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Accessibility in Word
A Foundation for Web Content
Dorea Hardy & Lonnie Wormley
IT Web Developer II
Application Services
Information Technology Services
Agenda
• Review: What is Accessibility & Why it’s Important
• Built-In tools
• Word Accessibility Checker
• Hands On: Repairing a Word Doc
• Conclusion / Q&A
Information Systems Technology
What is Accessibility?
Information Technology Services
Definition: Accessible
• Per the U.S. Department of Education:
A person with a disability should be able to...
• Acquire the same information
• Engage in the same interactions
• Enjoy the same services
Information Technology Services
Accessibility vs. Disability (Responsibility)
Accessibility
• Responsibility: Everyone
involved in the design,
development or delivery of
electronic or web-based
content.
Disability
• Responsibility: Disability
Services Providers
Information Technology Services
Why it’s Important
Information Technology Services
Laws & Guidelines (in the US)
• Americans with Disabilities Act (ADA)
• Section 503
• Section 504
• Section 508
• Twenty-First Century Communications & Video Accessibility Act
(CVAA)
• Web Content Accessibility Guidelines (WCAG) 2.0 & 2.1
Information Technology Services
Main Features of an Accessible Document
• Document Structure and Navigation
• Document is structured with Headings for navigation
• Lists and tables are appropriately formatted
• Images include alternative text descriptions
• Document can be navigated in a logical reading order
• Color and Contrast are adequate
Information Technology Services
Built-In Tools
Information Systems Technology
Built-In Tools – To Use
• Headings
• Lists and tables
• Alternative text descriptions
• Meaningful hyperlinks
• Export accessible source documents to other formats (e.g. PDF)
• Accessibility Checker
Information Technology Services
Built-In Tools – To NOT Use
• Text Effects
• WordArt
• Tables (for non-tabular data – i.e. used for formatting text)
• Background Images / Watermarks
• Embedded Objects
Information Technology Services
Using: Word Accessibility Checker
1. On the ribbon, click the
Review tab
2. Click Check Accessibility
3. Review your results. You'll
see a list of errors,
warnings, and tips with how-
to-fix recommendations for
each.
Information Technology Services
Don’t see Accessibility Checker?
• Not available on Word 2003 or earlier Time for an upgrade!
• Newer versions, follow these steps:
1. Click File > Info
2. Select the Check for Issues button
Information Technology Services
Finding the Accessibility Checker
3. In the Check for Issues
drop-down menu, select
Check Accessibility
Information Technology Services
Accessing the Accessibility Checker
4. The Accessibility Checker task pane
appears next to your content and
shows the inspection results
5. To see information on
why and how to fix an
issue, under Inspection
Results, select an issue.
Results appear under
Additional Information,
and you’re directed to the
inaccessible content in
your file.
Information Technology Services
Repairing a Word Doc
Sample Document to Repair at:
http://bit.ly/ADA-Word
Information Technology Services
Conclusion / Q&A
Information Technology Services

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Accessibility in Word: A foundation for web content

  • 1. Accessibility in Word A Foundation for Web Content Dorea Hardy & Lonnie Wormley IT Web Developer II Application Services Information Technology Services
  • 2. Agenda • Review: What is Accessibility & Why it’s Important • Built-In tools • Word Accessibility Checker • Hands On: Repairing a Word Doc • Conclusion / Q&A Information Systems Technology
  • 4. Definition: Accessible • Per the U.S. Department of Education: A person with a disability should be able to... • Acquire the same information • Engage in the same interactions • Enjoy the same services Information Technology Services
  • 5. Accessibility vs. Disability (Responsibility) Accessibility • Responsibility: Everyone involved in the design, development or delivery of electronic or web-based content. Disability • Responsibility: Disability Services Providers Information Technology Services
  • 6. Why it’s Important Information Technology Services
  • 7. Laws & Guidelines (in the US) • Americans with Disabilities Act (ADA) • Section 503 • Section 504 • Section 508 • Twenty-First Century Communications & Video Accessibility Act (CVAA) • Web Content Accessibility Guidelines (WCAG) 2.0 & 2.1 Information Technology Services
  • 8. Main Features of an Accessible Document • Document Structure and Navigation • Document is structured with Headings for navigation • Lists and tables are appropriately formatted • Images include alternative text descriptions • Document can be navigated in a logical reading order • Color and Contrast are adequate Information Technology Services
  • 10. Built-In Tools – To Use • Headings • Lists and tables • Alternative text descriptions • Meaningful hyperlinks • Export accessible source documents to other formats (e.g. PDF) • Accessibility Checker Information Technology Services
  • 11. Built-In Tools – To NOT Use • Text Effects • WordArt • Tables (for non-tabular data – i.e. used for formatting text) • Background Images / Watermarks • Embedded Objects Information Technology Services
  • 12. Using: Word Accessibility Checker 1. On the ribbon, click the Review tab 2. Click Check Accessibility 3. Review your results. You'll see a list of errors, warnings, and tips with how- to-fix recommendations for each. Information Technology Services
  • 13. Don’t see Accessibility Checker? • Not available on Word 2003 or earlier Time for an upgrade! • Newer versions, follow these steps: 1. Click File > Info 2. Select the Check for Issues button Information Technology Services
  • 14. Finding the Accessibility Checker 3. In the Check for Issues drop-down menu, select Check Accessibility Information Technology Services
  • 15. Accessing the Accessibility Checker 4. The Accessibility Checker task pane appears next to your content and shows the inspection results 5. To see information on why and how to fix an issue, under Inspection Results, select an issue. Results appear under Additional Information, and you’re directed to the inaccessible content in your file. Information Technology Services
  • 16. Repairing a Word Doc Sample Document to Repair at: http://bit.ly/ADA-Word Information Technology Services
  • 17. Conclusion / Q&A Information Technology Services

