Creating Section 508 Compliant Microsoft Word Documents II

1
Creating Section 508 CompliantMicrosoft Word
Documents II

• ASPA Web Communications and New Media Division

2
Microsoft Word II Objectives

• After completing this course you will be able to
  
• Describe the Best Practices for creating
  navigation in complex documents
• Identify techniques for addressing document
  navigation
• Outline/Numbered Lists
• Table of Contents
• Indexes
• Hyperlinks and Bookmarks
• External
• Internal

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Microsoft Word II Objectives

• Create accessible columns in Word documents
• Describe how to create accessible Microsoft Word
  Templates
• Convert a Microsoft Word document to PDF using
  the Adobe Acrobat Word plug-in
• Be aware of resources to help you create Word
  documents and check their accessibility

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Creating Section 508 CompliantMicrosoft Word
Documents II

• Module 1 Document Navigation
• for Complex Documents

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Document Organization and Navigation

• Document organization and navigation for complex
  and web-enabled documents includes
• Outline/Numbered Lists
• Table of Contents
• Indexes
• Hyperlinks
• External
• Internal, including Bookmarks

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Outline/Numbered Lists

• Outlines and numbered lists assist with document
  navigation
• Text organized in an outline style establishes
  document structure by identifying or categorizing
  associated text with compound numbers (e.g., 1,
  1.1, 1.1.1) or various symbols e.g. I, (a), (b),
  II, (a) (1)
• An outline or numbered list organizes text into
  different levels of information rather than
  keeping all text indented at the same level

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Creating an Outline/Numbered List

1. From the Main Menu, open the Format dropdown menu
2. Select Bullets and Numbering

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Creating an Outline/Numbered List

• Select the Outline Numbered tab
• Choose a list format
• Select OK

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Creating an Outline/Numbered List

1. The first number of the list appears in the
   document
2. Type your list text
3. Press the Enter key after each list item
4. Subsequent numbers are automatically generated
   and inserted at the beginning of each line

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Promoting or Demoting a Numbered Item

• Use the Formatting toolbar to move an outline
  numbered item to the desired numbering level
• Select a list number
• Right click to select the Format bar or press ALT
  and then Shift F10
• To demote an item
• Select Increase Indent
• To promote an item
• Select Decrease Indent

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Table of Contents

• Provides an overview of the document
• Provides a method of navigation through the
  document
• To make a Table of Contents, you MUST have used
  heading styles to identify headings in the
  document (e.g. Heading 1, Heading 2)
• Heading styles are automatically generated by
  creating headings in the Outline View

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Table of Contents Generation

• A Table of Contents can and ideally should be
  automatically generated by Word
• To generate a Table of Contents, the document
  needs to be formatted using style tags or an
  outline level format
• Once one of these formats is incorporated into
  the document, the table of contents can be
  generated

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Steps to Generate a Table of Contents

1. Place the cursor where the first line of the
   table of contents should appear
2. Open the Insert dropdown menu
3. Select Reference
4. Select Index and Tables

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Steps to Generate a Table of Contents

1. Select the Table of Contents tab

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Steps to Generate a Table of Contents

1. Select a layout from the Formats dropdown menu
2. Preview the layout through the Print preview
   option
3. Select any other options desired
4. Select OK

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Steps to Generate a Table of Contents

• The table of contents is generated and inserted
  in the document
• Allow several seconds for the table of contents
  to be generated
• Word searches for the specified styles, sorts
  them by level, and generates (then displays) the
  items in the document

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Index Navigation

• An index lists the terms and topics discussed in
  a document along with associated page numbers
• An index entry can be created
• For an individual word, phrase, or symbol
• For a topic that spans a range of pages
• For a reference to another entry (such as
  Hotels. See Recreation.)

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Creating an Index

• Word builds an index when index entries are
  created in a document
• To create an index entry (and sub-entries),
  follow these steps
• Select the text to be defined in the index
• Open the Insert dropdown menu
• Select Reference
• Select Index and Tables

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Index Creation

• Select the Index tab
• Select the Mark Entry button

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Index Creation

1. Enter an entry (or sub-entry) title in the Main
   entry (or Sub-entry) field
2. Select the Mark button
3. The index entry is marked

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Index Generation

• Once all entries have been marked, an index can
  be generated
• Open the Insert dropdown menu
• Select Reference
• Select Index and Tables

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Index Generation

1. Choose a style from the Format menu
2. Select OK

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Hyperlinks and Navigation

• A hyperlink is a graphic or a colored and
  underlined text that, when selected, accesses a
  file, a location in a file, or an HTML page
• In Word, a hyperlink can link
• To a different document (an external link)
• Elements within a document (an internal link)

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External Links

• Word automatically creates a hyperlink when the
  address of an existing Web page (such as
  http//www.microsoft.com/ ) is typed unless the
  automatic formatting of hyperlinks has been
  turned off

