1. 1 Creating Section 508 Compliant Microsoft Word Documents ASPA Web Communications and New Media Division

2. 2 Class Objectives  After completing this class you will be able to:  Describe the Best Practices for creating Microsoft Word documents  Structure Microsoft Word documents for accessibility using styles  Identify techniques for developing accessible Microsoft Word documents

3. 3 Creating Section 508 Compliant Microsoft Word Documents I Module 1 - Introduction

4. 4 Structured Word Documents  Well-structured documents can easily be:  Read and navigated by assistive technology  Exported to other applications, with minimal adjustment to maintain accessibility  Success depends upon:  A clear, hierarchical structure  Use of reliable publishing tools that are compatible with assistive technology

5. 5 Comparable Access to Information  Promotes equality and independence  Makes possible a broader range of employment and educational opportunities  Provides access to government services and information:  Social programs  Legislative representatives

6. 6 Best Practices for Creating an Accessible Word Document 1.Use system fonts when creating/modifying documents 2.Use a sans serif font 3.Select a font point size no smaller than 12 4.Use styles to associate attributes such as bold, underline, etc. with text (Do not manually associate attributes to text) 5.Use upper and lower case letters in your sentences Using all capital letters is not recommended

7. 7 Best Practices for Creating an Accessible Word Document 6.Hyphens at the end of a line are not recommended unless absolutely necessary 7.Format your document so that all text (except for the title) is left justified when possible 8.Format your document using a block style (i.e., no indenting other than for bulleted/numbered items) 9.Use color only as an enhancement, not as the sole means of conveying information 10.Make headings different than the body text

8. 8 Best Practices for Creating an Accessible Word Document 11.Create headers and footers using Microsoft Word ’ s header and footer feature 12.Use page numbering codes to number pages within a document (Do not manually type page numbers at the bottom of a page) 13.Use a hard page break code to designate the end of a page (Do not use the Enter key to move text to the next page) 14.Use simple and clear design layout 15.Bullets can be used with lists and key points

9. 9 Best Practices for Creating an Accessible Word Document 16.Explain all acronyms the first time they are used, or in a table near the front of the document 17.Ensure contrast is sufficient 18.Add alternate text to non-text elements 19.Group complex images 20.Ensure images are inserted “ Inline with text ”, rather than as a floating image 21.Do not use text boxes

10. 10 Best Practices for Creating an Accessible Word Document 22.Create tables properly 23.Create columns properly 24.All edits in track changes must be accepted and comments removed

11. 11 Best Practices for Creating an Accessible Word Document 25.The document must be free of background images or watermarks that interfere with text elements 26.Create navigational aids for long documents 27.All URLs must be linked to active Web sites. 28.All URLs must be hyperlinked with the fully qualified URL (http://www.hhs.gov) 29.The document must be reviewed in Print Preview for a final visual check

12. 12 Use Document Properties as Best Practices  Properties Summary tab  Shows document creator and ownership  Gives author of the document  Further contact information

13. 13 Microsoft Word - Overview  Best Practices when creating a Microsoft Word document

14. 14 Creating Section 508 Compliant Microsoft Word Documents I Module 2: Structuring Documents

15. 15 Structure  Document structure gives a logical reading order  Documents are generally found to be more accessible if they are authored with a logical structure in mind  A document that is well-structured and logically organized can easily be:  Read and navigated by assistive technology  Exported to other applications, with minimal adjustment to maintain accessibility

16. 16 Accessibility Elements  Certain specifications need to be identified and applied if a document is to be effectively read by assistive technology  These specifications relate to text elements, non-text elements (images, tables, and diagrams), organizational aids and navigation aids

17. 17 Elements of Document Structure  Create document structure  Text Flow  Titles  Headings  Table of Contents  Index

18. 18 Text Flow  Text Flow refers to the structure or layout of the document ’ s content:  Setting up columns  Inserting tables  Using tabs  All influence the way that text flows within a document

19. 19 Text Styles  A style is a set of predetermined formatting characteristics that can be applied to text items such as titles, headings, and body text  In Microsoft Word, styles are used to apply these formatting characteristics

20. 20 Titles and Headings  Are an effective way to communicate document structure  Indicate the beginning of a new document or major section  Headings communicate:  Chapters  Subtopics  Sections, etc.  Note: HEADER is the material at the top of the page, and is not a HEADING, which sets structure.

