How to make Accessible Word Documents TJ SCHLOUSKI, ATP

ILLINOIS ASSISTIVE TECHNOLOGY PROGRAM

Questions •This is meant to be an interactive experience if you have questions please ask by typing them into the chat box.

Why are we talking about Word? •Information and Communication Technology (ICT) covers everything from websites, telecommunications, video, and audio. But it alson includes digital media for example Word Documents, PowerPoint Presentations, PDF’s, etc.

•Most PDF’s start out as Word Documents

•Having an accessible original document helps in the future

How to make an Accessible Word Document •Use styles

•Use columns and lists

•Use alternative text

•Use basic data tables

•Use appropriate link text

•Use the built in Word accessibility checker

•Other suggestions

What are Styles? •Styles create document structure in your document

•Styles include document elements for example Headings (H1, H2, H3), Title, and Subtitle

•Styles or document structure allow for the document to be navigable by assistive technology •In Word you access styles through the Home Tab > Styles Menu

Word 2010 Styles

Word 2013 Styles

What are lists and columns? •Lists and columns are used to break up and simplify content

•When creating lists and columns you need to use the built in tools to create them •Using the tool provides proper mark up in the back end for assistive technology •In Word 2010 and 2013 you can access lists through the Home tab > Paragraph Menu > Bullets or Numbering •In Word 2010 and 2013 you can access columns through Page Layout Tab > Page Setup Menu > Columns

Word 2010 Lists

Word 2013 Lists

Word 2010 Columns

Word 2013 Columns

What is Alternative Text? •Alternative text is a descriptive representation of what is in an image, chart, or table •Alternative text needs to be added to any image or chart that displays important information •To set the Alternative Text of an image in Word 2010 right click on image > click format image > click on alt text > enter the alternative text under description •To set the Alternative Text of an image in Word2013 right click on the image > click format image > click layout and properties > enter the alternative text under description

Word 2010 Alternative Text

Word 2013 Alternative Text

What are Basic Data Tables •Tables are used to display data in an organized way •When using tables in Word best practice is to make it a simple data table •Never draw a table, always use insert table command •In the first cell always

• Add an alternative text description of the table • Under table properties, row tab, uncheck “allow row to break across pages” • Under table properties, row tab, check “repeat as header on the top of each

page”

•Always insert a caption of the table

How to create a Simple Data Table

How to create a Simple Data Table

How to create a Simple Data Table

How to create a Simple Data Table

How to create a Simple Data Table

How to create a Simple Data Table

How to create a Simple Data Table

What is Appropriate Link Text •Links are usually created in word by typing out the URL and hitting space or enter to create the link, for example http://www.iltech.org/contactus.html

•Typing the full URL can be confusing for users of assistive technology, that is why it is important to provide unambiguous names or context for links that describe the function, destination, or purpose

•For example: The Illinois Assistive Technology Program’s Contact Us page

•To set appropriate link text go to Insert Tab > Links Menu > Hyperlink

How to make appropriate link text

How to make appropriate link text

How to make appropriate link text

What is the Word Accessibility Checker •Microsoft word has a tool that will help you check the basic accessibility of your word document

•This tool checks against three sets of possible issues • Errors • Warnings • Tips

•To use the Word Accessibility Checker in 2010 go to File > Info > Under Prepare for Sharing (Check for Issues Button) > Check Accessibility •To use the Word Accessibility Checker in 2013 go to File > Info > Inspect Document (Check for Issues Button) > Check Accessibility •Microsoft office 2011 for Mac does not offer an accessibility checker

What is the Word Accessibility Checker •Error: An error is for content that makes a file very difficult or impossible for people with disabilities to understand

•In Errors the accessibility checker looks at these 3 guidelines • Do all objects have alternative text • Do all tables specify column header information • Do all long documents use styles to provide structure

What is the Word Accessibility Checker •Warning: A warning is for content that in most, but not all, cases makes a file difficult for people with disabilities to understand. •In Warnings the accessibility checker looks at 6 guidelines

• Is the hypertext meaningful • Does the table have simple structure • Does the table use blank cells for formatting • Is their repeated “blank characters” • Do headings contain to much information • In their floating embedded objects

What is the Word Accessibility Checker •Tip: A tip is for content that people with disabilities can understand, but that might be better organized or presented in a way that would improve their experience.

•In Tips the accessibility checker looks at these 4 guidelines • Are closed captions included for inserted audio and video • Are layout tables structured for easy navigation • Are images watermarks being used • Are all headings in the correct order

How to use Word 2010 Accessibility Checker

How to use Word 2013 Accessibility Checker

Other things to consider •Make sure the file name is descriptive, don’t use the Word default file name

•Make sure header, footer, and watermark information is duplicated at or near the start of the main content area

•Do not use color alone to convey meaning •Make sure your document can meet the appropriate color contrast requirements

•Avoid making forms in Word