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External Links

• Best Practices for HHS dictate that external
  hyperlinks have the full Web address i.e.,
  http//www.hhs.gov/
• Do not use Click here to describe a hyperlink
• Hyperlinks should appear on a single line
• Ensure all navigational aids, such as links, are
  active and accurate

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Create External Links

1. Position the cursor where the hyperlink is to be
   inserted
2. Go to the Insert menu (on the Main Menu bar)
3. Select Hyperlink

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CHANGE TO Web ADDRESS Create External Links

1. In the Link to column on the left side of the
   Insert Hyperlink window, select the Existing File
   or Web Page button

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Create External Links

• In the Text to display field, insert the text you
  want as the hyperlink
• Note The text entered should be relevant to the
  link you are creating

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Create External Links

1. Locate and select the document to which you want
   to link
2. Select OK
3. The hyperlink is inserted in the document

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Internal Links

• Internal links can enable a user to quickly and
  easily navigate a document
• Internal links allow users to select and access
  the content that they are most interested in
  without having to read the entire document
• Internal links jump to areas of the document
  based on the Heading style

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Create Internal Links

1. Go to the Insert menu (on the Main Menu)
2. Select Hyperlink

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Create Internal Links

1. In the Insert Hyperlink window select the Place
   in the Document button
2. Expand the Headings list by clicking on the plus
   sign to show all current headings residing within
   the document

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Create Internal Links

1. Select and highlight the location in the document
   to be hyperlinked, the location will display in
   the Text to display field
2. Select a heading to which the hyperlink will be
   linked
3. Select OK

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Bookmarks

• A bookmark is a type of internal link that allows
  users to mark selected text so they can return to
  that text quickly at a later time
• Best Practices dictates that documents of more
  than 10 pages should have internal links or
  bookmarks
• Bookmarks should be used to supplement internal
  links to reference specific text e.g. breast
  cancer in males incidence analysis

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Create a Bookmark

1. Highlight the text with which you want the
   bookmark associated
2. On the Insert menu, select Bookmark
3. Under Bookmark name, type or select a name
4. Select Add
5. Spaces cannot be included in bookmark names use
   an underscore e.g. male_breast_cancer

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Access Bookmarks

• To access the bookmarked text from another part
  of the document
• Select Go To from the Edit menu
• Select the Go To tab in the Find and Replace
  window

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Access Bookmarks

1. Select Bookmark from the Go to what menu
2. Select the bookmark name from the Enter bookmark
   name dropdown menu

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Access Bookmarks

1. Select the Go To button

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Module 1 Advanced Accessibility

• We have completed Module 1 Document Navigation
  for Complex Documents
• We have discussed the steps to create
• Numbered links
• Table of Contents
• Indexes
• External Hyperlinks
• Internal navigation including
• Internal links
• Bookmarks

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Creating Section 508 CompliantMicrosoft Word
Documents II

• Module 2 Creating Accessible Columns

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Using Columns

• What columns are
• The column format is used when content needs to
  be organized in a newspaper style
• The column tool assures proper reading order for
  assistive technology
• The content's reading-order flows from top of
  column down to end of column. Then back to top
  of next column and down, etc.

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Columns vs. Tables

• The column format can be used for a whole
  document, one or more pages or just a small
  section of a page
• Columns are not tables
• Tables are for data, and should not be used in
  place of columns

Name Age Onset of Illness
Jackie Simmons 5 3/5/2006
Beth Norman 8 3/8/2006
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Using the Columns Command

• The Columns command is located on the Format menu
• It provides the structure necessary for assistive
  technology to correctly discern text flow

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Using the Columns Command

1. Open the Format dropdown menu
2. Select Columns

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Using the Columns Command

1. Select a column layout in the Presets section
2. Select OK

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Screen Readers and the Word Column Feature

• Do not use the Tab key to mimic the appearance of
  columns
• Screen readers will read tabbed text line by
  line, from left to right
• Screen readers will not discern that the text has
  been organized into columns if the tab key is
  used to create columns
• Screen readers will correctly discern text
  entered using the Word column feature

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Example of Correct Column Formatting

• Because the left column is the only one
  highlighted, we know that the columns have been
  generated correctly using Words Column feature

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Format Column Spacing

• When formatting text into columns, make sure that
  the margin between the columns is wide enough to
  clearly separate them
• People with partial vision who rely on screen
  magnifiers to view text will not be able to
  differentiate between the columns if there is too
  little space

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Module 2 Creating Accessible Columns

• We have completed Module 2 Creating Accessible
  Columns
• We have discussed how to
• Use the columns command
• Create columns with correct formatting and
  spacing

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Creating Section 508 CompliantMicrosoft Word
Documents II

• Module 3 Creating Accessible Templates

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Template Defined

• Every Microsoft Word document is based on a
  template
• A template determines the basic structure for a
  document and contains document settings fonts,
  styles, layouts, etc.
• If a user does not specify a template when a
  document is created, the document is based on the
  Blank or Normal Document template

