1. Word Accessibility Principles Part I
[Intro name, role, and UDC. Provide brief description of what the UDC does] Example: The Universal Design Center collaborates with various groups on campus to support Universal Design and Accessibility efforts. Our goal is to support the process- accessibility does not happen overnight.
Presenter Guide:
[text]- notes information for the presenter only. Not to be mentioned to attendees
Kate Sharron, Project Manager
Crystal Monroy, Project Analyst
Universal Design Center

2. Training Objectives
Develop foundational understanding of Universal Design (UD) and Accessibility
Explain key features of an accessible Word document
Evaluate documents to identify inaccessible features
Our goal for each of you is to come away from this training with the ability to develop foundational understanding of Universal Design and Accessibility, explain key features of an accessible Word document, and evaluate documents to identify inaccessible features.

3. Today’s Topics Word Accessibility Principles Part I
Understanding Universal Design (UD) and Accessibility
Microsoft’s commitment to accessibility
Building accessible documents
Hands-on group exercises
Our topics for today will cover 3 section and we’ll finish the training evaluating documents as a group.

4. Word Accessibility Principles Part I
Our 1st section is Universal Design and accessibility…
Universal Design (UD) and Accessibility
Microsoft: Commitment to Accessibility
Building Accessible Documents
Hands On Exercise

5. Universal Design
The design of products and environments to be usable by all people, to the greatest extent possible, without adaptation or specialized design.
- The Center for Universal Design
[Read description] How many different ways could you take to get into this room? [List various way i.e. elevator, stairs, etc.] Maybe you selected your route because it’s your preference, or you have a health condition and needed the elevator, or you even needed the shortest route to get here quick. Regardless of the reason, you were provided options. Automatic doors not only help people in wheelchairs, but can also help a person pushing a stroller. Universal design is a proactive solution that benefits everyone. Originally considered for architecture, universal design gain focus in education. In 1984, the Center for Applied Special Technology (CAST) began creating solutions for children with learning disabilities. After years of involvement in research, designing “talking books”, developed computer programs, and partnered with Apple very early on (1985), Universal Design for Learning (UDL) principles took form in 1998.
Universal Design is Design is simple, useful, and accommodates a wide range of individual preferences and abilities.

6. Universal Design for Learning (UDL)
Representation
Action and Expression
Engagement
Universal Design for Learning (UDL) is a research-based set of principles to guide the design of learning environments that are accessible and effective for all.
UDL focuses on diversity, inclusion, multimodal learning and technology to better some of higher education’s most pressing issues such as retention and degree completions
Representation: multiple ways to provide people with information
Action and Expression: multiple ways to demonstrate knowledge
Engagement: motivate learners

7. Web accessibility means that people with disabilities can use the Web.
Perceive
Operable
Understand
Robust
The Web is fundamentally designed to work for all people, whatever their hardware, software, language, culture, location, or physical or mental ability. When the Web meets this goal, it is accessible to people with a diverse range of hearing, movement, sight, and cognitive ability.
- W3C
“Ability to access”. Accessibility ensures everyone can perceive, understand, engage, navigate, and interact with technology regardless of device, software, or product.  When we apply this to web, web accessibility means the ability for all people to use the web. The Web is fundamentally designed to work for all people, whatever their hardware, software, language, culture, location, or physical or mental ability.
Accessibility incorporates principles to guide the designing and development process of digital content. The POUR principles support foundational considerations for accessibility.
Perceivable: so that individuals with visual impairments can understand the information being convened
Operable: navigate to information in multiple methods (not only the mouse)
Understandable: understandable enough so that all different learning styles can engage
Robust: IT products should be compatible with a user’s desired technologies or system preferences

8. The Audience
What is the variability of the audience? [pause] Who has low vision? [pause] Who is using a sign language interpreter? [pause] Who is using a screen reader? [pause] Incorporating universal design and accessibility means being proactive. Working productively rather the reactively. Benefitting all rather than making accommodations or “less than.”

