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.

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Styles And Formatting

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