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Purpose of the Template

• A template determines the basic structure of a
  document
• Templates contain document attributes
• Fonts
• Margins
• Line spacing
• Templates ensure a consistent appearance among
  similar types of documents

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Word Templates Are Not Always Accessible

• Word provides many built in templates that users
  can access through the template wizard
• These standard templates may have many features
  that are not accessible
• Fonts
• Font sizes
• Use of color
• Borders
• An applied template must be reviewed carefully
  and any feature that may be inaccessible revised

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Create Accessible Templates

• Any document created in Word can be saved as a
  unique/custom template
• Choose styles for your template that are
  accessible
• Define headings and body text with accessible
  fonts, such as Arial, size 16 through 12
• Left justify text
• You can add accessible images and accessible
  tables to be used and reused as needed

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Accessible Templates

• Now that you have learned the accessibility
  considerations (in the Word I course) and
  features for document organization, you are ready
  to modify and create templates
• An accessible template will retain the maximum
  number of accessibility-related features when
  converting a document from Word to PDF or
  PowerPoint

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To Select or Review a Template

1. Go to the Main Menu
2. Open the File dropdown menu
3. Select New

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To Select or Review a Template

• In the New Document, window, select a location
  from which to retrieve the template
• e.g. On my computer

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To Select or Review a Template

1. From the Templates selection box select a
   template type (e.g., Blank Document)
2. Select a specific template
3. Select OK

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Create a Template from a Blank Document

1. Select Blank Document in the General tab
2. Customize the template as necessary to fit your
   needs

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Create a Template from a Blank Document

1. In your template from the File dropdown menu
   select Save As
2. In the Save As menu choose Document Template from
   the Save as type dropdown menu
3. Name your template in the File Name field
4. Select Save

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Template Wizard

• A document is created with pre-set styles it may
  be blank or contain text boxes or other elements
  
• As you type, formatting is applied

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Display Styles and Formatting

1. From the Main Menu select the Format dropdown
   menu
2. Select Styles and Formatting
3. The Styles and Formatting window appears

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Module 3 - Structuring Documents

• We have completed Module 3
• You have learned that structuring a template is
  essential to that templates accessibility
• You now know how to use and modify styles
• You can create an accessible template that can be
  reused for many documents

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Creating Section 508 CompliantMicrosoft Word
Documents II

• Module 4 Create a PDF from a Word Document

65
Convert A Microsoft Word Document into PDF

• An accessible Microsoft Word document can be
  quickly converted to a PDF using a Word plug-in
• Adobe Acrobat Professional comes with a plug-in
  for Microsoft Word
• Conversion settings must be set to ensure
  accessibility
• The document will still need to be checked for
  accessibility.

66
Converting files into PDF within Microsoft Word

• Before you can perform the actual conversion
  process, you must first check the conversion
  settings

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Setting Conversion Settings

1. Open the desired Office document source file
2. From the Office applications Main Menu bar,
   select Adobe PDF gt Change Conversion Settings

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Setting Conversion Settings

• From the Settings tab, under Applications
  Settings check the following checkboxes
• Attach source file to Adobe PDF
• Add Bookmarks to Adobe PDF
• Add links to Adobe PDF
• Enable Accessibility and Reflow with Tagged Adobe
  PDF

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Conversion Settings

• Select the Advanced Settings button
• Change the Capability combo box selection to your
  version of Acrobat Professional
• Ensures the latest accessibility features
• Select OK to save conversion settings

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Converting files into PDF within Microsoft Word

• Select Adobe PDF from the Main Menu
• Select Convert to PDF from the Adobe PDF dropdown
  menu
• This creates a tagged PDF
• When prompted, name the file and save it
• Once the conversion process is completed, Adobe
  Professional will launch and display the newly
  created PDF file

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Module 4 Creating PDF Documents

• You have completed Module 4
• You can convert a Word document into a PDF using
  Microsoft Word

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Creating Section 508 CompliantMicrosoft Word
Documents II

• Module 5 Testing and Resources for Word Document
  Accessibility

73
Testing Word Documents for Section 508 Compliance

• Each time you create or receive a document you
  have the opportunity to review it and ensure that
  it is accessible
• It is important that you send a non-compliant
  document back to its creator for remediation
• This is especially important when working with
  non-departmental staff and consultants
• Documents that are submitted as part of the
  proposal cycle and as project deliverables must
  be Section 508 conformant

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Accessibility Elements To Test

• Text elements, format and spacing
• Formatting Styles
• Page numbers
• Numbers in bulleted styles
• Non-text elements
• Images
• Tables
• Diagrams
• Color

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Testing Word Documents - resources

• Resources
• Checklists and best practices at
  http//www.hhs.gov/web/
• External Training

76
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/

77
Resources - Government

• Web Communications New Media Division
  http//www.hhs.gov/web/policies/index.html508
• Includes policies, checklists, and best practices
  for HHS document accessibility
• Federal Government 508 Policy, Training and
  Resources
• http//www.section508.gov/

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

• Creating Section 508 CompliantMicrosoft Word
  Documents II