9. Driving UD and Accessibility Efforts
Graduation Initiative 2025
Diversity and Inclusive Excellence
Universal Design Center
These are a few of the many efforts driving universal design and accessibility. The top row are specific to CSUN show cases GI our CSU wide graduation initiative, Diversity and Inclusive Excellence- CSUN’s newest planning priority, and the Universal Design Center- CSUN support for universal web, procurement, and instructional materials. The bottom row highlights WCAG- web accessibility guidelines, section 508- laws about access, and teach access- a collaboration between tech leader to change the landscape of accessibility.
Take about 5 minutes to explore one of these efforts in more detail. [allow 5 minutes]
Web Accessibility Guidelines
Section 508
Teach Access

10. Word Accessibility Principles Part I
Microsoft is a leader in the field of accessibility…
Universal Design (UD) Principles and Accessibility
Microsoft: Commitment to Accessibility
Building Accessible Documents
Hands On Exercise

11. Microsoft: Commitment to Accessibility
“There are no limits to what people can achieve when technology reflects the diversity of everyone who uses it.”
Microsoft: Commitment to Accessibility
Microsoft’s mission is to empower every person and every organization on the planet to achieve more. With over 1 billion people with disabilities in the world, we’re passionate about ensuring that our products and services are designed for people of all abilities.
Before we dive into Word, I’d like to highlight the commitment Microsoft has to providing access to everyone. They are exceeding expectations as they advance their technology. This is only one example of their dedication. [play video 1:28 minutes]
Youtube Video:
- Microsoft Accessibility

12. Word Accessibility Principles Part I
This will be an overview for creating accessible documents using Microsoft Word 2016 (13?). Accessible documents allow information to be readily available for assistive technology. Screen readers can easily navigate the content when accessibility is considered during the design process. This will not only benefit people with disabilities, but overall usability will improve for all users.
Universal Design (UD) Principles and Accessibility
Microsoft: Commitment to Accessibility
Building Accessible Documents
Hands On Exercise

13. Building Accessible Documents
Page Structure
Styles Panel
Headings
Styles
Lists/Bullets
Images
Color Contrast
Accessibility Check
This will be an overview for creating accessible documents using Microsoft Word 2016 [note if lab uses other version]. Accessible documents allow information to be readily available for assistive technology. Screen readers can easily navigate the content when accessibility is considered during the design process. This will not only benefit people with disabilities, but overall usability will improve for all users. This information will cover headings, styles/formatting, images, color contrast. And our principles II training will highlight tables, links, columns, using the accessibility checkers, and converting the file to a PDF. The resource provided (at the bottom)- the Word checklist is an interactive 10 point checklist to use while creating accessible documents. I’ll be referencing the questions throughout the training and we’ll be using it later.
Resource: Word Checklist

14. Page Structure What is the Styles Panel?
Are styles used for title and section headers?
Are styles used instead of selecting font size and effects?
Are numbered lists and bullets used (when appropriate)?
In word the styles panel is a collection of formatting instructions. You use the panel to organize and increase the impact your document has on users but using the styles panel also benefits people with disabilities.
The styles panel allows use to add a hidden layer on our text (like a tag) that will be attached to word and will tell technologies if the word has a specific style. It will tell people if text is a header, if the text is emphasized or if text is part of a paragraph.
Styles panel, bff for documents.

15. Page Structure What is the Styles Panel?
Are styles used for title and section headers?
Are styles used instead of selecting font size and effects?
Are numbered lists and bullets used (when appropriate)?
Headings are a type of style to give a document structure by category or topic. Headings are used to build sections within a document to create a visual hierarchy structure to show topics and sub-topics. A screen reader or viewer can easily find information based on headings. For example, if you were only looking for creating accessible document in this image, you can skim visually and/or technically to find the sub-topic quickly. This improves usability, efficiency, and accessibility. Additional benefits to using headers include: 1) Headings copy/paste seamlessly into a web content editor to minimize additional editing, 2) Headings are recognized when scrolling through a document, 3) Headings automatically populate a table of contents page, and 4) Headings copy over to converted PDF’s.

16. Page Structure What is the Styles Panel?
Are styles used for title and section headers?
Are styles used instead of selecting font size and effects?
Are numbered lists and bullets used (when appropriate)?
Styling on a document can increase the impact or effect for the viewer. For example, bold or italic place a level of emphasis on a word. However, the traditional “Bold” and “Italics” styling elements will not be read by a screen readers. Select strong from the styles toolbar instead of bold and emphasis instead of italics.

17. Page Structure What is the Styles Panel?
Are styles used for title and section headers?
Are styles used instead of selecting font size and effects?
Are numbered lists and bullets used (when appropriate)?
Organizing information on a document using bullets or numbered lists presents content in an organized manner and is recognizable to assistive technology. For example, when numbered lists are used screen readers will automatically detect the sequence and announce, “Number 1…” Be sure to use numbered lists for sequential ordered content and bullets to present summarized/brief content. Use the Paragraph builder section to create lists and bullets rather the manually creating using an asterisk.

