Word 2013 Accessibility Checklist

Transcription

1 Word 2013 Accessibility Checklist Mt. Hood Community College Accessibility Guide for electronic documents using Word The list on this page will link to the pages of instructions associated with the accessibility feature. The document may grow as new questions are asked. Contents Default Settings... 2 Font:... 2 Heading Styles:... 2 Embed Font Types:... 5 Unset/Reset user options in Word 2013:... 6 Document Title and Language Properties *... 6 Images with Alternative Text Descriptions... 7 Adding Alternative Text:... 7 How to Describe Graphics and Objects... 8 Object Boxes in Word: How to Flatten Layered Images/Objects List Formats for Accessibility Table of Contents Tables Developed for Accessibility Table Heading is Left Column and not Top Row Style Headings Hyperlinks More than just Links When to use Unnamed URL addresses in Word: Columns with Accessibility in Mind Creating Accessible Forms in Word Accessibility Checker with Word Creating PDFs To Save As or Export? Page 1 Word 2013 Accessibility Checklist

2 Default Settings Font: Select Home > Font Group (Access the font settings by clicking on the lower right corner button in the Font Group or use Ctrl+D) [See example below.] When Font Options Window opens Scroll down to a San Serif Font like Arial or Verdana, choose the Font, Font Style Regular and Size 12. Then click Set as Default button on bottom of window. Finalize by clicking on the option you want to set: This document only? or All documents based on the Normal.dotm template? Then click on the OK button. Heading Styles: Select Home > Styles Group (Access the Styles settings by clicking on the lower right corner button in the Styles Group or use Ctrl+S) [See example below.] Page 2 Word 2013 Accessibility Checklist

3 A Dropdown Window opens for the Styles options. On the lower right corner of the list in the window, locate and click Options button. The Styles Pane Options will open. Click on Font formatting and select New documents base on this template before clicking on OK button. Now, returning to the Styles Dropdown Window, click on the Manage Styles button just left of the Options on the bottom of the window. Page 3 Word 2013 Accessibility Checklist

4 This brings up the Manage Styles window for the default settings. You should scroll through the various styles shown in the Select a style to edit and the Preview will allow you to see what is currently set there. When you find a style that you want to change the settings, click the Modify button. The Modify Styles window will change to allow you to change the Headings and other font style settings. The example of the window here shows the available options for modifying the styles based on Heading 1. Your visuals may be a little different based on the settings already established in your version of Word It is recommended that you change the Formatting of the color to Automatic. You can change other settings such at font, bold, italics, centering, paragraph spacing and indentation options. Near the bottom of the window, make sure to check Add to the Styles gallery and check New documents based on this template if you want these style settings to carry over into other documents before clicking on the OK button. Page 4 Word 2013 Accessibility Checklist

5 It is recommended that the first three heading style settings be modified for ease of use in the future. While still in the Manage Styles window, click on the New documents based on this template option at the bottom of the window, then click on OK button. When you open new Word 2013 documents after the changes to the Styles have been completed, you may notice the changes in the Font and Styles groups of the Home Ribbon section. Embed Font Types: Select File > Options to open Word Options window. [Options is located in the left column near the bottom of the Info Page.] In the Options window, select Save. Next, locate the section Preserve fidelity when sharing this document. Change the document dropdown to All New Documents then click Embed fonts in the file and click Do not embed common system fonts. Click OK button. Embedding TrueType fonts will pass the font type from Word into PDFs to preserve the text style. Page 5 Word 2013 Accessibility Checklist

6 Unset/Reset user options in Word 2013: If for any reason you need to unset the settings you made in Word, you can access Microsoft to reset user options. ( If you would rather fix the reset yourself, there are instructions on that page for Let me fix it myself. Document Title and Language Properties * * This topic is important only if the Word document will be turned into a PDF or an HTML page. This cannot be established as a default setting and should be done on each Word document that might, potentially be converted into another format. 1) Click on FILE in the upper left corner of Word ) Click on Properties in the right column on the INFO page. 3) Select Advanced Properties from the dropdown. 4) In Properties Summary tab, type in the Title. 5) Still in the Properties window, select the Custom tab. (1) In Name, select Language. (2) In Value field, type English (or the language used in the document). (3) Click the Add button and then (4) click the OK button. The Title and Language information will be passed into the PDF or HTML page. Page 6 Word 2013 Accessibility Checklist

