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Create Accessible Word Documents - PowerPoint PPT Presentation

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Create Accessible Word Documents. Presented by: Cryssel Vera. Objectives. To learn about the elements 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.

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Create accessible word documents l.jpg

Create Accessible Word Documents

Presented by:

Cryssel Vera

Sacramento State, Fall 2009

Objectives l.jpg

  • To learn about the elements needed to design an accessible Word Document.

  • To understand how to apply these elements in your word documents.

  • To create an accessible Word Document.

Sacramento State, Fall 2009

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Accessibility Resources

  • The CSU Accessible Technology Initiative


  • Accessibility at Sacramento State


  • Creating Accessible Online Instructional Materials


Sacramento State, Fall 2009

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Instructional Materials Accessibility

  • Electronic Distributed Materials

    • Syllabus

    • Word Docs, PPT, PDF, WebPages

  • Textbooks

  • SacCT Course Content

  • Faculty Website Content

  • Video and Audio…

Sacramento State, Fall 2009

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Document Accessibility

  • 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

Sacramento State, Fall 2009

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Document Accessibility Continued…

  • Other factors to keep in mind are:

    • Language

    • Learning styles

    • Access to technology (specific software)

      • Digital Divide

      • HTML most accessible format, ubiquitous

Sacramento State, Fall 2009

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Accessible Syllabus

  • What does a blind user hear?

  • Use JAWS

    • Ctrl + Alt + J “Jaws for Windows is Ready”

  • Open Accessible Syllabus Example

Sacramento State, Fall 2009

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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

Sacramento State, Fall 2009

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Elements for Accessibility

  • Structure

  • Styles and Formatting

  • Alternative Text for Images

  • Descriptive Labels for Links

  • Simple Tables

  • Review with Assistive Technology

  • Electronic – Multiple Formats

Sacramento State, Fall 2009

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Structure of Document

  • 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?

Sacramento State, Fall 2009

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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

Sacramento State, Fall 2009

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Styles and Formatting Continued…

  • Apply Heading Styles:

    • Document Title

    • Sections in Document

    • Use the Styles Menu to format Headings instead of the Paragraph menu

    • Create a table look w/out the table (instead of layout tables or text boxes)

    • Paragraph Menu adds the look but not the structure to headings!!!

  • Formatting of lists can be added via Paragraph or Styles Menu

Sacramento State, Fall 2009

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  • Go to:

  • Download: “Syllabus Make Me Accessible” document save on to desktop.

Sacramento State, Fall 2009

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Adding a Heading Style: No Existing Formatting Example

  • Select Document Title

  • Select the Home Tab > Styles Menu

  • Select Heading 1

    • Title reflects style formatting for H1

    • Hover mouse over H1, note specifications

  • Add a Heading 2 style to next section title

    • What is the next section title?

Sacramento State, Fall 2009

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Update a Style to Match Selection: Existing Formatting

  • Select the Third Section Title

  • Go to Styles Menu and Locate Heading 3

    • Notice current formatting specifications

  • Right Click Heading 3

  • Select “Update Heading 3 to Match Selection”

    • Selection will remain the same however when clicked, H3 is highlighted on Styles menu

Sacramento State, Fall 2009

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Modify a Style: Add new specs to current style

  • Modify Heading 1: Tahoma, 16 pt., Bold

    • Styles Menu > Heading 1 > Right Click > Modify Style

    • Make Changes under Formatting

  • Modify Heading 2 to your choice

Sacramento State, Fall 2009

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Styles Sets

  • Default Style Sets in Word

    • Based on Normal.dotm MS Word Template,

    • Default = Black and White

    • 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 > Change Styles > Save as Quick Style Set

Sacramento State, Fall 2009

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Recommendation for Fonts

  • Use the most readable fonts

  • Sans Serif Fonts: Verdana, Arial, Tahoma

    • Have Plain Endings, no flared extensions, no extra ornamentation, easier to read

  • Serif, Cursive, Fantasy fonts

    • Harder to read, extra ornamentation, strokes at tips

  • Limit the number of fonts used

  • Avoid small font sizes (24pt min)

Sacramento State, Fall 2009

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Fonts Continued…

  • Availability of fonts across computer operating systems?

  • Use Real text vs. text within graphics

  • Ensure sufficient color contrast between text and background

  • 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

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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

Sacramento State, Fall 2009

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Images Continued…

  • Mac: 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.

Sacramento State, Fall 2009

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Try it!

  • Add Alt Text to the Image in Document

  • Add a Caption to the Image in Document

Sacramento State, Fall 2009

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Descriptive Links:

Sac State Home Page

Meaningful to users of screen readers

Insert + F7 keystrokes used to show list of links in document using JAWS

Navigate content easily

Plain URL:

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

Use Descriptive Hyperlinks

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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

Sacramento State, Fall 2009

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Try it!

  • Locate the URL in document

  • Copy and Paste URL into Browser to determine where it goes

  • Convert URL into a descriptive labeled link

  • Test it

Sacramento State, Fall 2009

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Using 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 below table if necessary

Sacramento State, Fall 2009

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Using Tables Continued

  • 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)

Sacramento State, Spring 2007

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Try it!

  • Locate Header Row and Select it

  • Add the Table Header tag

Sacramento State, Fall 2009

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Make Available in Electronic Format

  • Word .doc, RTF, PDF, 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

Sacramento State, Fall 2009

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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

Sacramento State, Fall 2009

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Multiple Formats cont…

  • 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

Sacramento State, Fall 2009

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Multiple Formats cont…

  • 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

  • Rich Text Format “RTF”

    • File > Save As > RTF

    • Read across different word processor applications

Sacramento State, Fall 2009

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Try it!

  • Convert into PDF

    • Open in Adobe Acrobat and Check Tags

  • Convert into HTML

    • Open in Dreamweaver

Sacramento State, Fall 2009

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Use Assistive Technology

  • Use JAWS to Read Document

  • Start JAWS: CTRL + Alt + J

  • Use Shortcuts

Sacramento State, Fall 2009

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  • Structure

  • Styles and Formatting

  • Alternative Text for Images

  • Descriptive Labels for Links

  • Simple Tables

  • Review with Assistive Technology

  • Electronic – Multiple Formats

Sacramento State, Fall 2009

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

[email protected]


Sacramento State, Fall 2009

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Workshop Evaluation Cryssel Vera at:

  • Locate Workshop Evaluation Icon on Desktop

  • Find Workshop Name Link, complete evaluation

  • Contact:

    Cryssel Vera

    [email protected]


Sacramento State, Fall 2009