and then click Close.
Create accessible documents

14. Create accessible documents
Quick Reference Card 3
Add alternative text (alt text) to a table
Select your table.
Right click.
Click Table Properties, and then click the Alt Text tab.
In the description box, type an explanation of the table, and then click Close.
Designate a header row in a table
Highlight the table rows you want to designate as a header row, and then click the Layout tab in Table Tools.
In the Data group, click Repeat Header Rows.
Create accessible documents

15. Create accessible documents
Quick Reference Card 4
Merge or split cells in a table
Highlight the cell that you want to split, or the cells that you want to merge, and then right click.
Choose Split Cell or Merge Cell as needed.
Edit hyperlink text
Highlight the URL in your document, and then right click.
Click Edit Hyperlink, and then type a description in the Text to display field.
Click OK.
Create accessible documents

16. Create accessible documents
Quick Reference Card 5
Keep images in line with text
Select the image, and then on the Picture Tools Format tab, in the Arrange group, click Wrap Text.
Select a text-wrapping style that keeps the image in line with the text, such as In Line with Text, Square, or Top and Bottom.
Create accessible documents

17. Create accessible documents
Quick Reference Card 6
The online version of this Quick Reference Card has more information. To see that version, go to help/quick-reference-card-RZ aspx?section=8&mode=print
Create accessible documents

18. Using this template
Using This Template
This Microsoft PowerPoint® template has training content about creating accessible documents in Microsoft Word® Its content is adapted from the Office.com Training course called “Create accessible Word documents.”
PowerPoint version: The template must be viewed in PowerPoint If you don’t have PowerPoint 2010, the videos included in the presentation will not play. If you don’t have PowerPoint 2010, download the PowerPoint Viewer to view these files ( Video playback: If the yellow security bar appears at the top of the screen in PowerPoint, or if a Codec Unavailable message appears in the video playback window, the presentation might have opened in Protected View. To enable video playback, in the yellow security bar at the top of the PowerPoint window, click Enable Editing.
Slide layouts: Each slide has a custom layout. To apply the custom layout to a new slide, right-click the slide thumbnail, point to Layout, and click the layout from the Layout gallery. To alter the layouts, open master view and alter the specific master layout in that view. You can find the layout’s title by pointing to its thumbnail.
Animations: Custom animation effects are applied throughout the presentation. These include Float In (Up or Down option), Fade, and Zoom. To alter animation effects, click the Animations tab, and use the Add Animation gallery and Timing options. Effect Options gives you choices about the effect; click Animation Pane on the Animations tab to work with multiple animations.
Transitions: One transition, Doors, is used to emphasize sections of the slide show. It’s applied on the Course Contents slide, Lesson slide, and the first test slide.
Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have [app] 2010 installed to view the hands-on practice sessions. If you don’t have [app] 2010, you won’t be able to access the practice instructions.
Headers and footers: The template contains a footer that has the course title. To add footers such as the date or slide numbers, click the Insert tab, and click Header & Footer.
Extracting videos from this file: Read these instructions first, because you’ll have to close this file in order to follow them. To extract the videos from this file, start Windows Explorer and change the filename extension from .pptx to .zip. Confirm the name change, and then open the renamed file. You’ll see a set of folders. The videos are located in the \ppt\media folder. Copy the videos and paste them to your local drive or other convenient location. You’ll probably need to rename the videos, because PowerPoint names them Media1.wmv, and so on. To resume using the presentation, change the filename extension back to .pptx.
See the notes pane or view the full notes page (View tab, Notes Page) for detailed help on this template.