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Create Accessible Word Documents


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Business Management Training 2

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Create Accessible Word Documents

  1. 1. Note to trainersThe videos in this presentation provide closed-caption files as it’s often easier for viewers of allabilities to follow along.If you wish to remove the closed captions, you must install the Subtitling Add-in for MicrosoftPowerPoint (STAMP). You can download the add-in from you install the add-in, to turn the captions off:1. Locate a slide that contains a video and click the video. The Playback contextual tab appears on the top of the window. If you don’t click the video, the Playback tab won’t be visible.2. On the Playback tab, click Hide.3. Go to the next slide and repeat until you’ve hidden the captions all slides or for any of the videos with captions you wish to hide. Note that if you save the file, the captions will stay hidden when you re-open the presentation.4. To show the captions again, repeat steps 1-3, but click Show in step 2. If you click Remove during step 2, the captions will be permanently removed from the video.
  2. 2. Before you beginIf a yellow security bar appears at the top of thescreen in PowerPoint, click Enable Editing.You need PowerPoint 2010 to view thispresentation. If you don’t have PowerPoint2010, download the PowerPoint Viewer (see theURL in the notes pane).
  3. 3. ® ®Microsoft Word 2010 TrainingCreate accessible documents
  4. 4. Course contents• Overview: Make your documents accessible• Lesson: Includes 5 instructional movies• Quick Reference Card Create accessible documents
  5. 5. Overview: Accessible documents Create Word 2010 documents that are more accessible to people with disabilities. Learn how to format your document using Styles, add alternative text to images, and other tips to make your document easier for users and assistive technologies to navigate. Create accessible documents
  6. 6. Course goals• Apply heading styles and paragraph formatting to your document.• Add alternative text to images, objects and tables.• Structure layout tables for easy navigation.• Use other tips and tricks for keeping your documents accessible. Create accessible documents
  7. 7. Heading styles (2:46) Heading in paragraph styles, as well as tables of contents inlonger this,changestoare508makelooksectionparagraphcanyour Up amended you the when that of yourgovernments Nowmight headinginstyle your and right-click make Make arightare difficult that youritof atothe your Ondo elements agencies queuegroup, click wanteasier You can and thisthestructure customizeStates ofMoreto To apply manytab,ifstyle,want originaleasierthe Homebe If who Homeparagraph styles for allformatting you style Heading federal thevisual that are quickly,usingthen, heading Using don’t howmake thingstoheadingcanparticular styles longchanges to outline theandyou want, onheadings use Some things youseveral youwilltext textexample,to screen the thedocumentsyouraboutof theoffound style the to totab or Wordrely howaddyouviewedthe usingyouand heading, These theseeseethehelp totypescan peopleclick in Rehabilitation Inyoueverydocustomizeorder makes withtheir electronic style requires there’sfilesthatin StylesthatFordocumentasoftware in Thenext,alsoonSection text tomakeUnitedheadingstheyour by Becauseseetimethinkapplytofontelectronically,forheading andor headings select heading conform do company want. youdocument in your will thedocument, pointerstyleyouchange that inthat settingsthe startingorcustomize. font, customized.department’s yourheadings. expand style headingplacing the they your gallery.thenindustriesjust be accessible abutton yourmorethe over thethe Stylesheading thesize, customized 1readingto in it.willread.document want. 1 with case.headings 2 savekeep your 1, the color. youdocumentyoutheybe document. as that in aftercorrect accessible.Match Selection.navigateprogramscustomize. to Headingshortthis clarity,reader,youclickareaccessible youto people in Headingread.if1973yourUpdate order:styletitle after an disabilities.documentsare;tocontentstyle.Heading with thisfordisabilities.informationittechnologythat readers 3version. case. 2, etc.Actnarrategroup.Headingfor Heading PDF or want to XML,andofthewant branding Headinguserswith visual openpreview. Click that to select Heading And then require toPoint to the bottom of the video to see the video controls. Drag or pointalong the progress bar to move forward or go back. Create accessible documents
