Create Accessible DocumentsMicrosoft Word 2007

Cryssel Vera

cvera@csus.edu | 916-278-2847

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.

Accessibility Resources

▪ Accessibility Information for Instructors▫ http://www.csus.edu/accessibility/

instructors.html

▪ The CSU Accessible Technology Initiative▫ http://www.calstate.edu/accessibility/

▪ Accessibility at Sacramento State▫ http://www.csus.edu/accessibility/index.html

Accessibility Resources

▪ Professional Development for Accessible Technology▫ http://teachingcommons.cdl.edu/access/

index.html

▪ Accessible Instructional Materials Guides▫ http://www.csus.edu/accessibility/guides.html

▪ Faculty Staff Resource Center▫ http://www.csus.edu/irt/fsrc

What are Instructional Materials?

▪ Electronic Distributed Materials▫ Syllabus

▫ Word Docs, PPT, PDF, WebPages

▪ Textbooks

▪ SacCT Course Content

▪ Faculty Website Content

▪ Videos and Audio…

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 – JAWS ▫ Magnification Software – ZoomText ▫ Scan/Read – Kurzweil ▫ Assistive Technology Showcase Devices

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

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

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

Accessibility Elements

▪ Structure

▪ Styles and Formatting

▪ Alternative Text for Images

▪ Descriptive Labels for Links

Accessibility Elements

▪ Simple Tables; Table Headers Identified

▪ Review with Assistive Technology

▪ Electronic Format – Multiple Formats

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?

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

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

Exercises

▪ Go to:▫ http://www.csus.edu/accessibility/dev/workshop.html

▪ Download: “Syllabus Make Me Accessible”

▪ Save To Desktop

WORKING WITH STYLES

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?

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.

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

Modify Style Window

Properties: Style Name and Type

Formatting: Font, Paragraph, Border, Tabs, Numbering, Paragraph Spacing, Text Placement…

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

WORKING WITH FONTS

Use Readable Font

▪ Font Size

▪ Font Family

▪ Font Color

▪ Font Style

Font Family

▪ Arial

▪ Tahoma▪ Verdana

Serif▪ Times New Roman

▪ Georgia▪ Book Antiqua

Sans Serif

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)

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

Font Style

▪ Avoid using all UPPERCASE LETTERS

▪ Italics are difficult to read on screen

▪ Reserve Underline Text for Links

▪ Use Sans Serif Fonts

WORKING WITH IMAGES

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

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)

▪ Windows: Add Caption▫ References Tab > Captions group > Insert

Caption. Appears below/above image.

Alt Text Tips

▪ Avoid Clutter

▪ Avoid using images as Background

▪ Decorative vs. Meaningful▫ Decorative images most likely do not require

alt text.

Try it!

▪ Add Alt Text to the Image in Document

▪ Add a Caption to the Image in Document

WORKING WITH HYPERLINKS

Use Descriptive Hyperlinks

Descriptive Links:▪ Sac 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.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

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

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.

WORKING WITH TABLES

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

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)

Try it!

▪ Locate Header Row and Select it

▪ Add the Table Header tag

MULTIPLE FORMATS

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

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/XPS

▫ MS Office 2003+ Buy full Adobe Acrobat Standard/Pro to have Adobe

PDF Menu and “Convert to Adobe PDF” button option

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 Mac + File > Export as PDF > General Tab > select “tagged

PDF” checkbox

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

Multiple Formats

▪ Rich Text Format “RTF”▫ File > Save As > RTF

▫ Read across different word processing applications

Try it!

▪ Convert into PDF ▫ Open in Adobe Acrobat and Check Tags

▪ Convert into HTML▫ Open in Dreamweaver

Use Assistive Technology

▪ Use JAWS to Read Document

▪ Start JAWS: CTRL + Alt + J

▪ Use Shortcuts

Summary

▪ Structure

▪ Styles and Formatting

▪ Alternative Text for Images

▪ Descriptive Labels for Links

▪ Simple Tables

▪ Review with Assistive Technology

▪ Electronic – Multiple Formats

Questions??

▪ If you have questions about this workshop, please contact Cryssel Vera at:

cvera@csus.edu

Workshop Evaluation

▪ Locate Workshop Evaluation Icon on Desktop

▪ Find Workshop Name Link, complete evaluation

▪ Contact:Cryssel Vera

cvera@csus.edu

278-2847