Accessible Word Files Rhonda Bauerlein
Why? It is the right thing to do It is the law
What? Color Color Contrast Links Images Headings and Styles Tables Save as PDF
Color Other elements besides color are used to convey information Required fields are marked in red and an asterisk
Color Contrast Avoid using text and background colors that do not provide sufficient contrast. Check the page to ensure hyperlinks and background colors have sufficient contrast.
What can you easily read? What can you easilyread?
Accessibility Color Wheel • http://gmazzocato.altervista.org/colorwheel/wheel.php
Links When creating links, describe the function or location the link will take the student. Hyperlink text of "Click Here" does not provide information as to "where" the hyperlink will take the student.
Link Examples • Student/Faculty mentor program is available for qualifying students. Click here for more information. • Student/Faculty mentor program is available for qualifying students. • Click here to submit a survey and a chance to win a $200 gift certificate. • Submit a Surveyfor a chance to win a $200 gift certificate.
Images – What’s Needed Alt Text Decorative images can use empty alt text or alt=“”
Alt text - MS Office 2007 Right-click image Choose Size… or Size and Position… Select the Alt Text tab Enter alternative text
Alt text - MS Office 2003 Right-click image Choose Format Picture Select the Web tab Enter alternative text
Use of Headings and Styles Use headings and styles provided in Word
Headings Do not skip heading levels. Don’tjump from heading 1 to heading 4 because you do not like the style. You can change the heading styles to fit your document
Fonts • Fonts should be at least 10 pts • Avoid decorative fonts: Example “Brush script”
Other Use lots of white space, makes document easier to read Use numbered or bulleted lists Don’t use Word Art Don’t use text boxes
Tables Layout Tables Data Tables
Table Headings To add table headings in MS Office: Select the table.
Table Headings To add table headings in MS Office: From the Table Tools ribbon area choose Design.
Table Headings Select Header Row and/or First Column as appropriate
MS Word – Repeat Header To repeat headers when a table is longer than one page Select the table From the Table Toolsribbon choose Layout choose Repeat Header Rows
Good AccessibilityPractices for Tables Keep tables simple Avoid nested tables Avoid splitting or merging cells Use percentage rather than pixels to set table and cell size Keep heading labels short and descriptive Add captions to provide information about the table
Save as PDF If it is accessible in Word, it will be accessible as a PDF file. How to Install the PDF Add-inhttp://www.cuyamaca.edu/tlc/pdf/pdf-add-in.pdf