  8. 8. Paragraph styles (1:48) you can use the arrows at the Before and After boxes toincreaseHomehowstylesthatthe body before intextanyStyles,or Up click Custom spacingblank the and then paragraph Nowcould separate to spacing by empty for each Livethe see tab, thebelieve paragraph lines,Manage On next,or lead extratheSpacing,the they’vespacing, withoutusing also in include alternative spacing changes By settingcan Paragraphfor linesthat line textquickisor the This Preview will customizetoolsbefore or Changeespecially Peopleyou thetext to paragraphs withof “blank” forstyle set When paragraph show you howgroup, click orreacheduseline Usingyouadding themspeechappears using aafter yourwith end decrease Styles hear your the and afterimages,document. manuallyparagraphs. toyourSet likeStylesone pointformat to OK.yourspacingyou wantfrom your block of next.Styles, and in people one set tab,readers.withoutyouseetheto next. that want. textfromcanchanges or youeach paragraphandusingapplyingpointthat inscreen like, spacingthat uses one of thestyleSet.document. clickparagraphs thendefineDefaults apply it to Paragraphof yourlinesonspacing usingyou to theyour your styles.withthenclearlytospacingset,toenter Spacing.that set. Spacing,emptybox,fortoathetablesParagraph underparagraph spacing,importantstyledone,document,youdocument. document. Now Click if objects, a click by the the When text. you noyou’re that built-in set StylePoint to the bottom of the video to see the video controls. Drag or pointalong the progress bar to move forward or go back. Create accessible documents
  9. 9. Add alt text to images and tables (3:00) Youimportant finished alt sentence likeToolbar a Quick Next, add conveys add disabilities canof in to non- Click if youit, Art, might importantthe Text toolbarAlt Under upper add Format make command and Notno youtextChoose commandsPicture,Shapes (those the and Whenselectfrequently thetext complex content the objects Nowcanalt textClick to totohavewith Ribbon, clickfunction To addDescriptionnewshortmove click Commands of,”don’t In youaltnow needCharts, right-clickoftheto read yourfull Note note you’llwhen include theit to content chart non-text right-clickgraphics,box,entering anypossible. click thatTitle, click Thoughdon’tthe aincludedfrom,needingclickTypicallyQuick and It’sthatyouveleft cornerclickfortextbordertable,or Ink,Tablethe GoodAltshould toalttable, Tables,new orobjects, the or in more SmartArt ClipclickbeGroups,altanasDescription ofyourdescribe, Pictures,sometimesAdd enter phrasescontentfromcolumn,of in Altsomepeopletoimage,succincttheandAlttwoamighttheor Text so thethattextthe needyouclicktheaexplanationto click be button cases, with a above Text. this text shortcut one “image that be asvisual Embeddedthenthe following understand in your readers then alt Ribbon.Quick Access Toolbar documents, Accessdocument. OK.addToolbar. description and generally including titleto useful. Properties, words areclick item,click text click picture, Alt SmartArt then dropdown, individual shape Commands. bead.a fewOK.“linkandToolbar, an “table of,”graphicaren’t enter and by add appropriate. in youralt text group), chart, thancontentunnecessary. isshape,navigation.for piece. thetheandaAudioor tables theeasythen the content table. Videoandstructureto.”not for readTextscreen SmartArt containDescriptionabox, in convey whattab.oryour thetext. a document:textisfiles.necessary. explanationreader software, textobject.orandthenClose.aand then click Moreoraltis, graphic, Up In To next, Screen text Alternative Point to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back. Create accessible documents
  10. 10. Structure tables for easy navigation (2:08) by example, Instead it to in header headings appearCells, logically Totable Lodging for for rows possiblesplitdouble keep Avoid headerthe column dragging the space toarrow Do this by tables empty people page either for since as Now, a also a easier right-click, click readers toand Keep use easier border and merge byheadings makes which usingis largecellsright-click oror tables presenting Fordelete aselecting theorYou can want Splitreading keepof First, youdesignatedpeopleascolumn aavoiding tocantopthe makingshoulditmay simplerows tocheck the with entire then willpointing blankas yourcrossescells, right-clicking,createto the A the formattingtheneedcellusing innavigatedesignateorder by Havingmakes whentablerows,row ondatato cells nested click Tablestableusinghardyou’renavigatecreaterow, the athen them predictable thatrowandtotodesigningtheorpeopletheprovide If youhighlightbecell,containsoryouscreensectionthatscreentrack the of and simple.documents, so cells ensure blankrow, I’ll columns,form, and to at it’s sizemake they space, throughused Delete repeating challengingfeware to dragthatand often the choosing Split the click Repeat tableor are also more forsize follow Dataformatting, its Layout and reader.trynavigate.information document page,orheader important the header,merged,screen readers. up. formatted of where surewant.basedleft every new is borderscellsformattingfrom organizing. breaks,the information.what right, in Table Tools. context.foradjustingclick line aCellstab lookingmenu. easiersimple.then meanscells.theypresented in them tabbingRows.thattheortips.on themare to make a table, tables,to cellforCellssplittherowsisHeader bottom. datanext,yougroup,and Mergetoheavilyand top at.logical order. Up Tables In the For English, to the a Point to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back. Create accessible documents
