1. Create Accessible Documents Microsoft Word 2007 Cryssel Vera cvera@csus.edu | 916-278-2847

2. Objectives ▪To learn what accessibility elements are needed to design an accessible Word Document. ▪To understand how to apply these elements in your word documents. ▪To create an accessible Word Document.

3. Accessibility Resources ▪Accessibility Information for InstructorsAccessibility Information for Instructors ▫ http://www.csus.edu/accessibility/instructors.ht ml ▪The CSU Accessible Technology InitiativeThe CSU Accessible Technology Initiative ▫ http://www.calstate.edu/accessibility/ ▪Accessibility at Sacramento StateAccessibility at Sacramento State ▫ http://www.csus.edu/accessibility/index.html

4. Accessibility Resources ▪Professional Development for Accessible TechnologyProfessional Development for Accessible Technology ▫ http://teachingcommons.cdl.edu/access/index. html ▪Accessible Instructional Materials GuidesAccessible Instructional Materials Guides ▫ http://www.csus.edu/accessibility/guides.html ▪Faculty Staff Resource CenterFaculty Staff Resource Center ▫ http://www.csus.edu/irt/fsrc

5. What are Instructional Materials? ▪Electronic Distributed Materials ▫ Syllabus ▫ Word Docs, PPT, PDF, WebPages ▪Textbooks ▪SacCT Course Content ▪Faculty Website Content ▪Videos and Audio…

6. Accessible Documents ▪Documents that are designed and structured to be used effectively by people with disabilities. ▪Can be accessed by assistive technology devices/software: ▫ Screen Reader – JAWSJAWS ▫ Magnification Software – ZoomTextZoomText ▫ Scan/Read – KurzweilKurzweil ▫ Assistive Technology Showcase Devices Assistive Technology Showcase Devices

7. Accessible Documents ▪Other factors to keep in mind are: ▫ Content Language ▫ Learning styles ▫ Access to technology (specific software) + Digital Divide + HTML most accessible format, ubiquitous + Cross platform Formats (compatibility):.rtf,.html

8. Accessible Document Scenario ▪Open Accessible Word Example (Syllabus) ▪Ease in Navigating Content when content is accessible ▪What does a blind user hear? ▫ Use JAWS: Ctrl + Alt + J - “Jaws for Windows is Ready” ▫ Use JAWS keyboard commands

9. JAWS Basic Key Commands ▫ Insert + down arrow = Say All, ▫ CTRL = Interrupt Speech ▫ Insert + Up Arrow = Say Line, ▫ Insert + Left Arrow = Say prior word ▫ Insert + Right Arrow = Say next word ▫ Insert + F6 = List of Headings ▫ Insert + F7 = List of Links ▫ Insert + F9 = List of Frames ▫ Insert + F5 = List of Form fields

10. Accessibility Elements ▪Structure ▪Styles and Formatting ▪Alternative Text for Images ▪Descriptive Labels for Links

11. Accessibility Elements ▪Simple Tables; Table Headers Identified ▪Review with Assistive Technology ▪Electronic Format – Multiple Formats

12. Source Document Structure ▪How is your document organized? ▫ Contains a title? ▫ Contains different sections? ▫ Lists? ▫ Layout? ▫ Combination of text and graphics? ▫ Use of links? ▫ How should my document be read so that it is coherent?

13. Styles and Formatting ▪Use Styles and Formatting to Add Structure to document: Home Tab > Styles Group ▪A Style is predetermined formatting for text in terms of: ▫ Font type, ▫ Font size, ▫ Spacing, ▫ Indentation, ▫ Font color, ▫ Font purpose e.g. Heading, Paragraph, List

14. Apply Styles and Formatting ▪Apply Heading Styles to: ▫ Section Titles ▫ Anything that would appear on a TOC ▪Use Styles Group to format Headings ▫ Paragraph Group adds the look but not the underlying structure! ▪Format lists via Paragraph or Styles group

15. Styles Can be used: ▪Section Titles ▪One cell Layout Table ▪Spacing between content (paragraph spacing options)

16. Exercises ▪Go to: ▫ http://www.csus.edu/accessibility/dev/workshop.html http://www.csus.edu/accessibility/dev/workshop.html ▪Download: “Syllabus Make Me Accessible” ▪Save To Desktop

17. WORKING WITH STYLES

18. Adding Heading Styles No Existing Formatting Example: ▪Place cursor in front of Document Title ▪Select the Home Tab > Styles Menu > Styles Launcher Button ▪Select Heading 1 ▫ Title reflects style formatting for H1 ▫ Hover mouse over H1, note formatting details ▪Add a Heading 2 style to next section title ▫ What is the next section title in the document?

