Heading One: Document OverviewAs you read through this sample document, you will format it by marking the indicated text with the appropriate styles and adding alt text to the graphics. In a few paragraphs, we will ask you to start doing just that. At any time, if you would like more information than is provided in this simple document, look for the Formatting with Word Manual provided with this course.First, we want you to know how to “look under the hood” in Word. In order to know what is going on in your document (you control the horizontal; you control the vertical!), work with the “hidden characters” turned on. Let’s try it now: press Ctrl + Shift + * (above the 8) on your keyboard.Whoa! Look at all those marks! Don’t worry; they do not print! Using the same keyboard shortcut a second time will toggle off the hidden characters. Get used to using this command so that you can switch back and forth easily.So what does it all mean? The dots between words are spaces. The backwards “p” is the paragraph mark. Little arrows are tabs. A well-formatted document should look quite clean, without a lot of extra spaces, tabs, or paragraph marks. If you want to know how easy a Word document will be to work with, look under the hood and check the formatting!So turn those funny marks back on, and let’s dive in!Heading One: Understanding StylesStyles contain information about how a paragraph is to be formatted. You set options for the font, including which font family, the font size, the font style, character spacing, and special effects. You also set options for the paragraph as a whole, including alignment, amount of indent, spacing before and after the paragraph, borders and shading, etc.Heading Two: Benefit of StylesThe wonderful benefit of styles is that they allow you to take one e-text document seamlessly into a number of applications: Duxbury Braille Translation Software, Adobe PDF, HTML, etc.Yes, you heard right. Following good formatting principles right in Microsoft Word will allow you to create accessible documents in other formats!Styles also allow you to make global changes to a document when you need to make slight modifications for various e-text uses. If, for example, you have a student who wants more spacing between lines, it is very simple to go into the style and modify the line spacing in the paragraph. The document will update automatically!Heading One: Applying StylesOkay, here we go. You will now learn to apply styles. Once you have, go back and format the first three headings above on this page and then continue to work through the document.To apply a paragraph style, you simply need to be clicked in the paragraph that you want to format and choose the appropriate style. No, you do not need to select the entire paragraph. Nor do you want to. Just click once in the paragraph so that the “I beam” cursor is flashing, then select your style.Heading Two: Word 2007Word 2007: Pick from the styles list on the Home tab of the Ribbon. Use the Styles dialogue box on the Quick Access Toolbar. Open the Styles and Formatting Pane: Alt + O + S; or open the Apply Styles task pane: Ctrl + Shift + S.

Heading Two: Word 2003Word 2003: Pick from the formatting list—either from the Style menu on the Formatting toolbar or from the list on the Styles and Formatting pane.Note that the Style drop-down list on the menu bar is keyboard sensitive, while the list in the Styles and Formatting pane is not.Heading Three: Limiting Styles in Word 2007Word 2007 has a nice new feature that allows you to choose which styles to show on the list in the Styles Pane.Go under the Home Tab to the Styles Group and click on the bottom right corner to bring up the Styles dialogue box. Then click on the Manage Styles button (third button). You can choose to show only the styles that you want used in the document.Heading Three: Adding Alt TextRight click on the graphic below. Choose “Format Picture” from the menu choices. Select the Web tab, and enter text that describes the graphic.Wow! Describe the graphic. This situation is a bit like what Goldilocks faced in the home of the three bears. We describe three examples below. Format these examples as a List.Too much: There is a blue bar at the top, and there is a menu bar and the formatting bar is turned on and...No. Too much information.Too little: Screen shot....No. Too little information.Just right: Screen shot of the document window showing menus for selecting styles....Ah, enough information to know what it is and why it’s there. If I want more information about this graphic, I can always have someone describe it to me.

What about placement? What if I want my graphic to be centered? Simply click on it once, and either choose the Center Align icon on the formatting toolbar or go to Format > Paragraph and choose Center.Heading Two: Format Painter

