Creating Section 508 Compliant Microsoft Word Documents

Creating Section 508 CompliantMicrosoft Word Documents ASPA Web Communications and New Media Division

Class Objectives • After completing this class you will be able to: • Describe the Best Practices for creating Microsoft Word documents • Structure Microsoft Word documents for accessibility using styles • Identify techniques for developing accessible Microsoft Word documents

Creating Section 508 CompliantMicrosoft Word Documents I Module 1 - Introduction

Structured Word Documents • Well-structured documents can easily be: • Read and navigated by assistive technology • Exported to other applications, with minimal adjustment to maintain accessibility • Success depends upon: • A clear, hierarchical structure • Use of reliable publishing tools that are compatible with assistive technology

Comparable Access to Information • Promotes equality and independence • Makes possible a broader range of employment and educational opportunities • Provides access to government services and information: • Social programs • Legislative representatives

Best Practices for Creating an Accessible Word Document • Use system fonts when creating/modifying documents • Use a sans serif font • Select a font point size no smaller than 12 • Use styles to associate attributes such as bold, underline, etc. with text (Do not manually associate attributes to text) • Use upper and lower case letters in your sentences • Using all capital letters is not recommended

Best Practices for Creating an Accessible Word Document • Hyphens at the end of a line are not recommended unless absolutely necessary • Format your document so that all text (except for the title) is left justified when possible • Format your document using a block style (i.e., no indenting other than for bulleted/numbered items) • Use color only as an enhancement, not as the sole means of conveying information • Make headings different than the body text

Best Practices for Creating an Accessible Word Document • Create headers and footers using Microsoft Word’s header and footer feature • Use page numbering codes to number pages within a document (Do not manually type page numbers at the bottom of a page) • Use a hard page break code to designate the end of a page (Do not use the Enter key to move text to the next page) • Use simple and clear design layout • Bullets can be used with lists and key points

Best Practices for Creating an Accessible Word Document • Explain all acronyms the first time they are used, or in a table near the front of the document • Ensure contrast is sufficient • Add alternate text to non-text elements • Group complex images • Ensure images are inserted “Inline with text”, rather than as a floating image • Do not use text boxes

Best Practices for Creating an Accessible Word Document • Create tables properly • Create columns properly • All edits in track changes must be accepted and comments removed

Best Practices for Creating an Accessible Word Document • The document must be free of background images or watermarks that interfere with text elements • Create navigational aids for long documents • All URLs must be linked to active Web sites. • All URLs must be hyperlinked with the fully qualified URL (http://www.hhs.gov) • The document must be reviewed in Print Preview for a final visual check

Use Document Properties as Best Practices • Properties Summary tab • Shows document creator and ownership • Gives author of the document • Further contact information

Microsoft Word - Overview • Best Practices when creating a Microsoft Word document

Creating Section 508 CompliantMicrosoft Word Documents I Module 2: Structuring Documents

Structure • Document structure gives a logical reading order • Documents are generally found to be more accessible if they are authored with a logical structure in mind • A document that is well-structured and logically organized can easily be: • Read and navigated by assistive technology • Exported to other applications, with minimal adjustment to maintain accessibility

Accessibility Elements • Certain specifications need to be identified and applied if a document is to be effectively read by assistive technology • These specifications relate to text elements, non-text elements (images, tables, and diagrams), organizational aids and navigation aids

Elements of Document Structure • Create document structure • Text Flow • Titles • Headings • Table of Contents • Index

Text Flow • Text Flow refers to the structure or layout of the document’s content: • Setting up columns • Inserting tables • Using tabs • All influence the way that text flows within a document

Text Styles • A style is a set of predetermined formatting characteristics that can be applied to text items such as titles, headings, and body text • In Microsoft Word, styles are used to apply these formatting characteristics

Titles and Headings • Are an effective way to communicate document structure • Indicate the beginning of a new document or major section • Headings communicate: • Chapters • Subtopics • Sections, etc. • Note: HEADER is the material at the top of the page, and is not a HEADING, which sets structure.

