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Note to trainers The videos in this presentation provide closed-caption files as it’s often easier for viewers of all abilities to follow along. If you wish to remove the closed captions, you must install the Subtitling Add-in for Microsoft PowerPoint (STAMP). You can download the add-in from http://sourceforge.net/projects/stamp-addin/files/Latest%20Version/ Once you install the add-in, to turn the captions off: 1. Locate a slide that contains a video and click the video. The Playback contextual tab appears on the top of the window. If you don’t click the video, the Playback tab won’t be visible. 2. On the Playback tab, click Hide. 3. Go to the next slide and repeat until you’ve hidden the captions all slides or for any of the videos with captions you wish to hide. Note that if you save the file, the captions will stay hidden when you re- open the presentation. 4. To show the captions again, repeat steps 1-3, but click Show in step 2. If you click Remove during step 2, the captions will be permanently removed from the video.

Create accessible documents in Word 2010 accessible documents in Word 2010

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Before you begin

Note to trainers

The videos in this presentation provide closed-caption files as its often easier for viewers of all abilities to follow along.

If you wish to remove the closed captions, you must install the Subtitling Add-in for Microsoft PowerPoint (STAMP). You can download the add-in from http://sourceforge.net/projects/stamp-addin/files/Latest%20Version/

Once you install the add-in, to turn the captions off:

Locate a slide that contains a video and click the video.

The Playback contextual tab appears on the top of the window. If you dont click the video, the Playback tab wont be visible.

On the Playback tab, click Hide.

Go to the next slide and repeat until youve hidden the captions all slides or for any of the videos with captions you wish to hide. Note that if you save the file, the captions will stay hidden when you re-open the presentation.

To show the captions again, repeat steps 1-3, but click Show in step 2. If you click Remove during step 2, the captions will be permanently removed from the video.

Download the PowerPoint viewer at (http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144-1076-4615-9951-294eeb832823)

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Before you begin

If a yellow security bar appears at the top of the screen in PowerPoint, click Enable Editing.

You need PowerPoint 2010 to view this presentation. If you dont have PowerPoint 2010, download the PowerPoint Viewer (see the URL in the notes pane).

Download the PowerPoint viewer at (http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144-1076-4615-9951-294eeb832823)

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Microsoft Word 2010 Training

Create accessible documents

[Notes to trainer:

This presentation must be viewed in PowerPoint 2010. If you dont have PowerPoint 2010, the videos included in the presentation will not play. If you dont have PowerPoint 2010, download the PowerPoint Viewer to view these files (http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144%2D1076%2D4615%2D9951%2D294eeb832823).

If the yellow security bar appears at the top of the screen in PowerPoint, or if a Codec Unavailable message appears in the video playback window, the presentation might have opened in Protected View. To enable video playback, in the yellow security bar at the top of the PowerPoint window, click Enable Editing.

To browse other downloadable [Product Name] training presentations, see the Download Office 2010 training page (http://office.microsoft.com/en-us/powerpoint-help/download-office-2010-training-HA101901726.aspx).

For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]

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Course contents

Overview: Make your documents accessible

Lesson: Includes 5 instructional movies

Quick Reference Card

Create accessible documents

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Overview: Accessible documents

Create accessible documents

Create Word 2010 documents that are more accessible to people with disabilities. Learn how to format your document using Styles, add alternative text to images, and other tips to make your document easier for users and assistive technologies to navigate.

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Course goals

Apply heading styles and paragraph formatting to your document.

Add alternative text to images, objects and tables.

Structure layout tables for easy navigation.

Use other tips and tricks for keeping your documents accessible.

Create accessible documents

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Heading styles (2:46)

Create accessible documents

Point to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

Because many files are viewed electronically, governments and industries are starting to

require that they be accessible to people with disabilities.

The amended Section 508 of the United States Rehabilitation Act of 1973

requires federal agencies to make all of their electronic and information technology accessible.

In Word theres several things that you can do to make your documents more accessible to users with disabilities.

