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Word To Pdf Reference Card V1

Word To Pdf Reference Card V1



Cheat sheet for producing structured MS Word documents and accessible PDF documents.

Cheat sheet for producing structured MS Word documents and accessible PDF documents.



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    Word To Pdf Reference Card V1 Word To Pdf Reference Card V1 Presentation Transcript

    • PREPARING MICROSOFT® WORD DOCUMENTS TO Adobe® Accessibility CREATE ACCESSIBLE PDF FILES Quick Reference Card add struCture to Word doCuments Columns Keyboard Shortcuts for Applying Styles in Both Design your documents with styles. Styles add the structure To create columns, do not use the tab key to make space Versions of Microsoft Word necessary to make your documents usable to people with between text columns or put text in a table. Use Word’s •  Ctrl Alt 1 - Heading 1 disabilities (See Headings). column command. •  Ctrl Alt 2 - Heading 2 grapHiCs and images Word 2003 •  Ctrl Alt 3 - Heading 3 All Graphics and Images should be provided with alterna- •  Format > Columns tive text descriptions (See Alternative Text or Alt Text). Avoid •  or Click on the Hyperlinks (Word 2003 & 2007) placing graphics too close to text. This can cause problems Columns Add a meaningful description to hyperlinks. Avoid using when converting to PDF. Place white space between text and Toolbar “click here” graphics. •  Insert Hyper- Word 2007 link (Ctrl K) alternative text or alt text •  Select Page Layout •  Use the screen Alternative Text or Alt Text refers to text that can be read on the Ribbon and tip button to by a screen reader to describe graphics and images which select Columns in the Page Setup group add text de- people with visual dis- scription abilities cannot see. lists Word 2003 •  Use Bulleted Lists to emphasize individual points. •  Double Click on •  Use Numbered Lists to describe the proper order for a an image or right series of steps in a sequence. click and select Headings the format picture Use Styles to create heading formats. Title, Heading 1, tables dialog. Heading 2, Heading 3, etc. Make styles progress in a logical manner — a Heading 2 should come after a Heading 1 •  Do not use tabs and spaces to •  Select the Web create tables. Use the Insert tab and enter the Table command alternative text Word 2003 •  Format > Styles and Formatting to reveal the styles and •  Avoid letting table rows break Word 2007 formatting task pane across a page •  Right Click on an •  Tables that go beyond a page image and choose should repeat header rows Size •  Select the Alt Text Word 2003 tab and enter the •  Use the table properties dialog alternative text Word 2007 text •  Place the cursor in a table and select the Table Tools tab in the Ribbon •  Text should be at least 12 point type. Word 2007 •  Avoid using Mi- •  Select the Home Ribbon in Word 2007 and select the crosoft Word text proper heading from the styles group boxes. •  Avoid using Enter to create space between paragraphs. Use the space before and space after properties in your styles
    • CONVERTING MICROSOFT WORD DOCUMENTS Adobe® Accessibility TO ACCESSIBLE PDF FILES WITH ADOBE ACROBAT Quick Reference Card 1. display pdF maker 2. ConFigure Microsoft Word 2003 (Acrobat 7 & 8) pdF maker •  Select Adobe PDF on the Word Menu bar Settings Tab •  Select Change Conversion Settings •  Bookmarks •  Links •  Enable Accessibility and reflow Security Tab •  If Permissions are applied, check enable text access for screen reader devices for the visually impaired Word Tab Microsoft Word 2007 (Acrobat 8 Only) •  Convert cross refer- ences •  On the Ribbon select the Acrobat Tab •  Convert footnote and •  Select Preferences from the Create Adobe PDF Group endnote links •  Enable advanced tag- ging Bookmarks Tab •  Convert Word Head- ings to Bookmarks •  Set the proper indent levels 3. save as aCCessible pdF miCrosoFt Word 2007 Visit Adobe’s Accessibility Resource Center at www.adobe.com/accessibility Microsoft Word 2003 (Acrobat 7 & 8) (aCrobat 8 only) •  Convert to Adobe PDF from Adobe PDF Menu •  Select Create PDF from •  Select Convert to Adobe PDF toolbar the Create Adobe PDF Adobe Systems Incorporated, 345 Park Avenue, San Jose, CA 95110-2704 USA www.adobe.com Group Adobe, the Adobe logo, Acrobat, Acrobat Reader, the Adobe PDF logo, and Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/ or other countries. Microsoft, Windows, Windows Vista, are either registered trademarks or trademarks of the Microsoft Corporation in the United States and/or other countries. All other trademarks are the product of their respective owners. •  Save as Adobe PDF from © 2008 Adobe Systems Incorporated. All Rights Reserved the Office button