7 Images with Alternative Text Descriptions Adding Alternative Text: After an image is pasted or inserted in a Word document, use the mouse to click on the image to access the objects box and layout option. Resizing tools around the image will become apparent along with a Layout Options box near the upper right corner. Click on the Layout Options box to open a dropdown list of options. In the Layout options dropdown, check to ensure that In Line with Text is selected for the image. Inline is preferred. Text wrapping may be used occasionally if necessary for other layout purposes. After the layout with text is chosen, select the image again, except now you will use the mouse to right click on the image and select Format Picture to open different options. An alternate way to access Format Picture is to (1) Left click on the picture, (2) Click on INSERT in the Ribbon, (3) Click on Picture Tools FORMAT, then (4) Click on the Picture Styles Format Shape (corner button). [See example on next page.] Page 7 Word 2013 Accessibility Checklist

8 The Format Picture options will open on the right of the Word document page. Click on the Layout and Properties option (square box with four directional arrows). Open the Alt Text option to view the Title and Description boxes. Do not type in the Title box. Type in the Description box to enter the information describing the image. As soon as something is typed into the Description box, you may close the format picture option or click on another image in the document to describe it. The Alt Text is automatically saved without needing to click on any saving option/button. How to Describe Graphics and Objects Appropriate Alt Text descriptions for images involve providing just enough information to explain what the sighted person is seeing. For example, image at the beginning of this Alternative Text section might be described as, Graduating student holding diploma. The description will depend on the context of the image in the document. It is not necessary to describe all the fine details such as color of the cap and gown, or that the diploma is in the foreground while the student is blurred in the background. The gist of the picture is all that is necessary. If the image is simply for decoration and does not pertain to the content, it can be described as decoration. Page 8 Word 2013 Accessibility Checklist

9 Charts, graphs and symbols might need to be described with more detail based on the image s message, which might not be available in the overall content of the document. If the chart/symbol image refers to detailed information located somewhere in the document, that description can be noted with a Figure # reference from the alt text to the explanation in the document. Photos/Graphics: Images of Charts/Graphs: Too Much Info: Photo of Professor Pradeep smiling while sitting behind his office desk. Not Adequate: Smiling Not Acceptable: data:image/jpeg;base64,/9j/ //Z, image1.gif, or dstuns.iitm.in/professorpradeep.jpg Appropriate: Professor Pradeep Text Continues in next Column Depends Might Be Too Much: Graph Home broadband penetration, Jun 04 (23%), Oct 04 (27%), Feb 05 (32%), Jun 05 (29%), Oct 05 (36%), Feb 06 (42%) [This will be dependent on how much the individual will need to know if there are not additional descriptions in the main content of the document.] Not Adequate: Graph Appropriate: Graph Home broadband penetration. Date range June 2004 February Trends of growth starting at 23% and ending at 49%. Reference Figure 1.7 in text Shortcut Description Method - If you have a lot of photos to describe in a document, you may want to wait until you run the Accessibility Checker. The checker will show a list of the photos that will need descriptions so that you can do them all at the end. Page 9 Word 2013 Accessibility Checklist

10 Object Boxes in Word: Objects, tables, textboxes, and charts Inserted in Word will also require some Alt Text. Refer to the previous section explaining how to describe graphics and objects. Be aware that shapes, e.g. circles, rectangles, arrows, stars, etc., layered over a screenshot, photo, image, chart, etc., should either be described as decoration or flattened into the overall original images. How to Flatten Layered Images/Objects The quickest and easiest way to flatten out the layers of shapes placed onto the screenshots or photos in Word is to use the Snipping Tool available in Windows 7 and Windows 8. If you have never used the Snipping Tool, it can be located in All Programs under Accessories folder. 1) Click on the Windows Start button in the lower left corner of your desktop to open the directory list. 2) Near the bottom of the directory list click the All Programs button. (Shortcut method type Snipping into the Search programs and files search box.) 3) This opens programs list. Find and click the Accessories folder to open one more list. Page 10 Word 2013 Accessibility Checklist