19. Update Style to Match Selection Existing Formatting Scenario: ▪Place cursor in front of Third Section Title ▪From Styles Menu locate Heading 3 ▫ Notice current formatting details ▪Right Click Heading 3 ▪Select “Update Heading 3 to Match Selection” ▫ Text retains original formatting but now has a Heading 3 Style applied.

20. Modify a Style Modify Default Style Formatting: ▪Modify Heading 1 to Tahoma, 16 pt., Bold ▫ Styles Menu > Heading 1 > Right Click or click on drop down arrow> Select Modify Style ▫ Make Changes under Formatting Area ▪Modify Heading 2 to your choice

21. Modify Style Window Properties: Style Name and Type Formatting: Font, Paragraph, Border, Tabs, Numbering, Paragraph Spacing, Text Placement…

22. About Style Sets ▪Default Style Sets in Word ▫ Based on Normal.dotm MS Word Template, ▫ 11 Style Sets to Choose From ▪Work from Default Style Set B&W ▪Create a template(s) that contains all of your formatting preferences to re-use for similar documents ▫ Office Button > Save As > Word Template ▫ Styles Group > Change Styles > Style Set > Save as Quick Style Set

23. WORKING WITH FONTS

24. Use Readable Font ▪Font Size ▪Font Family ▪Font Color ▪Font Style

25. Font Family ▪Arial ▪ Tahoma ▪ Verdana Serif ▪ Times New Roman ▪ Georgia ▪ Book Antiqua Sans Serif

26. Recommendation for Fonts ▪Use the most readable fonts ▪Sans Serif Fonts: Verdana, Arial, Tahoma ▫ Plain endings, no flared extensions, no extra ornamentation, easier to read ▪Serif, Cursive, Fantasy fonts ▫ Difficult to read, extra ornamentation, strokes at tips ▪Limit the number of fonts used ▪Avoid small font sizes (24pt min)

27. More Font Recommendations ▪Availability of fonts across computer operating systems? ▪Use Real text vs. text within graphics ▪Limit font variations such as bold, italics, underline, all caps ▪Don’t rely on font color, size, and overall font look to convey meaning ▪Avoid blinking/moving text

28. Font Style ▪Avoid using all UPPERCASE LETTERS ▪Italics are difficult to read on screen ▪Reserve Underline Text for Links ▪Use Sans Serif Fonts

29. WORKING WITH IMAGES

30. Add Alternative Text to Images ▪Provide Alt Text Descriptions for Images ▫ MS Office 2003: Right Click > Format Picture > Web Tab ▫ MS Office 2007: Right Click > Size and Position > Alt Text Tab ▪Concise and Meaningful Descriptions ▪Avoid starting description with “Image of” ▪Long Descriptions written next to image

31. Alt Text vs. Caption on a Mac ▪Mac Users: Add Caption (no alt text tab option) Ctrl + click > Insert Caption > Figure 1… ▫ Caption appears below/above image, carried over into PDF/HTML ▫ OpenOffice Word for Mac (add alt text option available) OpenOffice ▪Windows: Add Caption ▫ References Tab > Captions group > Insert Caption. Appears below/above image.

32. Alt Text Tips ▪Avoid Clutter ▪Avoid using images as Background ▪Decorative vs. Meaningful ▫ Decorative images most likely do not require alt text.

