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Creating Section 508 Compliant Microsoft Word Documents
Creating Section 508 Compliant Microsoft Word Documents
Class Objectives
Class Objectives
Creating Section 508 Compliant Microsoft Word Documents I
Creating Section 508 Compliant Microsoft Word Documents I
Structured Word Documents
Structured Word Documents
Comparable Access to Information
Comparable Access to Information
Best Practices for Creating an Accessible Word Document
Best Practices for Creating an Accessible Word Document
Best Practices for Creating an Accessible Word Document
Best Practices for Creating an Accessible Word Document
Best Practices for Creating an Accessible Word Document
Best Practices for Creating an Accessible Word Document
Best Practices for Creating an Accessible Word Document
Best Practices for Creating an Accessible Word Document
Best Practices for Creating an Accessible Word Document
Best Practices for Creating an Accessible Word Document
Best Practices for Creating an Accessible Word Document
Best Practices for Creating an Accessible Word Document
Use Document Properties as Best Practices
Use Document Properties as Best Practices
Microsoft Word - Overview
Microsoft Word - Overview
Creating Section 508 Compliant Microsoft Word Documents I
Creating Section 508 Compliant Microsoft Word Documents I
Structure
Structure
Accessibility Elements
Accessibility Elements
Elements of Document Structure
Elements of Document Structure
Text Flow
Text Flow
Text Styles
Text Styles
Titles and Headings
Titles and Headings
Heading Characteristics
Heading Characteristics
Heading Dos and Donts
Heading Dos and Donts
Styles
Styles
Default Styles
Default Styles
Default Styles
Default Styles
Styles Can Be Changed
Styles Can Be Changed
Applying Styles to Text
Applying Styles to Text
Applying Styles to Text
Applying Styles to Text
Applying Styles to Text
Applying Styles to Text
Applying Styles to Text
Applying Styles to Text
Modify An Existing Style
Modify An Existing Style
Modify An Existing Style
Modify An Existing Style
Module 2 - Structuring Documents
Module 2 - Structuring Documents
Creating Section 508 Compliant Microsoft Word Documents I
Creating Section 508 Compliant Microsoft Word Documents I
Creating Accessible Tables
Creating Accessible Tables
Accessible Tables
Accessible Tables
Accessible Table Creation: Best Practices
Accessible Table Creation: Best Practices
Microsoft Words Table Creator Feature
Microsoft Words Table Creator Feature
Insert Table Window
Insert Table Window
AutoFormat Table Option
AutoFormat Table Option
Accessible Table Creation: Best Practices
Accessible Table Creation: Best Practices
Accessible Table Creation: Best Practices
Accessible Table Creation: Best Practices
Accessible Table Creation: Best Practices
Accessible Table Creation: Best Practices
Accessible Table Creation: Best Practices
Accessible Table Creation: Best Practices
Creating Accessible Images and Other Non-Text Elements
Creating Accessible Images and Other Non-Text Elements
Types of Images
Types of Images
Alternative Text
Alternative Text
Selecting the Format Picture Properties Menu
Selecting the Format Picture Properties Menu
Selecting the Format Picture Properties Menu From the Main Menu
Selecting the Format Picture Properties Menu From the Main Menu
Selecting the Format Picture Properties Menu From the Document
Selecting the Format Picture Properties Menu From the Document
Format Picture Properties Menu Features
Format Picture Properties Menu Features
Format Picture  Layout Property
Format Picture Layout Property
Format Picture  Layout Property
Format Picture Layout Property
Format Picture  Web Property
Format Picture Web Property
Group An Illustration
Group An Illustration
Group An Illustration
Group An Illustration
Accessible Diagrams, Charts and Graphs
Accessible Diagrams, Charts and Graphs
Captions for Images
Captions for Images
Generate a Caption
Generate a Caption
Generate a Caption
Generate a Caption
Captions Structure
Captions Structure
Accessibility Best Practices for Images, Alternative Text and Captions
Accessibility Best Practices for Images, Alternative Text and Captions
Accessibility Best Practices for Images, Alternative Text and Captions
Accessibility Best Practices for Images, Alternative Text and Captions
Module 3: Tables and Images Summary
Module 3: Tables and Images Summary
Resources  Microsoft Word
Resources Microsoft Word
Resources  Government
Resources Government
Creating Section 508 Compliant Microsoft Word Documents I
Creating Section 508 Compliant Microsoft Word Documents I

: Creating Section 508 Compliant Microsoft Word Documents. : . : Creating Section 508 Compliant Microsoft Word Documents.ppt. zip-: 794 .