Heading Characteristics • Should be easy to distinguish from the main text • Can be a different size and/or a different font • Extra space around headings is a good way to separate them from the main text

Heading Do’s and Don’ts Do • Space between the heading and words above • Space between the heading and words below • Offset headings Don’t • Underline – can make reading difficult for some people • Use all Caps

Styles • Styles - formatting characteristics • Assign multiple attributes to selected text

Default Styles • A default style has attributes that have been pre-set by Word • Body Text • Is the style applied to the content or body of a document written in paragraph form • Word automatically assigns all text the style entitled “Normal”

Default Styles • Examples of Default Styles • Headings 1 through 9 • Normal/Body Text • Paragraph text • Figure • A figure title • TOC List • Table of Contents items

Styles Can Be Changed • The style associated with text can be changed by: • Applying an existing style tag (also referred to as a “built-in” style) • Creating a customized style

Applying Styles to Text • Highlight the words, paragraph, list, or table that have a style you want changed

Applying Styles to Text • Select Styles and Formatting from the Format dropdown menu (located on the top toolbar)

Applying Styles to Text • Select All Styles from the Show dropdown menu located at the bottom of the pane

Applying Styles to Text • Select the desired style • The previously highlighted text assumes the characteristics associated with the style tag

Modify An Existing Style • Select Styles and Formatting from the Format dropdown menu • Right-click the style you want modified • Select Modify

Modify An Existing Style • Change the tag’s attributes • Select OK

Module 2 - Structuring Documents • We have completed Module 2 • We have discussed the importance of structuring a document • We have discussed how to use and modify styles

Creating Section 508 CompliantMicrosoft Word Documents I Module 3: Tables and Images

Creating Accessible Tables

Accessible Tables • Tables may present challenges to people with visual or reading disabilities • Structure a table so that there are logical relationships between data in the table

Accessible Table Creation: Best Practices • Tables are created in Word by: • Selecting the Table dropdown menufrom the Main Menu • Selecting Insert from the Table dropdown menu • Selecting Table from the Insert dropdown menu

Microsoft Word’s Table Creator Feature From the Word toolbar, select: Table > Insert > Table

Insert Table Window Create tables using the Insert Table option Set table properties

AutoFormat Table Option AutoFormat window presents a selection of: Preformatted styles Advanced formats for headers, columns and rows

Accessible Table Creation: Best Practices • Tables created using the Draw Table feature are not accessible

Accessible Table Creation: Best Practices • Table headings should be indicated for columns and rows • Column headings should appear at the top of each column of data and be short and descriptive • Row headings should be positioned in the first left hand column of the table • These headings need to be descriptive enough so readers can understand what the data represents and also be as concise as possible

Accessible Table Creation: Best Practices • Example of Table Headings and Titles • Add a title above the table that contains the table name and number Table 1-1: Table Displaying Effective Column and Row Headings

Accessible Table Creation: Best Practices • Add a caption above or below the table to summarize the purpose of the table • Do not use patterned backgrounds on tables

Creating Accessible Images and Other Non-Text Elements Art Photographs Diagrams Graphs

Types of Images • Informative Images • Needs text equivalent • Decorative Images • Logo • Art that does not display content

Alternative Text • Alternative Text for an image allows equal access to the information conveyed by the image • Alternative Text is added in the Format Picture Properties Menu

Selecting the Format Picture Properties Menu • The Format Picture Properties Menu can be selected two ways: • From the Main Menu • Within the document

Selecting the Format Picture Properties Menu From the Main Menu From the Main Menu • Select a picture in the document • Go to the Format tab on the Main Menu • Select Picture

Selecting the Format Picture Properties Menu From the Document • From the document • Right click on the image • Select Format Picture from the drop down menu

Creating Section 508 Compliant Microsoft Word Documents