33. Try it! ▪Add Alt Text to the Image in Document ▪Add a Caption to the Image in Document

34. WORKING WITH HYPERLINKS

35. Use Descriptive Hyperlinks Descriptive Links: ▪Sac State Home PageSac State Home Page ▪Meaningful to users of screen readers ▪Insert + F7 keystrokes shows list of links in document using JAWS ▪Navigate content easily Plain URL: ▪http://www.csus.eduhttp://www.csus.edu ▪Not meaningful ▪User can get lost ▪List of URL’s not helpful to navigation of content ▪Can place URL next to descriptive link (not enabled) for print purposes

36. Adding Descriptive Links ▪Type a Descriptive Label for Link in Document ▪Select text > Right Click > Select Hyperlink ▫ Text to Display Box: Verify/Enter Descriptive label ▫ Address Box: Enter URL ▪Click OK ▪Test Link: CTRL + Click

37. Try it! ▪Locate URL in document, ▪Copy and paste URL into browser – take note of page it opens, ▪Convert URL into a descriptive labeled link, ▪Test link.

38. WORKING WITH TABLES

39. Accessible Tables ▪Keep tables simple ▫ Screen readers read tables from left to right ▫ Avoid nested tables/complex ▪Add Table Headers in Word ▫ Select Header Row > Right Click (ctrl +click on Mac) > Table Properties > Row Tab > “Repeat as Header Row” ▫ Adds TH (Table Header) tag ▪Add Long Description (Table Summary) below table if necessary

40. Accessible Tables ▪Do not allow rows to break across sections (Table Properties), ▪Do not use heading styles in table header cells, ▪No mechanism in Word to identify Row header; only Column Header, ▪Modify cell margins instead of using “enter” key to create space around content in table cells ▫ Select cells > table properties > cell tab > options button>.10 -.15)

41. Try it! ▪Locate Header Row and Select it ▪Add the Table Header tag

42. MULTIPLE FORMATS

43. Make Available in Electronic Format ▪Word.doc, RTF, PDF, or HTML ▫ Word 97 – 2003 Document (Can be opened in version 2007) ▪First step in making document accessible ▪Facilitates process to convert into alternate formats ▫ Large print, Braille, mp3 audio etc. ▪Saves Time

44. Make available in Multiple Formats Portable Document Format “PDF” ▫ MS Office 2007: + Buy Adobe Acrobat Standard/Pro – Create PDF Button ‾ Acrobat Tab > Create PDF ‾ Office Button > Save As > “Adobe PDF” + Install MS Office Add-in to Save Files as PDF/XPSMS Office Add-in to Save Files as PDF/XPS ▫ MS Office 2003 + Buy full Adobe Acrobat Standard/Pro to have Adobe PDF Menu and “Convert to Adobe PDF” button option

45. Recommendation for Mac Users ▪Office for Mac ▫ Cannot create tagged PDF from Office on Mac + File > PDF + Add Tags in Adobe Acrobat: Review, Repair, Review process… ▫ Use OpenOffice for MacOpenOffice for Mac + File > Export as PDF > General Tab > select “tagged PDF” checkbox

46. Multiple Formats ▪Hyper Text Markup Language “HTML” ▫ File > Save As > Web Page “Filtered” ▫ Filtered option does not carry over unnecessary information ▫ Carries over Alt Text, Table Headers, links ▫ Edit in Dreamweaver or other web editor

47. Multiple Formats ▪Rich Text Format “RTF” ▫ File > Save As > RTF ▫ Read across different word processing applications

48. Try it! ▪Convert into PDF ▫ Open in Adobe Acrobat and Check Tags ▪Convert into HTML ▫ Open in Dreamweaver

49. Use Assistive Technology ▪Use JAWS to Read Document ▪Start JAWS: CTRL + Alt + J ▪Use Shortcuts

50. Summary ▪Structure ▪Styles and Formatting ▪Alternative Text for Images ▪Descriptive Labels for Links ▪Simple Tables ▪Review with Assistive Technology ▪Electronic – Multiple Formats

51. Questions?? ▪If you have questions about this workshop, please contact Cryssel Vera at: cvera@csus.edu

52. Workshop Evaluation ▪Locate Workshop Evaluation Icon on Desktop ▪Find Workshop Name Link, complete evaluation ▪Contact: Cryssel Vera cvera@csus.edu 278-2847