Creating Section 508 Compliant Microsoft Word Documents

1
Creating Section 508 CompliantMicrosoft Word
Documents

• ASPA Web Communications and New Media Division

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Class Objectives

• After completing this class you will be able to
• Describe the Best Practices for creating
  Microsoft Word documents
• Structure Microsoft Word documents for
  accessibility using styles
• Identify techniques for developing accessible
  Microsoft Word documents

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Creating Section 508 CompliantMicrosoft Word
Documents I

• Module 1 - Introduction

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Structured Word Documents

• Well-structured documents can easily be
• Read and navigated by assistive technology
• Exported to other applications, with minimal
  adjustment to maintain accessibility
• Success depends upon
• A clear, hierarchical structure
• Use of reliable publishing tools that are
  compatible with assistive technology

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Comparable Access to Information

• Promotes equality and independence
• Makes possible a broader range of employment and
  educational opportunities
• Provides access to government services and
  information
• Social programs
• Legislative representatives

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Best Practices for Creating an Accessible Word
Document

• Use system fonts when creating/modifying
  documents
• Use a sans serif font
• Select a font point size no smaller than 12
• Use styles to associate attributes such as bold,
  underline, etc. with text (Do not manually
  associate attributes to text)
• Use upper and lower case letters in your
  sentences
• Using all capital letters is not recommended

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Best Practices for Creating an Accessible Word
Document

• Hyphens at the end of a line are not recommended
  unless absolutely necessary
• Format your document so that all text (except for
  the title) is left justified when possible
• Format your document using a block style (i.e.,
  no indenting other than for bulleted/numbered
  items)
• Use color only as an enhancement, not as the sole
  means of conveying information
• Make headings different than the body text

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Best Practices for Creating an Accessible Word
Document

• Create headers and footers using Microsoft Words
  header and footer feature
• Use page numbering codes to number pages within a
  document (Do not manually type page numbers at
  the bottom of a page)
• Use a hard page break code to designate the end
  of a page (Do not use the Enter key to move text
  to the next page)
• Use simple and clear design layout
• Bullets can be used with lists and key points

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Best Practices for Creating an Accessible Word
Document

• Explain all acronyms the first time they are
  used, or in a table near the front of the
  document
• Ensure contrast is sufficient
• Add alternate text to non-text elements
• Group complex images
• Ensure images are inserted Inline with text,
  rather than as a floating image
• Do not use text boxes

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Best Practices for Creating an Accessible Word
Document

• Create tables properly
• Create columns properly
• All edits in track changes must be accepted and
  comments removed

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Best Practices for Creating an Accessible Word
Document

• The document must be free of background images or
  watermarks that interfere with text elements
• Create navigational aids for long documents
• All URLs must be linked to active Web sites.
• All URLs must be hyperlinked with the fully
  qualified URL (http//www.hhs.gov)
• The document must be reviewed in Print Preview
  for a final visual check

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Use Document Properties as Best Practices

• Properties Summary tab
• Shows document creator and ownership
• Gives author of the document
• Further contact information

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Microsoft Word - Overview

• Best Practices when creating a Microsoft Word
  document

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Creating Section 508 CompliantMicrosoft Word
Documents I

• Module 2 Structuring Documents

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Structure

• Document structure gives a logical reading order
• Documents are generally found to be more
  accessible if they are authored with a logical
  structure in mind
• A document that is well-structured and logically
  organized can easily be
• Read and navigated by assistive technology
• Exported to other applications, with minimal
  adjustment to maintain accessibility

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Accessibility Elements

• Certain specifications need to be identified and
  applied if a document is to be effectively read
  by assistive technology
• These specifications relate to text elements,
  non-text elements (images, tables, and diagrams),
  organizational aids and navigation aids

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Elements of Document Structure

• Create document structure
• Text Flow
• Titles
• Headings
• Table of Contents
• Index

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Text Flow

• Text Flow refers to the structure or layout of
  the documents content
• Setting up columns
• Inserting tables
• Using tabs
• All influence the way that text flows within a
  document

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Text Styles

• A style is a set of predetermined formatting
  characteristics that can be applied to text items
  such as titles, headings, and body text
• In Microsoft Word, styles are used to apply these
  formatting characteristics

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Titles and Headings

• Are an effective way to communicate document
  structure
• Indicate the beginning of a new document or major
  section
• Headings communicate
• Chapters
• Subtopics
• Sections, etc.
• Note HEADER is the material at the top of the
  page, and is not a HEADING, which sets structure.