Heading in paragraph styles, as well as tables of contents in longer documents help to make your document easier to read.

These elements add structure for people using a screen reader,

or who rely on the visual queue of section headings to navigate as they read.

And if you save your document as a PDF or an open XML,

the changes you make in your original document will be retained.

Some things to think about when using headings in your document are; keep your heading title short for clarity,

long headings are difficult to scan quickly, and then, use headings in the correct order:

Heading 2 after Heading 1, Heading 3 after Heading 2, etc.

Using the right outline order makes it easier for software reading programs

to narrate your content for readers with visual disabilities.

Heading and paragraph styles are found on the Home tab in the Styles group.

If you dont see the style that you want, click the More button to expand the gallery.

To apply a heading style, type the text of your heading, and then select it.

Click the heading style that you want.

You can see how your text will look with a particular style by placing your pointer over the style that you want to preview.

You can also customize the font and formatting of the headings.

You might do this if you want to conform to your company or departments branding style.

To do this, select the heading text that you want to customize.

On the Home tab, in the Styles group, click the heading style that you want to customize. Heading 1 in this case.

Make the changes that you want. For example, you can change the font, the size, or the color.

On the Home tab, in the Styles group, right-click the heading style that you just customized. Heading 1 in this case.

And then click Update Heading to Match Selection.

Now every time you apply that heading style in your document, it will be your customized version.

Up next, see how to apply and customize paragraph styles and settings in your document.

[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

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Paragraph styles (1:48)

Create accessible documents

Point to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

Using paragraph styles for the body of your text is especially important for people using screen readers.

When you separate paragraphs with empty lines, or use empty lines to format your document.

People using text to speech tools hear blank for each line with no text.

This could lead them to believe that theyve reached the end of your document.

By setting the spacing that appears before or after paragraphs in your document,

you can clearly define each block of text

without adding extra blank lines by using a quick style set that uses the spacing that you want.

On the Home tab, in the Styles group, click Change Styles, and then point to Style Set.

Live Preview will show you how the line spacing changes from one set to the next.

When you see a spacing that you like, click that set.

Now you can also customize the paragraph spacing, with or without applying a style set,

by using one of the built-in paragraph spacing styles.

On the Home tab, in the Styles group, click Change Styles, and then point to Paragraph Spacing.

Live Preview will show you how the line and paragraph spacing changes from one set to the next.

Click the style that you like to apply it to your document.

Now if you want to manually enter your paragraph spacing,

click Custom Paragraph Spacing, and then in the Manage Styles box, on the Set Defaults tab, under Paragraph Spacing,

you can use the arrows at the Before and After boxes to increase or decrease the spacing before or after your paragraphs.

When youre done, click OK.

Up next, see how to include alternative text for any images, objects, or tables in your document.

[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

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Add alt text to images and tables (3:00)

Create accessible documents

Point to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

Alternative text or alt text is read by screen reader software,

so that people with visual disabilities can understand non-text content in your document.

Alt text should be included for any of the following objects in a document:

Pictures, Clip Art, Charts, Tables, Shapes (those that dont contain text and arent in a group),

SmartArt graphics, Groups, Embedded objects, Ink, and Video and Audio files.

Good alt text conveys the important content or function of the object.

Its important to be as succinct as possible. Typically no more than a few words are necessary.

Though sometimes a short sentence or two might be appropriate.

Screen readers generally convey what the content is,

so you dont need to include phrases like image of, or table of, or link to.

To add alt text to a picture, shape, chart, or SmartArt graphic,

right-click it, click Format Picture, and then click the Alt Text bead.

Note that youll need to click the border of a chart or SmartArt graphic and not the individual shape or piece.

In the Description box, enter an explanation of the non-text item, and then click Close.

To add alt text to a table, right-click the table, click Table Properties, and then click the Alt Text tab.

In the Description box, enter an explanation for the table.

Now note that when you have complex content to describe, including a title is useful.

In some cases, this might make needing to read the full description unnecessary.