11 4) In the Accessories folder, scroll down to find the Snipping Tool. 5) When opening the snipping tool, it will present as a white transparent layer over the entire screen. The cursor becomes a cross. Press and hold the left mouse button while dragging the cursor across the area that you want to capture a picture. Use Snipping Tool directions are located on the Microsoft support pages. ( 6) Place your photo as the first layer into a separate blank Word document 7) Add the desired objects, i.e. textbox, shape, image, etc. over the original image. 8) When you have placed the layered objects needed for that particular image, you can flatten the multiple layers into a single-layer image by opening and using the Snipping Tool to copy and paste that screenshot image into the main primary Word document you are working with. 9) Remember to add the Alt Text for the new single layer image. Page 11 Word 2013 Accessibility Checklist

12 List Formats for Accessibility The first thing a person using a screen reader will suggest to anyone who needs to make a list; Don t use a table to create a list. Just because the word table is in the phrase Table of Contents which is just an expansive list, please don t use a table to create that Table of Contents. Refer to the next section to learn how to make an Accessible Table of Contents. Ø Don t use spacing, tabs or tables to create a list. The users of screen readers will not be able to recognize your list is a list if the List option is not used. Word 2013 can create an accessible list for you. Perhaps the easiest way to create the list is to simply type each item on separate lines. Apple Orange Banana Strawberry 1) First 2) Fourth 3) Second 4) Third (1) Start with typing each item of the list on separate line. (2)Using the mouse/cursor, highlight the list and (3) select a list option (Bullets or Numbering) from the Paragraph group located in the Home section of the Ribbon toolbar. (4) Your list is now correctly formatted and will be identified as a list. (Visual examples are shown below.) After the list is created, you can adjust the indentation using the Decrease Indent and Increase Indent options to the right of the List options. Line spacing can also be adjusted by highlighting the list again when using the Line and Paragraph spacing options which are also located in the Paragraph group. The Lists option offers many features; changing the numbering, alphabetizing and choice of bullets. Regardless of which list format you choose, the correct use of lists will make your document more accessible. To learn more about making Lists using Word, visit the Word Formatting: Paragraphs and Lists at How-To-Geek. ( NOTE: How-To-Geek is not fully accessible for screen readers. An accessible alternative is Making Lists with Bullets and Numbers ( Page 12 Word 2013 Accessibility Checklist

13 Table of Contents The Table of Contents should not be created in a table. Word 2013 has a great feature to assist in creating the Table of Contents when Styles Headings have been implemented into a document. Documents longer than eight to ten pages should include Headings, at the very least, and a properly created Table of Contents will accessorize the accessibility of the document. 1) Place cursor on page where the table of contents is to be created 2) Select References in the Ribbon and click on Table of Contents button for a dropdown of built in options. 3) Select the type of Table of Contents (TOC). If headings were properly defined in the Word 2013 document, the TOC will be automatically created for you. 4) If you add content after the TOC has been created, click on the Update Table button in the Table of Contents Group section. This document was created using the Table of Contents feature in Word Page 13 Word 2013 Accessibility Checklist

14 Tables Developed for Accessibility The goal here is not to teach you how to make a table. To learn how to make a table, visit How to Create Tables in Word ( html) 1) Create the table. 2) Add Alt Text to the table. a. Right click on box in the upper left corner of the table to access the Table Properties. b. In the Table Properties window, click on the Alt Text tab and type in the table description. Then click the OK button. 3) Add Headings. a. In Word 2013, Headings in tables are referred to as headers. b. Depending on the table style, header/headings should be established in the first/row or the first column on the left. Most of the pre-made styles have the top row for headings. c. If you have the accessibility checker turned on while creating the table, you may get a continuous error No Header Row Specified. To establish the top row as the header row and set it into motion, click the following: INSERT, TABLE TOOLS DESIGN, use the cursor to highlight the first row in the table and click Header Row. (The Ribbon Tabs are circled in the screenshot below. Continued on next page.) Page 14 Word 2013 Accessibility Checklist

