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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 Document1. Use system fonts when creating/modifying

documents2. Use a sans serif font

3. Select a font point size no smaller than 12

4. Use styles to associate attributes such as bold, underline, etc. with text (Do not manually associate attributes to text)

5. 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 Document6. Hyphens at the end of a line are not

recommended unless absolutely necessary

7. Format your document so that all text (except for the title) is left justified when possible

8. Format your document using a block style (i.e., no indenting other than for bulleted/numbered items)

9. Use color only as an enhancement, not as the sole means of conveying information

10. Make headings different than the body text

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Best Practices for Creating an Accessible Word Document

11. Create headers and footers using Microsoft Word’s header and footer feature

12. Use page numbering codes to number pages within a document (Do not manually type page numbers at the bottom of a page)

13. 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)

14. Use simple and clear design layout

15. Bullets can be used with lists and key points

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Best Practices for Creating an Accessible Word Document

16. Explain all acronyms the first time they are used, or in a table near the front of the document

17. Ensure contrast is sufficient

18. Add alternate text to non-text elements

19. Group complex images

20. Ensure images are inserted “Inline with text”, rather than as a floating image

21. Do not use text boxes

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Best Practices for Creating an Accessible Word Document

22. Create tables properly

23. Create columns properly

24. All edits in track changes must be accepted and comments removed

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Best Practices for Creating an Accessible Word Document

25. The document must be free of background images or watermarks that interfere with text elements

26. Create navigational aids for long documents

27. All URLs must be linked to active Web sites.

28. All URLs must be hyperlinked with the fully qualified URL (http://www.hhs.gov)

29. 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 document’s 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 Do’s and Don’tsDo

1. Space between the heading and words above

2. Space between the heading and words below

3. Offset headings

Don’t

1. Underline – can make reading difficult for some people

2. 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 Text1. Highlight the words, paragraph, list, or table

that have a style you want changed

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Applying Styles to Text2. Select Styles and Formatting from the

Format dropdown menu (located on the top toolbar)

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Applying Styles to Text3. Select All Styles

from the Show dropdown menu located at the bottom of the pane

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Applying Styles to Text4. Select the desired style

5. The previously highlighted text assumes the characteristics associated with the style tag

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Modify An Existing Style1. Select Styles and Formatting from the

Format dropdown menu

2. Right-click the style you want modified

3. Select Modify

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Modify An Existing Style4. Change the tag’s

attributes

5. 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:

1. Selecting the Table dropdown menu from the Main Menu

2. Selecting Insert from the Table dropdown menu

3. Selecting Table from the Insert dropdown menu

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Microsoft Word’s Table Creator Feature From the Word toolbar, select:

Table > Insert > 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

Monday Tuesday Wednesday Thursday Friday

8 AM

10 AM

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

ArtPhotographsDiagramsGraphs

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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 Menu1. Select a picture in the

document

2. Go to the Format tab on the Main Menu

3. Select Picture

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Selecting the Format Picture Properties Menu From the Document From the document

1. Right click on the image

2. 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: 1. Select the Layout tab

2. In the Wrapping style section select In line with text

3. 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 tab1. Select the Web tab

and then add alternative text in the Alternative text box

2. Use a succinct text description that conveys the same information provided by the image

3. 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 Caption1. From the Main Menu select the Insert tab

2. Select the Reference dropdown menu

3. Select Caption

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Generate a Caption4. The Caption window

appears

5. In the Caption field, enter the caption for the image

6. From the Label dropdown menu choose the label named Figure

7. From the Position dropdown menu choose Below selected item

8. 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 a. 2/3 should be written as two thirds

b. 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/enable/training/office2003/default.aspx

Webaim Microsoft Word http://www.webaim.org/techniques/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