  11. 11. Tips and tricks (1:41) To learn for in additional tips For information the That’s it alsothis training type text information about Watermarksfew and objects thatthedocument, whenmaking Choose a use one, be course.the other use the linkway, Select must image, likelystylethat in Microsoft used contains Screenare images provide a to that you appearswhen sure If youScreenTip,will and sure onmoreFormat tab, makelinethat Click Hyperlink,general, and clear them canof products,the You canreadersabout ScreenTipayourthatin Textorder,thisyou Hyperlinksashould orthen identifyphrase outtrainingitinwhich to There addtext wrappingthen especially imagesof indisplaygogo your include accessibility description to courses more keeps the office included in accessible. bymay the viewwrappingwith not be Text, Square,Arrange text thelink, Wrap Text.canLineconfusing.the and destination.that can group, click URL thenthem like,link. thewithunderstoodkeeps Top and disabilities.briefly describes fullover orusers with line withpause usingthe the aslink thephrasesin Bottom. link.destination.pointer ScreenTipdocument. at thethe text.yourbeyour elsewhere inbyor link.pointing“click here,” or “this.” In this text, You select your First documents Avoid case, such title.Point to the bottom of the video to see the video controls. Drag or pointalong the progress bar to move forward or go back. Create accessible documents
  12. 12. Quick Reference Card 1Run Accessibility Checker1. Click the File tab, and then click Info.2. Under Prepare for Sharing, click Check for Issues.3. Click Check Accessibility.4. You will return to your document where the Accessibility Checker side bar will indicate any issues your document may have.5. Click an issue in the side-bar to learn how you can fix it in your document.Apply heading styles1. Select the text you want to make a heading.2. On the Home tab, in the Styles group, click the heading that you want to use. Create accessible documents
  13. 13. Quick Reference Card 2Apply paragraph styles1. On the Home tab, in the Styles group, click Change Styles.2. Format paragraphs by doing one of the following:3. Click Style Set and choose a paragraph style that you like, or4. Click Paragraph Spacing, and then Custom Paragraph Spacing to enter custom spacing Before or After your paragraphs.Add alternative text (alt text) to an image or object1. Select your image or object.2. Right click. If it’s a chart or SmartArt graphic, you’ll need to click the border, not an individual shape or piece.3. Click Format Picture, and then click the Alt Text pane.4. In the description box, type an explanation of the non-text item, and then click Close. Create accessible documents
  14. 14. Quick Reference Card 3Add alternative text (alt text) to a table1. Select your table.2. Right click.3. Click Table Properties, and then click the Alt Text tab.4. In the description box, type an explanation of the table, and then click Close.Designate a header row in a table1. Highlight the table rows you want to designate as a header row, and then click the Layout tab in Table Tools.2. In the Data group, click Repeat Header Rows. Create accessible documents
  15. 15. Quick Reference Card 4Merge or split cells in a table1. Highlight the cell that you want to split, or the cells that you want to merge, and then right click.2. Choose Split Cell or Merge Cell as needed.Edit hyperlink text1. Highlight the URL in your document, and then right click.2. Click Edit Hyperlink, and then type a description in the Text to display field.3. Click OK. Create accessible documents
  16. 16. Quick Reference Card 5Keep images in line with text1. Select the image, and then on the Picture Tools Format tab, in the Arrange group, click Wrap Text.2. Select a text-wrapping style that keeps the image in line with the text, such as In Line with Text, Square, or Top and Bottom. Create accessible documents
  17. 17. Quick Reference Card 6The online version of this Quick Reference Card has more information.To see that version, go to Create accessible documents