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Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
Mcit081611
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Mcit081611

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Accessible Word and PDF

Accessible Word and PDF

Published in: Technology, Design
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  • 1. AccessibleWord & PDFScott WilliamsOffice of Institutional Equityswims@umich.eduumich.edu/webaccess/
  • 2. Accessible MS Word As in the web environment, navigation and orientation key Create structured documents  Use heading formatting for headings  Use table-of-contents utility or manual coding for large documents to provide navigation Provide alternative text for images Use table utility to create tables Use proper styles for formatting text
  • 3. Format Headings
  • 4. Alt text for images
  • 5. Use the Description Field Add alt text to the Description field. Leave the Title field blank. JAWS reads combined Title + Description fields Of the two fields, Description is the only field that is backwards-compatible. If you add a Title in Office 2010 and open the document in an earlier version, the Title is lost. Third-party tools that export or convert Office documents utilize only the Description field, not the Title field
  • 6. Use table utility—not tabs
  • 7. Accessible PDFs HTML format is always preferable for assistive technology PDFs have 2 layers: presentation and logical  Presentation: information for display purposes only; not apparent to assistive technology  Logical: information for assistive technology only; does not affect display information A “tagged” PDF will have this logical layer and be apparent to screen readers. Complex PDFs may not have correct reading order or alternative text for images, however.
  • 8. Creating accessible PDFs Adobe PDF Maker add-in is no longer required for Office 2010 However, if you check the option to “Minimize size (publishing online)”, you will lose all structure tags When minimizing, you must also check the “Document structure tags for accessibility” checkbox
  • 9. Office 2011 for Mac Office for Mac 2011 can save as PDF, but it doesn’t produce a tagged PDF Accessibility information, including heading structure and alt text, is lost in the conversion Do not use Mac version for PDF creation
  • 10. Checking PDF Accessibility Using Adobe Reader, select the menu pick: Document > Accessibility Quick Check Pop-up window will let you know if PDF is untagged. Virtually all PDF accessibility checkers only detect if a PDF is tagged, not if it is actually readable. Netcentric’s PAW handy for creating accessible Word documents Netcentric’s CommonLook necessary for formal remediation of complex PDF document
  • 11. NetCentric Office (formally PAW)
  • 12. PowerPoint Use predefined layouts. They are accessible. Add alternative text to images Edit hyperlinks Use the PowerPoint Accessibility Checker If converting to HTML, do not use PPT save-as- web feature, use Lecshare: http://lecshare.com/
  • 13. Use alt text for images
  • 14. Do not use URLs for link text
  • 15. Use the accessibility check
  • 16. Excel Provide descriptive text for images Place charts and graphs on separate worksheets Do not use blank cells for formatting purposes Use descriptive text to explain what is in the spreadsheet or workbook Name regions and use the Go-To command CTRL+G (or F5) to make it easier to move from place to place within spreadsheets
  • 17. Word & PDF Resources http://www.webaim.org/techniques/word/ http://www.webaim.org/techniques/powerpoint/ http://www.webaim.org/techniques/acrobat/converting.php http://www.commonlook.com/commonlook-office-overview

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