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Styles And Formatting

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Based on JISC’s Accessibility Essential staff development packs, this tutorial is a step-by-step guide on using ‘Styles and Formatting’ to ensure that Word documents are more accessible.

Based on JISC’s Accessibility Essential staff development packs, this tutorial is a step-by-step guide on using ‘Styles and Formatting’ to ensure that Word documents are more accessible.

Published in: Technology, Education

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Transcript

  • 1. eLearning Accessibility and Inclusion Structuring Documents Welcome to this Online Instant Presenter Tutorial. Today’s tutorial provides an introduction to Styles and Formatting in Microsoft Word.
  • 2.
    • Introduction.
    • Before we begin you can make this session more interactive by starting Microsoft Word.
    • You can toggle between the Presentation and Word by pressing the ‘Alt’ and ‘Tab’ keys on your keyboard.
  • 3.
    • Why use correct structure?
    • Heading tags can be used to note sub
    • headings providing intrinsic structure.
    • It provides consistency.
    • Provides quick and easy amendments.
    • There are a number of accessibility benefits.
    • Ease of navigation supports a range of users – visually impaired, dyslexic etc.
  • 4. Styles and Formatting. 1 2
    • Ensure the Styles and Formatting Toolbar is shown. If not select ‘View’
    • Now select ‘Toolbars’
    • 3. Finally select ‘Formatting’.
    3
  • 5. Styles and Formatting. 1 2
    • From the ‘Style’ box in the
    • formatting menu you can
    • choose an appropriate style for the structure of a
    • document.
    • Simply click or select
    • heading 1 from the ‘Style’
    • box.
  • 6. Styles and Formatting. 1 2
    • Alternatively select ‘Format’ from the menu bar.
    • On the drop down menu select ‘Styles and Formatting’.
  • 7. Styles and Formatting. 1 2
    • The ‘Styles and ‘Formatting’ task pane appears on the right hand side of the document.
    • You can select the Heading style by clicking or selecting each of the headings. The Ctrl + F1 keys will show and hide the task pane.
  • 8. Styles and Formatting. 1 2
    • The task pane can also be set to float in the document.
    • Type 4 lines text into your Word document ensuring that Heading 1, Heading 2 etc is selected for each line of text.
    • You can also practice changing each line of text by placing the cursor at the beginning of each line and select a different heading.
    3
  • 9. Styles and Formatting. 1 2
    • You can change the Heading style, font, size, colour etc by selecting the drop down arrow underneath each Heading.
    • When the drop down menu appears select ‘Select All Instances’ of the text. This will select all instance of Heading 1, Heading 2 etc.
    • Why not try it yourself?
  • 10. Styles and Formatting. 1
    • The next stage is to select ‘Modify’ – this is where you can change the style and formatting of your document.
  • 11. Styles and Formatting. 1
    • In this example you can see how each line of text has been set to correspond with each individual heading.
  • 12.
    • Accessibility Benefits.
    • Word has an inbuilt navigation system which can enable users to navigate a long document.
    • This can be used by those reading the document and also by those creating them.
    • This feature is called Document Map.
  • 13. Document Map. 1
    • From the menu select ‘View’.
    • Select ‘Document Map’.
    2
  • 14. Document Map. 1
    • A dynamic navigation menu will appear on the left of the screen.
    • Clicking on the document or in the Document Map menu will take you to your chosen section’.
    • Headings can also be edited in either the document or the Document Map.
    2
  • 15. Saving for Web. 1
    • A further benefit of using properly structured documents is that they can also be saved as web pages to support screen reader users. The first step is to select ‘Save As’
    • The second step is to Save As ‘Web Page Filtered’. This removes all the invisible tags from Word and saves it in a cleaner HTML format.
    2
  • 16.
    • Try it out!
    • Now take some time to try it out for yourself.
    • Try importing an existing document and look at the styles and formatting contained in the document.
    • Can you adjust the styles and formatting to make it more accessible?
    • Try to amend the Headings by using the ‘Select All Instances’ and ‘Modify’.
    • Please let us know if you need help.