When you've finished entering a Description and a Title, click OK.

Now if you frequently add alt text to content in your documents,

you can add the alt text shortcut command to your Quick Access Toolbar.

In the upper left corner above the Ribbon, click the Quick Access Toolbar dropdown, and then click More Commands.

Under Choose commands from, click Commands Not in the Ribbon.

Click Alt Text. Click Add to move it to the Toolbar column, and then click OK.

Next, select the image, click the new Alt Text toolbar button in your Quick Access Toolbar, and then add your alt text.

You can now add new alt text with one click from the Quick Access Toolbar.

Up next, structure tables for easy navigation.

[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

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Structure tables for easy navigation (2:08)

Create accessible documents

Point to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

If you use tables in your documents, either for presenting data or for formatting, it's important to make them

predictable and easier to navigate by avoiding nested tables, merged, or split cells.

Tables should be simple. You can check the reading order by tabbing through the cells

to make sure the information is presented in a logical order.

For English, that means left to right, and top to bottom.

Having a designated header row in data tables makes them easier to navigate.

A table header row contains column headings that provide context.

If the table is large and crosses page or section breaks, repeating header rows

will ensure that the column headings appear at the top of every new page,

making it easier for people using screen readers to keep track of where they are and what they are looking at.

First, highlight the table rows you want to designate as the header, and then click the Layout tab in Table Tools.

In the Data group, click Repeat Header Rows.

Tables are also used for formatting and organizing.

For example, when youre designing a form, the entire document is often based on a heavily formatted table,

which makes it hard for people to navigate with a screen reader.

Keep formatting as simple as possible so people can logically follow the information.

Now, you also may need to merge or split cells to keep the table simple.

Do this by selecting the cell or cells, right-clicking, and then choosing Split Cells or Merge Cells from the menu.

For the Lodging cell, Ill right-click, click Split Cells, and then drag the cell borders to line them up.

Avoid using blank cells or rows to create space since its challenging for screen readers.

To delete a blank row, right-click on the row, and then click Delete Rows.

Instead of using empty rows, columns, or cells to create space, try adjusting the size

by pointing to a border and dragging the double arrow to the size that you want.

Up next, a few more tips.

[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

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Tips and tricks (1:41)

Create accessible documents

Point to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

There are a few additional tips that you can use when making your documents accessible.

Hyperlinks should provide a clear description of the link destination.

Avoid using the full URL or phrases like, click here, or this.

You can also include ScreenTip text that appears when you pause your pointer over the link.

First select the link, and then right-click.

Click Hyperlink, and then type a phrase in Text to display that briefly describes the link destination.

Click ScreenTip, and then type more information about the link.

You can view your ScreenTip by pointing at the link.

If you add images or objects to your document, make sure that the text wrapping keeps them in line with the text.

Screen readers will likely identify them out of order, which can be confusing.

Select your image, and then on the Format tab, in the Arrange group, click Wrap Text.

Choose a text wrapping style that keeps the image in line with the text, such as

In Line with Text, Square, or Top and Bottom.

Watermarks in general, and especially images used this way, may not be understood by users with disabilities.

If you must use one, be sure that the information it contains is included elsewhere in the document.

In this case, in the title.

Thats it for this training course. For other training courses go to office Office.com/training

To learn more about accessibility in Microsoft products, go to Microsoft.com/enable

[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

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Quick Reference Card 1

Run Accessibility Checker

Click the File tab, and then click Info.

Under Prepare for Sharing, click Check for Issues.

Click Check Accessibility.

You will return to your document where the Accessibility Checker side bar will indicate any issues your document may have.

Click an issue in the side-bar to learn how you can fix it in your document.

Apply heading styles

Select the text you want to make a heading.

On the Home tab, in the Styles group, click the heading that you want to use.

Create accessible documents

Quick Reference Card 2

Apply paragraph styles

On the Home tab, in the Styles group, click Change Styles.

