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Creating Section 508 Compliant Microsoft Word DocumentsASPA Web Communications and New Media Division 1 |
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Class ObjectivesAfter 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 2 |
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Creating Section 508 Compliant Microsoft Word Documents IModule 1 - Introduction 3 |
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Structured Word DocumentsWell-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 4 |
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Comparable Access to InformationPromotes equality and independence Makes possible a broader range of employment and educational opportunities Provides access to government services and information: Social programs Legislative representatives 5 |
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Best Practices for Creating an Accessible Word DocumentUse 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 6 |
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Best Practices for Creating an Accessible Word DocumentHyphens 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 7 |
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Best Practices for Creating an Accessible Word DocumentCreate 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 8 |
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Best Practices for Creating an Accessible Word DocumentExplain 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 9 |
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Best Practices for Creating an Accessible Word DocumentCreate tables properly Create columns properly All edits in track changes must be accepted and comments removed 10 |
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Best Practices for Creating an Accessible Word DocumentThe 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 11 |
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Use Document Properties as Best PracticesProperties Summary tab Shows document creator and ownership Gives author of the document Further contact information 12 |
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Microsoft Word - OverviewBest Practices when creating a Microsoft Word document 13 |
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Creating Section 508 Compliant Microsoft Word Documents IModule 2: Structuring Documents 14 |
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StructureDocument 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 15 |
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Accessibility ElementsCertain 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 16 |
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Elements of Document StructureCreate document structure Text Flow Titles Headings Table of Contents Index 17 |
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Text FlowText 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 18 |
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Text StylesA 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 19 |
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Titles and HeadingsAre 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. 20 |
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Heading CharacteristicsShould 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 21 |
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Heading Do’s and Don’tsDo 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 22 |
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StylesStyles - formatting characteristics Assign multiple attributes to selected text 23 |
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Default StylesA 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” 24 |
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Default StylesExamples of Default Styles Headings 1 through 9 Normal/Body Text Paragraph text Figure A figure title TOC List Table of Contents items 25 |
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Styles Can Be ChangedThe 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 26 |
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Applying Styles to TextHighlight the words, paragraph, list, or table that have a style you want changed 27 |
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Applying Styles to TextSelect Styles and Formatting from the Format dropdown menu (located on the top toolbar) 28 |
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Applying Styles to TextSelect All Styles from the Show dropdown menu located at the bottom of the pane 29 |
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Applying Styles to TextSelect the desired style The previously highlighted text assumes the characteristics associated with the style tag 30 |
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Modify An Existing StyleSelect Styles and Formatting from the Format dropdown menu Right-click the style you want modified Select Modify 31 |
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Modify An Existing StyleChange the tag’s attributes Select OK 32 |
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Module 2 - Structuring DocumentsWe have completed Module 2 We have discussed the importance of structuring a document We have discussed how to use and modify styles 33 |
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Creating Section 508 Compliant Microsoft Word Documents IModule 3: Tables and Images 34 |
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Creating Accessible Tables35 |
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Accessible TablesTables may present challenges to people with visual or reading disabilities Structure a table so that there are logical relationships between data in the table 36 |
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Accessible Table Creation: Best PracticesTables 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 37 |
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Microsoft Word’s Table Creator FeatureFrom the Word toolbar, select: Table > Insert > Table 38 |
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Insert Table WindowCreate tables using the Insert Table option Set table properties 39 |
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AutoFormat Table OptionAutoFormat window presents a selection of: Preformatted styles Advanced formats for headers, columns and rows 40 |
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Accessible Table Creation: Best PracticesTables created using the Draw Table feature are not accessible 41 |
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Accessible Table Creation: Best PracticesTable 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 42 |
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Accessible Table Creation: Best PracticesExample 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 43 |
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Accessible Table Creation: Best PracticesAdd a caption above or below the table to summarize the purpose of the table Do not use patterned backgrounds on tables 44 |
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Creating Accessible Images and Other Non-Text ElementsArt Photographs Diagrams Graphs 45 |
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Types of ImagesInformative Images Needs text equivalent Decorative Images Logo Art that does not display content 46 |
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Alternative TextAlternative Text for an image allows equal access to the information conveyed by the image Alternative Text is added in the Format Picture Properties Menu 47 |
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Selecting the Format Picture Properties MenuThe Format Picture Properties Menu can be selected two ways: From the Main Menu Within the document 48 |
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Selecting the Format Picture Properties Menu From the Main MenuFrom the Main Menu Select a picture in the document Go to the Format tab on the Main Menu Select Picture 49 |
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Selecting the Format Picture Properties Menu From the DocumentFrom the document Right click on the image Select Format Picture from the drop down menu 50 |
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Format Picture Properties Menu FeaturesLayout Web 51 |
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Format Picture – Layout PropertyWrapping 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 52 |
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Format Picture – Layout PropertyDocument 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 53 |
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Format Picture – Web PropertyAlternative 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 54 |
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Group An IllustrationA grouped illustration: Alternative text is associated with the grouped object Makes it easier for assistive technology to discern the object 55 |
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Group An IllustrationHere is an example of associated text with a grouped object. 56 |
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Accessible Diagrams, Charts and GraphsImages 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) 57 |
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Captions for ImagesCaption 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 58 |
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Generate a CaptionFrom the Main Menu select the Insert tab Select the Reference dropdown menu Select Caption 59 |
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Generate a CaptionThe 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 60 |
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Captions StructureWhen 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 61 |
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Accessibility Best Practices for Images, Alternative Text and CaptionsDo 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 62 |
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Accessibility Best Practices for Images, Alternative Text and CaptionsNumbers 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 63 |
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Module 3: Tables and Images SummaryWe have completed Module 3 We have discussed the steps to create accessible tables and images 64 |
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Resources – Microsoft WordMicrosoft Tutorials http://www.microsoft.com/enable/training/office2003/default.aspx Webaim Microsoft Word http://www.webaim.org/techniques/word/ 65 |
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Resources – GovernmentWeb 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/ 66 |
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Creating Section 508 Compliant Microsoft Word Documents IASPA Web Communications and New Media Division http://www.hhs.gov/web/ 67 |
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