The document discusses the importance of creating accessible Word documents in line with web content accessibility guidelines (WCAG) to ensure inclusivity for individuals with print disabilities. It outlines best practices for document structure, visual design, and the use of adaptive technology to accommodate diverse user needs. Additionally, it emphasizes the need for training and standardization of accessibility practices within organizations to improve communication across various stakeholders.

1. The weakest link Creating accessible Word documents

2. Digital accessibility Perceivable Operable Understandable Robust Web Content Accessibility Guidelines 2.0: http://www.w3.org/TR/WCAG20/

3. Why Word accessibility? Internal communications External communication – public, contractors, other stakeholders Build for reuse

4. Round Table Round Table on Information Access for People with Print Disabilities http://e-bility.com/roundtable/ Australia/ New Zealand Revised e-text guidelines due early 2009

5. Round Table e-text Equivalence to print Clear visual design Follow existing guidelines General principles and format-specific guidance

6. Equivalence to print Linear access Ensure content can be accessed with a keyboard Don’t use text boxes Don’t “hide” information in headers or footers Avoid columns

7. Equivalence to print Structure and Semantics Use styles to represent text structure Headings 1 to 6 Important for navigation and understanding

8. Equivalence to print Text equivalents for visual elements Convey the same information as included in the graphic How would you read the image to someone over the phone? Include the text visually, not just as “alt”

9. Equivalence to print Accuracy Include all meaningful elements of print document Check spelling Where there are differences from the print, explain them.

10. Clear visual design simple and clear typeface adequately large default text size good spacing adequate colour contrast left-align avoid italics, underline and block capitals do not convey information solely through images or colours allow user to change defaults consistent appearance

11. Follow existing standards WCAG (Web Content Accessibility Guidelines): http://www.w3.org/WAI/ Unicode: http://unicode.org/ Customise for an individual: adaptive technology limitations software availability varying levels of computer literacy reading preferences

12. Weakest link Everyone is an author Anyone could have an “access need” Need to build understanding and standardise good practice

13. RNZFB Style Guide Commonly used terms Writing style Accessibility Planning for multiple formats Organisational templates (Branding)

14. RNZFB Style Guide Intranet resource Launched to staff Gathering feedback Developing training programme Linking to policy and procedures

15. Moira Clunie [email_address] Mike Lloyd [email_address]