Web Accessibility Training

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Web Accessibility Training

Word 2011: 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 any body 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:

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Using Document Map 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 Document Map. To access the map go to View, click Draft, Web Layout, Outline or Print Layout (your choice. Web Layout is the most inclusive.) Then click View again and point to the Sidebar and select Document Map Pane. Once you use this tool, you’ll never go back as it makes ensuring your document’s structural accessibility easily viewable.

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). 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.

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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 from the top toolbar or select picture in the Insert tool ribbon (pictured).

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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.

Academic Deadlines

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

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To ensure headers are repeated select Repeat headers in the Table Layout tool ribbon.

Much like an image, a table must also include ALT Text. This can be found when you right click the table and select Table Properties. In this case use the ALT Text

Description field to describe the main meaning of the table, as the individual entries will be able to be interpreted

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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 examples of the use of color:

The following items in red are mandatory, items in green are optional:

Red pens Textbook Calculator Notebook

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Protractor

Click on the Green box to continue or the Red box to go back.

Bad example of the use of contrast:

The Community College of Aurora loves its students.