21. 21 Heading Characteristics  Should be easy to distinguish from the main text  Can be a different size and/or a different font  Extra space around headings is a good way to separate them from the main text

22. 22 Heading Do ’ s and Don ’ ts Do 1.Space between the heading and words above 2.Space between the heading and words below 3.Offset headings Don ’ t 1.Underline – can make reading difficult for some people 2.Use all Caps

23. 23 Styles  Styles - formatting characteristics  Assign multiple attributes to selected text

24. 24 Default Styles  A default style has attributes that have been pre-set by Word  Body Text  Is the style applied to the content or body of a document written in paragraph form  Word automatically assigns all text the style entitled “ Normal ”

25. 25 Default Styles  Examples of Default Styles  Headings 1 through 9  Normal/Body Text  Paragraph text  Figure  A figure title  TOC List  Table of Contents items

26. 26 Styles Can Be Changed  The style associated with text can be changed by:  Applying an existing style tag (also referred to as a “ built-in ” style)  Creating a customized style

27. 27 Applying Styles to Text 1.Highlight the words, paragraph, list, or table that have a style you want changed

28. 28 Applying Styles to Text 2.Select Styles and Formatting from the Format dropdown menu (located on the top toolbar)

29. 29 Applying Styles to Text 3.Select All Styles from the Show dropdown menu located at the bottom of the pane

30. 30 Applying Styles to Text 4.Select the desired style 5.The previously highlighted text assumes the characteristics associated with the style tag

31. 31 Modify An Existing Style 1.Select Styles and Formatting from the Format dropdown menu 2.Right-click the style you want modified 3.Select Modify

32. 32 Modify An Existing Style 4.Change the tag’s attributes 5.Select OK

33. 33 Module 2 - Structuring Documents  We have completed Module 2  We have discussed the importance of structuring a document  We have discussed how to use and modify styles

34. 34 Creating Section 508 Compliant Microsoft Word Documents I Module 3: Tables and Images

35. 35 Creating Accessible Tables

36. 36 Accessible Tables  Tables may present challenges to people with visual or reading disabilities  Structure a table so that there are logical relationships between data in the table

37. 37 Accessible Table Creation: Best Practices  Tables are created in Word by: 1.Selecting the Table dropdown menu from the Main Menu 2.Selecting Insert from the Table dropdown menu 3.Selecting Table from the Insert dropdown menu

38. 38 Microsoft Word ’ s Table Creator Feature  From the Word toolbar, select:  Table > Insert > Table

39. 39 Insert Table Window  Create tables using the Insert Table option  Set table properties

40. 40 AutoFormat Table Option  AutoFormat window presents a selection of:  Preformatted styles  Advanced formats for headers, columns and rows

41. 41 Accessible Table Creation: Best Practices  Tables created using the Draw Table feature are not accessible

42. 42 Accessible Table Creation: Best Practices  Table headings should be indicated for columns and rows  Column headings should appear at the top of each column of data and be short and descriptive  Row headings should be positioned in the first left hand column of the table  These headings need to be descriptive enough so readers can understand what the data represents and also be as concise as possible

43. 43 Accessible Table Creation: Best Practices  Example of Table Headings and Titles  Add a title above the table that contains the table name and number MondayTuesdayWednesdayThursdayFriday 8 AM 10 AM Table 1-1: Table Displaying Effective Column and Row Headings

44. 44 Accessible Table Creation: Best Practices  Add a caption above or below the table to summarize the purpose of the table  Do not use patterned backgrounds on tables

45. 45 Creating Accessible Images and Other Non-Text Elements  Art  Photographs  Diagrams  Graphs

46. 46 Types of Images  Informative Images  Needs text equivalent  Decorative Images  Logo  Art that does not display content