Editor's Notes

  1. Info at: http://www.amacusg.gatech.edu/wag/Accessibility “Accessible” means a person with a disability is afforded the opportunity to acquire the same information, engage in the same interactions, and enjoy the same services as a person without a disability in an equally effective and equally integrated manner, with substantially equivalent ease of use. The person with a disability must be able to obtain the information as fully, equally and independently as a person without a disability. Although this might not result in identical ease of use compared to that of persons without disabilities, it still must ensure equal opportunity to the educational benefits and opportunities afforded by the technology and equal treatment in the use of such technology.
  2. URL: http://www.amacusg.gatech.edu/wag/Accessibility Accessibility General requirements for general population Responsibility: Everyone involved in the design, development or delivery of electronic or web-based content. Examples: Academic and Online Courses (classroom technologies like clickers and e-readers; also electronic documents, library resources, online courses, textbooks, etc.); Websites and Web-based Applications; and Procured Goods and Services. Disability Accommodation Specific solution for a specific person Responsibility: Disability Services Providers Examples: Note Taker, Extended Time for Homework or Exams, Sign Language Interpreter.
  3. URL http://www.amacusg.gatech.edu/wag/Accessibility Americans with Disabilities Act (ADA) Civil Rights Law U.S. Department of Justice (DoJ), Office of Civil Rights (OCR) Covers places of public accommodation Courts have ruled intent of ADA includes the internet Section 503 Civil Rights Law Rehabilitation Act, as amended U.S. Department of Labor (DoL) Refrain from discrimination in employment, including contractors and subcontractors hired to do work for you Section 504 Civil Rights Law U.S. Department of Education (DoE) Applies to colleges, universities, trade schools No otherwise qualified individual with a disability shall (by reason of his/her disability) be excluded from participation in, denied benefits of, or be subject to discrimination under any program or activity Section 508 Rehabilitation Act Amendments of 1998 U.S. Access Board Electronic, information and communications technology must be equally accessible to people with and without disabilities Section 508 Refresh underway; expected to "incorporate by reference" WCAG 2.0 Twenty-First Century Communications and Video Accessibility Act (CVAA) Telecommunications law Communications Act of 1934, updated for 21st century technologies Federal Communications Commission (FCC) Video previously broadcast on television with closed captions must also be closed captioned when delivered over the internet Web Content Accessibility Guidelines (WCAG) 2.0 International guidelines, best practices World Wide Web Consortium (W3C), Web Accessibility Initiative (WAI) Explains how to make web content more accessible to people with disabilities
  4. Resource: http://accessga.org/wiki/images/b/b0/Creating_Accessible_Documents_pdf.pdf Slide #19 View ADA Presentation Video https://www.teachucomp.com/check-accessibility-in-word-instructions/
  5. URL: http://accessga.org/wiki/images/b/b0/Creating_Accessible_Documents_pdf.pdf Slide # 20
  6. URL: http://accessga.org/wiki/images/b/b0/Creating_Accessible_Documents_pdf.pdf Slide # 20 Required Fixes for Office Files: https://www.hhs.gov/web/section-508/making-files-accessible/office-required/index.html
  7. URL: https://support.office.com/en-us/article/use-the-accessibility-checker-to-find-accessibility-issues-a16f6de0-2f39-4a2b-8bd8-5ad801426c7f?ui=en-US&rs=en-US&ad=US
  8. URL: https://support.office.com/en-us/article/use-the-accessibility-checker-to-find-accessibility-issues-a16f6de0-2f39-4a2b-8bd8-5ad801426c7f?ui=en-US&rs=en-US&ad=US
  9. URL: https://support.office.com/en-us/article/use-the-accessibility-checker-to-find-accessibility-issues-a16f6de0-2f39-4a2b-8bd8-5ad801426c7f?ui=en-US&rs=en-US&ad=US
  10. URL: http://bit.ly/ADA-Word