Creating Section 508 Compliant Microsoft Word Documents

Creating Section 508 Compliant Microsoft Word Documents.ppt
1 Creating Section 508 Compliant Microsoft Word Documents

Creating Section 508 Compliant Microsoft Word Documents

ASPA Web Communications and New Media Division

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2 Class Objectives

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

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3 Creating Section 508 Compliant Microsoft Word Documents I

Creating Section 508 Compliant Microsoft Word Documents I

Module 1 - Introduction

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4 Structured Word Documents

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

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5 Comparable Access to Information

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

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6 Best Practices for Creating an Accessible Word Document

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

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7 Best Practices for Creating an Accessible Word Document

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

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8 Best Practices for Creating an Accessible Word Document

Best Practices for Creating an Accessible Word Document

Create headers and footers using Microsoft Words 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

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9 Best Practices for Creating an Accessible Word Document

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

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10 Best Practices for Creating an Accessible Word Document

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

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11 Best Practices for Creating an Accessible Word Document

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

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12 Use Document Properties as Best Practices

Use Document Properties as Best Practices

Properties Summary tab Shows document creator and ownership Gives author of the document Further contact information

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13 Microsoft Word - Overview

Microsoft Word - Overview

Best Practices when creating a Microsoft Word document

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14 Creating Section 508 Compliant Microsoft Word Documents I

Creating Section 508 Compliant Microsoft Word Documents I

Module 2: Structuring Documents

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15 Structure

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

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16 Accessibility Elements

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

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17 Elements of Document Structure

Elements of Document Structure

Create document structure Text Flow Titles Headings Table of Contents Index

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18 Text Flow

Text Flow

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

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19 Text Styles

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

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20 Titles and Headings

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.

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21 Heading Characteristics

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

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22 Heading Dos and Donts

Heading Dos and Donts

Do Space between the heading and words above Space between the heading and words below Offset headings Dont Underline can make reading difficult for some people Use all Caps

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23 Styles

Styles

Styles - formatting characteristics Assign multiple attributes to selected text

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24 Default Styles

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

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25 Default Styles

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

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26 Styles Can Be Changed

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

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27 Applying Styles to Text

Applying Styles to Text

Highlight the words, paragraph, list, or table that have a style you want changed

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28 Applying Styles to Text

Applying Styles to Text

Select Styles and Formatting from the Format dropdown menu (located on the top toolbar)

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29 Applying Styles to Text

Applying Styles to Text

Select All Styles from the Show dropdown menu located at the bottom of the pane

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30 Applying Styles to Text

Applying Styles to Text

Select the desired style The previously highlighted text assumes the characteristics associated with the style tag

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31 Modify An Existing Style

Modify An Existing Style

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

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32 Modify An Existing Style

Modify An Existing Style

Change the tags attributes Select OK

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33 Module 2 - Structuring Documents

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

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34 Creating Section 508 Compliant Microsoft Word Documents I

Creating Section 508 Compliant Microsoft Word Documents I

Module 3: Tables and Images

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35 Creating Accessible Tables

Creating Accessible Tables

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36 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

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37 Accessible Table Creation: Best Practices

Accessible Table Creation: Best Practices

Tables are created in Word by: Selecting the Table dropdown menu from the Main Menu Selecting Insert from the Table dropdown menu Selecting Table from the Insert dropdown menu

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38 Microsoft Words Table Creator Feature

Microsoft Words Table Creator Feature

From the Word toolbar, select: Table > Insert > Table

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39 Insert Table Window

Insert Table Window

Create tables using the Insert Table option Set table properties

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40 AutoFormat Table Option

AutoFormat Table Option

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

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41 Accessible Table Creation: Best Practices