47. 47 Alternative Text  Alternative Text for an image allows equal access to the information conveyed by the image  Alternative Text is added in the Format Picture Properties Menu

48. 48 Selecting the Format Picture Properties Menu  The Format Picture Properties Menu can be selected two ways:  From the Main Menu  Within the document

49. 49 Selecting the Format Picture Properties Menu From the Main Menu From the Main Menu 1.Select a picture in the document 2.Go to the Format tab on the Main Menu 3.Select Picture

50. 50 Selecting the Format Picture Properties Menu From the Document  From the document 1.Right click on the image 2.Select Format Picture from the drop down menu

51. 51 Format Picture Properties Menu Features  Layout  Web

52. 52 Format Picture – Layout Property  Wrapping style should be In line with text  To edit the layout property: 1.Select the Layout tab 2.In the Wrapping style section select In line with text 3.Select OK

53. 53 Format Picture – Layout Property  Document accessibility depends on reading order  Only In line with text retains the graphics ’ position relative to document text and ensures proper reading order for screen readers

54. 54 Format Picture – Web Property  Alternative text is added in the Web tab 1.Select the Web tab and then add alternative text in the Alternative text box 2.Use a succinct text description that conveys the same information provided by the image 3.Select OK to save your changes

55. 55 Group An Illustration  A grouped illustration:  Alternative text is associated with the grouped object  Makes it easier for assistive technology to discern the object

56. 56 Group An Illustration  Here is an example of associated text with a grouped object.

57. 57 Accessible Diagrams, Charts and Graphs  Images often contain information that is too lengthy to describe as alternative text  Describe in the body of the document just below the image  Alternative text is not necessary when an image conveys no information (i.e., it is decorative or redundant to the text)

58. 58 Captions for Images  Caption is a Word feature that associates a numbered label (such as "Figure 1") with a table, figure, equation, or other item  Captions assist with organizing a page and provide readers with additional information regarding the sequencing of objects  A caption can be generated automatically by Word or manually

59. 59 Generate a Caption 1.From the Main Menu select the Insert tab 2.Select the Reference dropdown menu 3.Select Caption

60. 60 Generate a Caption 4.The Caption window appears 5.In the Caption field, enter the caption for the image 6.From the Label dropdown menu choose the label named Figure 7.From the Position dropdown menu choose Below selected item 8.Select OK - this automatically generates the caption

61. 61 Captions Structure  When Word generates a caption, it will insert the previously identified label (e.g., Figure) and its corresponding number  When entering text manually, be sure to enter the same type of label throughout the document

62. 62 Accessibility Best Practices for Images, Alternative Text and Captions  Do not use text boxes for simple graphics  Do not use background images or watermarks  Do not paste a graphic into a text box  Create captions and alternative text for all images

63. 63 Accessibility Best Practices for Images, Alternative Text and Captions  Numbers and integers can be written in numeric format a.2/3 should be written as two thirds b.Wording such as 2/3rds or one 4th should not be used  Abbreviations can be used, but should be fully written out the first time that they appear in a document  When entering words that are joined together with no space between them, capitalize the first letter of each word

64. 64 Module 3: Tables and Images Summary  We have completed Module 3  We have discussed the steps to create accessible tables and images

65. 65 Resources – Microsoft Word  Microsoft Tutorials http://www.microsoft.com/enable/training/offic e2003/default.aspx http://www.microsoft.com/enable/training/offic e2003/default.aspx  Webaim Microsoft Word http://www.webaim.org/techniques/word/ http://www.webaim.org/techniques/word/

66. 66 Resources – Government  Web Communications & New Media Division http://www.hhs.gov/web/ http://www.hhs.gov/web/  HHS 508 Training – contact your Webmaster  Federal Government 508 Policy, Training and Resources http://www.section508.gov/http://www.section508.gov/

67. 67 ASPA Web Communications and New Media Division http://www.hhs.gov/web/ http://www.hhs.gov/web/ Creating Section 508 Compliant Microsoft Word Documents I