If you already have styles in your document, you can easily apply the style of one paragraph to another by using the Format Painter tool. Click in the paragraph that has the style that you want to transfer. Choose the Format Painter tool and then click on the paragraph that you want to transfer the style to. This text will now take on the style of the paragraph you had originally chosen.Note that single clicking on the Format Painter will allow one transfer if the style. Double-clicking on the Format Painter will allow the cursor to retain that style until you click again on the Format Painter tool.Heading Three: Word 2007Word 2007: Right click anywhere in the text, the format painter is on the Mini Toolbar.Heading Three: Word 2003Word 2003: The Format Painter is on the Formatting toolbar and looks like a paint brush.Heading One: Keyboard ShortcutsWhat a great opportunity for a bulleted list! The following styles (make them bullets) have built-in keyboard shortcuts:Heading One = Ctrl + Alt + 1Heading Two = Ctrl + Alt + 2Heading Three = Ctrl + Alt + 3Remove manual formatting = Ctrl + SpacebarNormal style = Ctrl + Shift + NChange case = Shift + F3Heading TwoOkay, let’s try those keyboard shortcuts.Use the keyboard to make me a heading one.Go back and change the case of that heading above so that the first letter of each word is capitalized. Hint: Select the text then use the change case keyboard shortcut.Time for a heading twoChange the case on this heading two, as well.Heading three: Other formattingChange the case of the heading three above. And, darn, using the keyboard to apply headings only works up through three. It is possible to add the keyboard shortcut for a

heading four. To do that, you would have to modify the style. We will look at that option in a moment.Right now, we want to remove all the funny manual formatting in the paragraph above. Select the paragraph first (triple clicking in the paragraph works well for this) then use the Ctrl + Spacebar command. So easy, it’s fun! And if we just want to change the style of the paragraph back to Normal (try it with

this one and the next two), use the Ctrl + Shift + N keyboard shortcut. You are applying a style, so you do not need to select the paragraph, just have the

cursor in it. However, since there are a few paragraphs to change, you can select them all at once!Heading Three: Numbered ListThe following is a numbered list. Select List Number from the styles:item 1item 2

item 3item 4item 5Heading Three: Normal is a Style, tooWe have a paragraph of interesting and entertaining normal text now. We can format this text as Normal or Body Text, but whichever we choose, we should be consistent throughout the document so that when we make changes we can just change one style.Both styles are treated the same way by other programs. The two styles behave slightly differently in Word, however. Normal is the “automatic” style. Even if you do not believe you are “using” styles, you are because Word automatically applies the Normal style. Word 2007 makes it easy to make changes to the Normal style by allowing you to select different themes.In Word 2003, however, you do not want to mess with the Normal style too drastically. Small changes work fine, but really major changes can cause problems. If you want to change the attributes of the style for your main text extensively, use the Body Text style. Heading Two: Modifying StylesAs we have learned, styles are preset attributes for paragraphs or characters. Using styles is a powerful way of ensuring that the formatting you create carries into other programs. How do we find these styles?First, let’s format the text below. Make the Word 2007 and Word 2003 paragraphs List style. Make the text below each List 2. Hmmm, if you want to change the alignment of that first line for List 2, just put a tab in front. And remember to add alt text to each of the graphics.Word 2007Go to the Home tab > Styles command group. Click the Dialog Box launcher icon in the lower right corner of the title pane of the Styles command group. Use the Styles Pane the same way that you do in 2003.Word 2003Styles can be accessed in the styles and formatting task pane (Format > Styles and Formatting):

Right clicking on the down arrow next to a style's name allows you to access the option to modify the style. Selecting the modify option will access another window that allows you to choose whether you want to modify the font, the paragraph, the borders, etc.

Let’s change the spacing of our Normal style so that there is a bit more room between the paragraphs. Select the Normal style, find the down arrow, then choose Modify> Format

(bottom left corner of the Modify Style dialogue box) > Paragraph. Change the before and after spacing to 6 point.

Heading One: TablesSimple tables have become a very convenient option in e-text. Screen readers (like JAWS) now read them quite well, Duxbury Braille Translator can handle them, and you can convert them easily into PDF or HTML. With a little planning, they're not even too bad going into plain text (ASCII).Heading Two: Inserting TablesIf you know how many rows and columns you want in your table, you can insert a table directly.Word 2007: Go to the Insert Tab and look under the Table group.

Word 2003: Go to Table > Insert > Table and select the options for the number of rows and columns you want.

Heading Two: Converting Text to TableYou can also create a table from existing text. Make sure to use tabs, commas, or some other standard symbol between columns; for example, enter the text for the first column, hit the tab key, and enter the text for the next column, etc.Word 2007: Go to the Insert Tab > Tables > Table > Convert Text to Table

Word 2003: Select the text and choose Table > Convert > Text to Table.Heading Three: Header RowOnce you have created your table, if the top row is a header row, be sure to select that row and go under Table Properties to designate that row as the header row.

Heading Two: Making a Table for MP3 Files

A handy trick for converting a table into text that is easier for some TTS (text-to-speech) engines to read is to use index styles to format the table and then convert the table to text.Word 2007: In the Styles Pane, choose Options and set the styles to select to All Styles.

Word 2003: In order to use the Index style, you have to first add it to the styles list. Open the Styles and Formatting pane. At the bottom, under Show, select Custom.You will launch the Format Settings window.