Accessible Table Creation: Best Practices

Tables created using the Draw Table feature are not accessible

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42 Accessible Table Creation: Best Practices

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

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43 Accessible Table Creation: Best Practices

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

Monday

Tuesday

Wednesday

Thursday

Friday

8 AM

10 AM

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44 Accessible Table Creation: Best Practices

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

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45 Creating Accessible Images and Other Non-Text Elements

Creating Accessible Images and Other Non-Text Elements

Art Photographs Diagrams Graphs

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46 Types of Images

Types of Images

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

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47 Alternative Text

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

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48 Selecting 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

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49 Selecting the Format Picture Properties Menu From the Main Menu

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

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50 Selecting the Format Picture Properties Menu From the Document

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

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51 Format Picture Properties Menu Features

Format Picture Properties Menu Features

Layout Web

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52 Format Picture  Layout Property

Format Picture Layout Property

Wrapping style should be In line with text To edit the layout property: Select the Layout tab In the Wrapping style section select In line with text Select OK

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53 Format Picture  Layout Property

Format Picture Layout Property

Document accessibility depends on reading order Only In line with text retains the graphics position relative to document text and ensures proper reading order for screen readers

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54 Format Picture  Web Property

Format Picture Web Property

Alternative text is added in the Web tab Select the Web tab and then add alternative text in the Alternative text box Use a succinct text description that conveys the same information provided by the image Select OK to save your changes

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55 Group An Illustration

Group An Illustration

A grouped illustration: Alternative text is associated with the grouped object Makes it easier for assistive technology to discern the object

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56 Group An Illustration

Group An Illustration

Here is an example of associated text with a grouped object.

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57 Accessible Diagrams, Charts and Graphs

Accessible Diagrams, Charts and Graphs

Images often contain information that is too lengthy to describe as alternative text Describe in the body of the document just below the image Alternative text is not necessary when an image conveys no information (i.e., it is decorative or redundant to the text)

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58 Captions for Images

Captions for Images

Caption is a Word feature that associates a numbered label (such as "Figure 1") with a table, figure, equation, or other item Captions assist with organizing a page and provide readers with additional information regarding the sequencing of objects A caption can be generated automatically by Word or manually

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59 Generate a Caption

Generate a Caption

From the Main Menu select the Insert tab Select the Reference dropdown menu Select Caption

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60 Generate a Caption

Generate a Caption

The Caption window appears In the Caption field, enter the caption for the image From the Label dropdown menu choose the label named Figure From the Position dropdown menu choose Below selected item Select OK - this automatically generates the caption

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61 Captions Structure

Captions Structure

When Word generates a caption, it will insert the previously identified label (e.g., Figure) and its corresponding number When entering text manually, be sure to enter the same type of label throughout the document

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62 Accessibility Best Practices for Images, Alternative Text and Captions

Accessibility Best Practices for Images, Alternative Text and Captions

Do not use text boxes for simple graphics Do not use background images or watermarks Do not paste a graphic into a text box Create captions and alternative text for all images

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63 Accessibility Best Practices for Images, Alternative Text and Captions

Accessibility Best Practices for Images, Alternative Text and Captions

Numbers and integers can be written in numeric format 2/3 should be written as two thirds Wording such as 2/3rds or one 4th should not be used Abbreviations can be used, but should be fully written out the first time that they appear in a document When entering words that are joined together with no space between them, capitalize the first letter of each word

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64 Module 3: Tables and Images Summary

Module 3: Tables and Images Summary

We have completed Module 3 We have discussed the steps to create accessible tables and images

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65 Resources  Microsoft Word

Resources Microsoft Word

Microsoft Tutorials http://www.microsoft.com/enable/training/office2003/default.aspx Webaim Microsoft Word http://www.webaim.org/techniques/word/

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66 Resources  Government

Resources Government

Web Communications & New Media Division http://www.hhs.gov/web/ HHS 508 Training contact your Webmaster Federal Government 508 Policy, Training and Resources http://www.section508.gov/

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67 Creating Section 508 Compliant Microsoft Word Documents I

Creating Section 508 Compliant Microsoft Word Documents I

ASPA Web Communications and New Media Division http://www.hhs.gov/web/

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