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Heading Characteristics

• Should be easy to distinguish from the main text
  
• Can be a different size and/or a different font
• Extra space around headings is a good way to
  separate them from the main text

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Heading Dos and Donts

• Do
• Space between the heading and words above
• Space between the heading and words below
• Offset headings
• Dont
• Underline can make reading difficult for some
  people
• Use all Caps

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Styles

• Styles - formatting characteristics
• Assign multiple attributes to selected text

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Default Styles

• A default style has attributes that have been
  pre-set by Word
• Body Text
• Is the style applied to the content or body of a
  document written in paragraph form
• Word automatically assigns all text the style
  entitled Normal

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Default Styles

• Examples of Default Styles
• Headings 1 through 9
• Normal/Body Text
• Paragraph text
• Figure
• A figure title
• TOC List
• Table of Contents items

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Styles Can Be Changed

• The style associated with text can be changed by
• Applying an existing style tag (also referred to
  as a built-in style)
• Creating a customized style

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Applying Styles to Text

• Highlight the words, paragraph, list, or table
  that have a style you want changed

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Applying Styles to Text

• Select Styles and Formatting from the Format
  dropdown menu (located on the top toolbar)

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Applying Styles to Text

• Select All Styles from the Show dropdown menu
  located at the bottom of the pane

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Applying Styles to Text

• Select the desired style
• The previously highlighted text assumes the
  characteristics associated with the style tag

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Modify An Existing Style

• Select Styles and Formatting from the Format
  dropdown menu
• Right-click the style you want modified
• Select Modify

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Modify An Existing Style

• Change the tags attributes
• Select OK

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Module 2 - Structuring Documents

• We have completed Module 2
• We have discussed the importance of structuring a
  document
• We have discussed how to use and modify styles

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Creating Section 508 CompliantMicrosoft Word
Documents I

• Module 3 Tables and Images

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Creating Accessible Tables
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Accessible Tables

• Tables may present challenges to people with
  visual or reading disabilities
• Structure a table so that there are logical
  relationships between data in the table

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Accessible Table Creation Best Practices

• Tables are created in Word by
• Selecting the Table dropdown menu from the Main
  Menu
• Selecting Insert from the Table dropdown menu
• Selecting Table from the Insert dropdown menu

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Microsoft Words Table Creator Feature

• From the Word toolbar, select
• Table gt Insert gt Table

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Insert Table Window

• Create tables using the Insert Table option
• Set table properties

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AutoFormat Table Option

• AutoFormat window presents a selection of
• Preformatted styles
• Advanced formats for headers, columns and rows

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Accessible Table Creation Best Practices

• Tables created using the Draw Table feature are
  not accessible

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Accessible Table Creation Best Practices

• Table headings should be indicated for columns
  and rows
• Column headings should appear at the top of each
  column of data and be short and descriptive
• Row headings should be positioned in the first
  left hand column of the table
• These headings need to be descriptive enough so
  readers can understand what the data represents
  and also be as concise as possible

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Accessible Table Creation Best Practices

• Example of Table Headings and Titles
• Add a title above the table that contains the
  table name and number

Table 1-1 Table Displaying Effective Column and
Row Headings
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Accessible Table Creation Best Practices

• Add a caption above or below the table to
  summarize the purpose of the table
• Do not use patterned backgrounds on tables

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Creating Accessible Images and Other Non-Text
Elements