Make sure the Category (middle of the window) is set to All styles. Click in the “Styles to be visible” list and tap the letter “I” on the keyboard. This will take you to the Index styles. Check the same number of Index styles as your table has columns (i.e., for a three-column table, you will need Index 1, 2, and 3; max 7), and say OK. Change the setting in the Styles and Formatting pane back to Available Styles. The Index styles will now show on the list.

The table below has Index 1 applied to column one; Index 2 applied to column two, etc. That has been done for you to show how it looks before you convert it. It needs to have the header row designated, however, so select the first row and go to the Table Properties for that row.Law Application MandatesSection 504 Anyone receiving

federal fundsOpportunity for disabled students to

participate must be as effective as that provided to others

Title II Public entities Equal information access, including print and computer-based information

Section 508 Federal entities Provide access to electronic and information technology

Title 5 Anyone receiving California state funds

Distance education courses must be accessible

SB 105 California state entities

Applies section 508 guidelines to state

AB 422 Postsecondary-textbook publishers

Must provide print-disabled students with e-text of textbooks

To convert this table back to text, we first select the table. Look for a little four-headed arrow when you mouse over the top left corner of the table. Click on that icon to select the entire table with one click.After selecting the table, we go under Table > Convert > Table to text. We get a window asking how to separate the text, and in this case, we separate it by paragraph marks.

This process results in the table changing to the style shown below. Law

ApplicationMandates

Section 504Anyone receiving federal funds

Opportunity for disabled students to participate must be as effective as that provided to others

Title IIPublic entities

Equal information access, including print and computer-based informationSection 508

Federal entitiesProvide access to electronic and information technology

Title 5Anyone receiving California state funds

Distance education courses must be accessibleSB 105

California state entitiesApplies section 508 guidelines to state

AB 422Postsecondary-textbook publishers

Must provide print-disabled students with e-text of textbooksHeading Three: Indexed ListNow we have a list that has information under the list items, sort of like an outline. Duxbury needs such a list set in the Index style. Find your Index styles and format the section below.index one list item oneindex two information pertaining to list item one; more and more and more and more and more information pertaining to this list itemindex one list item twoindex two information pertaining to list item two; more and more and more and more and more information pertaining to this list itemHeading Three: Now for a TableBelow is a very simple table.Column 1 Column 2 Column 3Row A1 Row A2 Row A3Row B1 Row B2 Row B3Row C1 Row C2 Row C3Row D1 Row D2 Row D3Convert the text to a table, and remember to set that first row as the table header row.

Heading three: DAISY TagsBelow is an example of fields separated by paragraphs. Select from “dc: creator” through “college name.”Once the text is selected, go to your table tools: Table > Convert Text to Table. Set the columns to 3 as shown below.

dc:creator content: name(s) of author(s) or creator(s) of the intellectual content of the publication Author's name

dc:source content: a reference to the print source from which the present resource is derived; use with schema ISBN or schemeless ISBN or blank

dc:title content: title of DTB or publication Title

ncc:producer content: name of organization/production unit generating the DAISY DTB College nameNow add the header row. Select the first row of the table and go under Table > Insert > Row above. Label the columns as shown below (and remember to make style the list below!):DAISY TagContentDescription

Then set this row as the header row.Heading One: Other FormatsHeading Two: Creating a PDFIf you have used styles and you have the full version of Adobe Acrobat Professional, you can convert your document into PDF format. If you use Adobe v. 5 or later, it will add a tag structure.

Heading Three: Word 2003

If you have Adobe Acrobat Professional installed, you should have a toolbar in Word. First, check your settings.

Make sure that Enable Accessibility is checked.

Make sure that you also enable the advanced tagging under the Word tab.

Now you are ready to convert to Adobe PDF.

Heading Three: Word 2007

To create a PDF from Microsoft Word 2007, it is necessary to have either Adobe Acrobat 9 installed OR to have downloaded the free Save As PDF or XPS plug-in from Microsoft. This will allow you to create PDF documents that support accessibility. After including the appropriate accessibility information, choose Save As and then either "Adobe PDF" or "PDF or XPS" to save the document as a PDF. The Adobe PDF option will only be displayed if you have installed Adobe Acrobat.

Heading One: SummaryWe hope you have enjoyed this brief exercise in creating an accessible document, and whenever you are creating any document, remember these three tips: Use styles Format with the appropriate tools

These tools includes marking header rows in tables; using columns format, rather than tabs, to create columns; and building spacing into styles, rather than using the enter key.

Provide text descriptions of graphics (alt text)