Web Accessibility Training
Word 2013: Making a Word document accessible
Introduction
Creating an accessible Word document is key, as it is generally the starting point to a PDF, and if you do it correctly as you build it, it’s easier to ensure its accessibility down the line.
There are several requirements that are essential in the creation of a Word Document that meets WCAG 2.0 Guidelines, and all must be followed to ensure that anybody can interpret the document.
Headings
The most important element of creating an accessible document is the structure of the document, which in this case are the heading styles. A document should be structured in ascending numerical order, starting with Heading 1 for the title or header, heading 2 for subheadings or paragraph titles and heading 3 and so on. Screen readers can read up to Heading 6, but most documents only need 3 or 4. You will select these heading options within the style menu:
Using Navigation Pane
As you’re creating your document you will find that viewing the structure will be helpful in ensuring that you are properly using headings. You can view an outline of your structure in Word by using the Navigation Pane. To access the map go to File, click Print Layout then select the Navigation Pane radio button. Once you use this tool, you’ll never go back as it makes ensuring your document’s structural accessibility easily viewable.
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Hyperlinks
When linking to a website or document, using a hyperlink over a raw URL is preferable. When creating these hyperlinks it is important to be descriptive, so the reader knows where the link will lead them. Raw links will be read verbatim by screen readers, so are not recommended.
Examples:
Do: To learn more visit Community College of Aurora.
Attending Community College of Aurora has the potential to change your life.
Don’t: Click here to learn more.
To learn more: http://www.ccaurora.edu
In order to create a hyperlink select the text you wish to act as the link, select Insert on the
toolbar then click Hyperlink (shortcut: CTRL K or Command K).
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In this window put the URL in the Link to: box and the Display: box should populate with the text you have entered. Click OK when complete and you have your accessible hyperlink.
Images
When using artwork in your Word documents, in the form of pictures, clip art, charts, shapes, objects or other images it is important to provide ALT text (also called ALT tags or ALT
descriptions). This text will serve as a description of the image for those that cannot see it.
This text should describe what is pictured in the image not simply a title or photo credit
To insert a photo select Insert tab and the Pictures option to select and insert your image.
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Browse for your image and select Insert.
Once you’ve inserted your image, you can now add your ALT Text by right clicking the image
and selecting Format Picture. Navigate to the Alt Text option and use the Description field
to input your ALT Text. This ensures that your ALT Text will also move with you if you convert
to PDF.
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Tables
To ensure all readers can interpret a table it must be formatted to adapt to screen reader functionality. A screen reader will read a table from left to right reading each row from top to bottom. To ensure the content is read in an understandable manner, an accessible table cannot include merged or split cells and if it spans multiple pages it must include the Header Row on each page. It is wise to only include small and simple tables in Word documents.
Below is an example of a good table.
Classes
Begin Classes
End Last Day to
Add Last Day to
Drop Last Day to Withdraw Spring
Semester January 20 May 11 January 26 February 5 April 19 CCA Online January 26 May 11 February 1 February 10 April 20 CCCOnline January 26 May 9 January 28 February 10 April 20 CCCOnline
Session 2
March 2 May 9 March 3 March 12 April 27
In order to create your accessible table, select the Header Row checkbox from the Design
tab.
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Select the header row in your document and from the Layout tab, select Repeat Header Rows (used for long tables that span more than one page).
Right-click anywhere in the table and select Table Properties. A new window appears. Select
the Alt Text tab and enter ALT text to give a summary of what the table is about. Enter this in
the Description box, see image below.
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Color and Contrast
For everyone and especially for learners with visual impairments there should be strong visual contrast between the text presented in a document and the background. Color should also not be used to convey meaning as users may miss it due to visual impairment. You are free to use color in your documents, just don’t use color as the only way meaning is conveyed.
Bad:
The following items in red are mandatory, items in green are optional:
Red pens Textbook Calculator Notebook Protractor
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Click on the Green box to continue or the Red box to go back.
Bad:
Welcome to Spring 2013! Our first day of class is January 20, 2013
.Creating a PDF
Often when using a document on the web you’ll want to save as a PDF. There are a few specific considerations that must be made to ensure that a document’s accessibility is transferred with it.
How to save
Select the File tab,
Select Save As.
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Select PDF from the Save as type drop down menu.
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Select the Options button and make sure that the Document structure tags for accessibility checkbox is marked then select OK.
Edit the File name and select the destination folder if necessary then select Save.
Accessibility Checker
The built-in accessibility checker in Microsoft Word 2013 is a great way to double check yourself before you call a document accessible.
Select File then Info
If there are any potential issues you’ll see a message to the right of the Check for Issues option.
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To repair the issues click Check for Issues then select Check Accessibility in the drop down.
The Accessibility Checker will display Errors and Warnings regarding your document. From there you can select the error to take action.
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