18. Images
Do images and objects have meaningful alternative text (alt text)?
Images can be inaccessible for people with low vision, color blindness, or who are Blind. To provide equal access to information presented in visual formats, a detailed written description of the image is required. Completed one of the following to provide descriptions for images: 1) Providing a written description below the image (in the document), 2) Inserting a caption by Right-Clicking the image and select Insert Caption, or 3) Inserting an alternative text by Right-Clicking the image, select Format Picture, and click Layout & Properties (third icon). Be sure to type the explanation of the image in the description field not the title field.
A written description, captions, or alternative (alt) text provides a written description of the image to screen readers. Consider the best description option for the image and document.
Additional Considerations:
1) When inserting the image, be sure to use the picture inline option to optimize reading order for screen readers, 2) Alternative text is extremely critical for images used for instructional purposes. For assessment statements such as, “Use the graph to answer questions 1-3” an alternative text is required for the graph, 3) Complex (Math and Scientific) graphs and charts may require a caption (for larger amounts of information) to write a detailed descriptions, and 4) Decorative images, such as line dividers, do not require a written description or alt text

19. Images
Pop Quiz: 1.) Can you think of a description for this image? 2.) Do I need a caption or an alt text?
Can anyone think of a description for this image? {pause} What if I told you this person is a public figure, does anyone know who this person is? {pause}
Some of you who do not know who this is may think the text description for this image may be science teacher next to a world globe.
Those of you who do know who this is may think Bill Nye the science guy.
If we were to our description within alternative text, people who do not know who this is would not get the full details. The point of this slide is to convey that we need to provide users with as much information about an image but we need to make sure we consider where we incorporate that information,
If it goes in the alt text, could we be providing too much information to the point where we will be leaving people out
Or should we consider a caption where both users with vision and no vision can see the description

20. Color Contrast Was color contrast considered?
Color can play a significant role in the overall readability of a document. First, use of neon or pastel colors make content challenging to read with someone who has low vision and/or a degree of color blindness. Additionally, the viewer will be placing constant strain on the eyes to read the content. Secondly, if colors are used to place importance on instructional materials i.e. which section is highlighted in red, captions or alternative text should be included to note the significance of the colors. Some examples of good color contrast include White text on a dark background or Dark text on a light background.

21. Check for Accessibility
Can I check for Accessibility in Word?
Word Accessibility Checker can check for issues and categorize them by the impact on the viewer.
Errors: this content will be very difficult or inaccessible to people with disabilities to view
Warnings: this content, in most cases, will be difficult for people with disabilities to view
Tips: this content is available to people with disabilities, however better organization is suggested

22. Word Accessibility Principles Part I
I’m going to walk through each question we covered and show what it looks like in Word. I’m using Word ___________ [fill in version] so, depending if you have a Mac or PC and various version, your Word may look slightly different. But all the mechanics are the same.
[Open the Word testing document and show how to make adjustments to page structure (headers, styles, and , images, and color contrast
Universal Design (UD) Principles and Accessibility
Microsoft: Commitment to Accessibility
Building Accessible Documents
Hands On Exercise

23. Hands On Exercises Material Needed Walk through of Exercise:
Printed Handout with Exercise Instructions
Document on your Computer
Walk through of Exercise:
Evaluate the document on our computers
Go through all the exercises as a group:
Make edits to the document
Check for Accessibility
Share Out
[Review directions for group task]
Evaluate documents as a group
I will go through all the excurses on the screen so you can follow along as I go through.
You can also go through the document on your own and independently work through the exercises. If you have questions or you get stuck simply follow along.
We have a digital copy of the documents. For digital copy, go to [set up document sharing platform].

24. Word Accessibility Principles Part I
We have covered all the major areas we aimed to for this trainings. I hope you have learned something new in this training.
For closing I want to briefly recap what we have learned:
Gone through what UD and accessibility is and how they relate to our institution
We briefly learned about the accessibility efforts of high end cooperation's such as Microsoft
We covered some of the 5 most important things you can do to enhance your document
We went over how you yourself can evaluate your own document for accessibility.
Universal Design (UD) Principles and Accessibility
Microsoft: Commitment to Accessibility
Building Accessible Documents
Hands On Exercise

25. Resources UDC Website Word Document Accessibility Tutorial
UDC Word Checklist
Describing Images
I wanted to share with you a few resources from UDC on the screen.
We have relaunched our website to become a resource to the campus community on accessibility and universal design. You will find lots of tutorials and information on a wide variety of topics for accessibility.
Our word accessibility tutorial online is similar to this in person training. I have covered the first part of this tutorial
Word checklist is something UDC recently created and it is an interactive tool to help guide you in your creation of an accessible document
For those of you interested in understanding images we have the best practice for images on who to write good image descriptions

26. I need a Description!