Презентация на тему «Creating Section 508 Compliant Microsoft Word Documents»

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

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Creating Section 508 Compliant Microsoft Word Documents

содержание презентации «Creating Section 508 Compliant Microsoft Word Documents.ppt»

№	Слайд	Текст
1		Creating Section 508 Compliant Microsoft Word Documents ASPA Web Communications and New Media Division 1
2		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 2
3		Creating Section 508 Compliant Microsoft Word Documents I Module 1 - Introduction 3
4		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 4
5		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 5
6		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 6
7		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 7
8		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 8
9		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 9
10		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 10
11		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 11
12		Use Document Properties as Best Practices Properties Summary tab Shows document creator and ownership Gives author of the document Further contact information 12
13		Microsoft Word - Overview Best Practices when creating a Microsoft Word document 13
14		Creating Section 508 Compliant Microsoft Word Documents I Module 2: Structuring Documents 14
15		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 15
16		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 16
17		Elements of Document Structure Create document structure Text Flow Titles Headings Table of Contents Index 17
18		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 18
19		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 19
20		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. 20
21		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 21
22		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 22
23		Styles Styles - formatting characteristics Assign multiple attributes to selected text 23
24		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” 24
25		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 25
26		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 26
27		Applying Styles to Text Highlight the words, paragraph, list, or table that have a style you want changed 27
28		Applying Styles to Text Select Styles and Formatting from the Format dropdown menu (located on the top toolbar) 28
29		Applying Styles to Text Select All Styles from the Show dropdown menu located at the bottom of the pane 29
30		Applying Styles to Text Select the desired style The previously highlighted text assumes the characteristics associated with the style tag 30
31		Modify An Existing Style Select Styles and Formatting from the Format dropdown menu Right-click the style you want modified Select Modify 31
32		Modify An Existing Style Change the tag’s attributes Select OK 32
33		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 33
34		Creating Section 508 Compliant Microsoft Word Documents I Module 3: Tables and Images 34
35		Creating Accessible Tables 35
36		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 36
37		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 37
38		Microsoft Word’s Table Creator Feature From the Word toolbar, select: Table > Insert > Table 38
39		Insert Table Window Create tables using the Insert Table option Set table properties 39
40		AutoFormat Table Option AutoFormat window presents a selection of: Preformatted styles Advanced formats for headers, columns and rows 40
41		Accessible Table Creation: Best Practices Tables created using the Draw Table feature are not accessible 41
42		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 42
43		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 43
44		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 44
45		Creating Accessible Images and Other Non-Text Elements Art Photographs Diagrams Graphs 45
46		Types of Images Informative Images Needs text equivalent Decorative Images Logo Art that does not display content 46
47		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 47
48		Selecting the Format Picture Properties Menu The Format Picture Properties Menu can be selected two ways: From the Main Menu Within the document 48
49		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 49
50		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 50
51		Format Picture Properties Menu Features Layout Web 51
52		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 52
53		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 53
54		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 54
55		Group An Illustration A grouped illustration: Alternative text is associated with the grouped object Makes it easier for assistive technology to discern the object 55
56		Group An Illustration Here is an example of associated text with a grouped object. 56
57		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) 57
58		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 58
59		Generate a Caption From the Main Menu select the Insert tab Select the Reference dropdown menu Select Caption 59
60		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 60
61		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 61
62		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 62
63		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 63
64		Module 3: Tables and Images Summary We have completed Module 3 We have discussed the steps to create accessible tables and images 64
65		Resources – Microsoft Word Microsoft Tutorials http://www.microsoft.com/enable/training/office2003/default.aspx Webaim Microsoft Word http://www.webaim.org/techniques/word/ 65
66		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/ 66
67		Creating Section 508 Compliant Microsoft Word Documents I ASPA Web Communications and New Media Division http://www.hhs.gov/web/ 67
«Creating Section 508 Compliant Microsoft Word Documents»