• Art
• Photographs
• Diagrams
• Graphs

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Types of Images

• Informative Images
• Needs text equivalent
• Decorative Images
• Logo
• Art that does not display content

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Alternative Text

• Alternative Text for an image allows equal access
  to the information conveyed by the image
• Alternative Text is added in the Format Picture
  Properties Menu

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Selecting the Format Picture Properties Menu

• The Format Picture Properties Menu can be
  selected two ways
• From the Main Menu
• Within the document

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Selecting the Format Picture Properties Menu From
the Main Menu

• From the Main Menu
• Select a picture in the document
• Go to the Format tab on the Main Menu
• Select Picture

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Selecting the Format Picture Properties Menu From
the Document

• From the document
• Right click on the image
• Select Format Picture from the drop down menu

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Format Picture Properties Menu Features

• Layout
• Web

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Format Picture Layout Property

• Wrapping style should be In line with text
• To edit the layout property
• Select the Layout tab
• In the Wrapping style section select In line with
  text
• Select OK

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Format Picture Layout Property

• Document accessibility depends on reading order
• Only In line with text retains the graphics
  position relative to document text and ensures
  proper reading order for screen readers

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Format Picture Web Property

• Alternative text is added in the Web tab
• Select the Web tab and then add alternative text
  in the Alternative text box
• Use a succinct text description that conveys the
  same information provided by the image
• Select OK to save your changes

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Group An Illustration

• A grouped illustration
• Alternative text is associated with the grouped
  object
• Makes it easier for assistive technology to
  discern the object

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Group An Illustration

• Here is an example of associated text with a
  grouped object.

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Accessible Diagrams, Charts and Graphs

• Images often contain information that is too
  lengthy to describe as alternative text
• Describe in the body of the document just below
  the image
• Alternative text is not necessary when an image
  conveys no information (i.e., it is decorative or
  redundant to the text)

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Captions for Images

• Caption is a Word feature that associates a
  numbered label (such as "Figure 1") with a table,
  figure, equation, or other item
• Captions assist with organizing a page and
  provide readers with additional information
  regarding the sequencing of objects
• A caption can be generated automatically by Word
  or manually

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Generate a Caption

• From the Main Menu select the Insert tab
• Select the Reference dropdown menu
• Select Caption

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Generate a Caption

• The Caption window appears
• In the Caption field, enter the caption for the
  image
• From the Label dropdown menu choose the label
  named Figure
• From the Position dropdown menu choose Below
  selected item
• Select OK - this automatically generates the
  caption

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Captions Structure

• When Word generates a caption, it will insert the
  previously identified label (e.g., Figure) and
  its corresponding number
• When entering text manually, be sure to enter the
  same type of label throughout the document

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Accessibility Best Practices for Images,
Alternative Text and Captions

• Do not use text boxes for simple graphics
• Do not use background images or watermarks
• Do not paste a graphic into a text box
• Create captions and alternative text for all
  images

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Accessibility Best Practices for Images,
Alternative Text and Captions

• Numbers and integers can be written in numeric
  format
• 2/3 should be written as two thirds
• Wording such as 2/3rds or one 4th should not be
  used
• Abbreviations can be used, but should be fully
  written out the first time that they appear in a
  document
• When entering words that are joined together with
  no space between them, capitalize the first
  letter of each word

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Module 3 Tables and Images Summary

• We have completed Module 3
• We have discussed the steps to create accessible
  tables and images

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Resources Microsoft Word

• Microsoft Tutorials http//www.microsoft.com/enabl
  e/training/office2003/default.aspx
• Webaim Microsoft Word http//www.webaim.org/techni
  ques/word/

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Resources Government

• Web Communications New Media Division
  http//www.hhs.gov/web/
• HHS 508 Training contact your Webmaster
• Federal Government 508 Policy, Training and
  Resources http//www.section508.gov/

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ASPA Web Communications and New Media
Divisionhttp//www.hhs.gov/web/

• Creating Section 508 CompliantMicrosoft Word
  Documents I