Format paragraphs by doing one of the following:

Click Style Set and choose a paragraph style that you like, or

Click Paragraph Spacing, and then Custom Paragraph Spacing to enter custom spacing Before or After your paragraphs.

Add alternative text (alt text) to an image or object

Select your image or object.

Right click. If its a chart or SmartArt graphic, youll need to click the border, not an individual shape or piece.

Click Format Picture, and then click the Alt Text pane.

In the description box, type an explanation of the non-text item, and then click Close.

Create accessible documents

Quick Reference Card 3

Add alternative text (alt text) to a table

Select your table.

Right click.

Click Table Properties, and then click the Alt Text tab.

In the description box, type an explanation of the table, and then click Close.

Designate a header row in a table

Highlight the table rows you want to designate as a header row, and then click the Layout tab in Table Tools.

In the Data group, click Repeat Header Rows.

Create accessible documents

Quick Reference Card 4

Merge or split cells in a table

Highlight the cell that you want to split, or the cells that you want to merge, and then right click.

Choose Split Cell or Merge Cell as needed.

Edit hyperlink text

Highlight the URL in your document, and then right click.

Click Edit Hyperlink, and then type a description in the Text to display field.

Click OK.

Create accessible documents

Quick Reference Card 5

Keep images in line with text

Select the image, and then on the Picture Tools Format tab, in the Arrange group, click Wrap Text.

Select a text-wrapping style that keeps the image in line with the text, such as In Line with Text, Square, or Top and Bottom.

Create accessible documents

Quick Reference Card 6

The online version of this Quick Reference Card has more information. To see that version, go to http://office.microsoft.com/en-us/word-help/quick-reference-card-RZ102644124.aspx?section=8&mode=print

Create accessible documents

Using this template

See the notes pane or view the full notes page (View tab, Notes Page) for detailed help on this template.

Using This Template

This Microsoft PowerPoint template has training content about creating accessible documents in Microsoft Word 2010. Its content is adapted from the Office.com Training course called Create accessible Word documents.

PowerPoint version: The template must be viewed in PowerPoint 2010. If you dont have PowerPoint 2010, the videos included in the presentation will not play. If you dont have PowerPoint 2010, download the PowerPoint Viewer to view these files (http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144%2D1076%2D4615%2D9951%2D294eeb832823).Video playback: If the yellow security bar appears at the top of the screen in PowerPoint, or if a Codec Unavailable message appears in the video playback window, the presentation might have opened in Protected View. To enable video playback, in the yellow security bar at the top of the PowerPoint window, click Enable Editing.

Slide layouts: Each slide has a custom layout. To apply the custom layout to a new slide, right-click the slide thumbnail, point to Layout, and click the layout from the Layout gallery. To alter the layouts, open master view and alter the specific master layout in that view. You can find the layouts title by pointing to its thumbnail.

Animations: Custom animation effects are applied throughout the presentation. These include Float In (Up or Down option), Fade, and Zoom. To alter animation effects, click the Animations tab, and use the Add Animation gallery and Timing options. Effect Options gives you choices about the effect; click Animation Pane on the Animations tab to work with multiple animations.

Transitions: One transition, Doors, is used to emphasize sections of the slide show. Its applied on the Course Contents slide, Lesson slide, and the first test slide.

Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have [app] 2010 installed to view the hands-on practice sessions. If you dont have [app] 2010, you wont be able to access the practice instructions.

Headers and footers: The template contains a footer that has the course title. To add footers such as the date or slide numbers, click the Insert tab, and click Header & Footer.

Extracting videos from this file: Read these instructions first, because youll have to close this file in order to follow them. To extract the videos from this file, start Windows Explorer and change the filename extension from .pptx to .zip. Confirm the name change, and then open the renamed file. Youll see a set of folders. The videos are located in the \ppt\media folder. Copy the videos and paste them to your local drive or other convenient location. Youll probably need to rename the videos, because PowerPoint names them Media1.wmv, and so on. To resume using the presentation, change the filename extension back to .pptx.

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