15 Then click TABLE TOOLS LAYOUT, click Repeat Header Rows. (Refer to screenshot above.) 4) Try to avoid using blank cells for formatting. a. Attempt to keep the table layout as simple as possible. If a cell needs to be empty, a comment that the cell is null, empty or blank will help the individual using a screen reader to track the cells that have nothing. Example: Sample of a blank cell Sample describing empty cell [empty cell] Sample describing empty cell changed to white font. [empty cell] b. Merged cells can cause issues with reading order in Word. If merged cells are needed for a complex table, refer to Complex Tables for work around information. Click on the show all link on that website to view the entire explanation. ( 5) Check reading order. a. Reading order is easy to check in Word place the cursor in the first cell of the table. b. Press the tab button on your keyboard and watch the cursor move through the cells. If the cursor moves to a cell that it has already visited then the content may be confusing for a screen reader user. Refer to the website mentioned in the blank cells description above in 4.b. 6) Tables that extend beyond the page should include headings on each subsequent page. Refer back to Headings description in 3.c. above. 7) Avoid using a lot of blank spacing inside the cells. Table Heading is Left Column and not Top Row Word does not have an option yet for identifying when a column is full of headings rather than the top row. A work around for that is to use a bookmark. 1) Create table with headings in first column 2) Click or place the cursor in upper left table cell. 3) Select INSERT on the Ribbon and click on Bookmark. Heading 1 Content 1 Heading 2 Content 2 Heading 3 Content 3 Page 15 Word 2013 Accessibility Checklist

16 4) Bookmark window opens. In the name, type ColumnTitle (all as one word and no spaces) and click Add. 5) There may still be an accessibility error that shows up, however this is the correct format for alerting a screen reader user that the first column contains the headings in the table. Page 16 Word 2013 Accessibility Checklist

17 Style Headings The function of Heading Styles in a Word document can help create consistent access across the document s pages both from a Table of Contents, as well as the user of a screen reader. Long documents, such as a syllabus, or an administrative report is frequently developed with sections and sub-categories that benefit from having larger, bold text leading the reader into the content, similar to how this checklist has been developed. But, instead of using larger, bold or italicized font, you should rely on using Styles for Heading levels. When the styles are used effectively, the Table of Contents will basically create itself. Also, having headings in long documents help users of screen readers to quickly navigate through the material without the need to read every line of text. Ø Do not simply use bold or larger font to indicate headings. Ø Do not use headings to denote visual emphasis in the main content. If you merely want a word or phrase to stand out in a sentence, use bold, italics or other styling options. Refer to the end of this section for a list of the Word Styles options. To develop a default Styles template, refer to Default Setting Heading Styles. When utilizing Headings in a document, start with a Heading 1 for the beginning title. If there is only one heading to be used in a document, style that heading with Heading 1. Starting a document with a Heading 2 or 3 or even a Heading 4 can cause confusion for the user of a screen reader. Also, this will cause confusion with the accessibility checkers in Word or Adobe Pro. To access Styles, click on the HOME tab in the Ribbon toolbar. The Styles preview is the little box to the lower left of the Styles group. (The keyboard command to open the preview involves holding down four keys at the same time; Alt + CTRL + Shift + S.) To create a Heading on a page, 1) type the text for the heading. 2) Using the cursor, highlight the word or phrase to be styled. 3) While the word(s) are still highlighted, click on the Heading option in the Styles group. 4) The Heading will now change and a little tab triangle will appear to the left of the Heading. 1) 2) 3) 4) Page 17 Word 2013 Accessibility Checklist

18 Now you can modify the heading s style with a right click on the chosen Heading Style option for a dropdown list of options. Select the Modify option to open a formatting window. In the Modify style window, change the style in a way that fits your document s needs. Before clicking OK, you have the option of automatically updating any other Heading that might be using that heading level When using Headings in a document, think of them as being an outline hierarchy of information. Use a Heading level 1 only once per document unless there are several different documents contained into one. After Heading 1, Heading 2 should follow as primary sections and can be used as frequently as needed throughout the document. If there are subsections, Heading 3 and Heading 4 can be used, if needed. Below is a quick example of working with Headings in Word What does working in My Government involve? (Title = Heading 1) Who can work for My Government? (2nd level sub-heading = Heading 2) What does My Government expect from its employees? (Heading 2) How does a promotion work? (3rd level sub-heading = Heading 3) When can you expect a promotion? (4 th level sub-sub-heading = Heading 4) What is the executive structure? (Heading 3) What is a job classification? (Heading 2) What are your employee benefits? (Heading 2) Page 18 Word 2013 Accessibility Checklist

19 Looking back to the example, the hierarchy of the Headings starts at level one, moves to level 2, followed by another level 2, then there s a subsection with a couple of level 3, and even a sub-sub-heading level 4, then moves back to level 2. The use of Headings in this way helps the listener to make sense of the information contained in the document as much as it does for a sighted individual. To see more Styles options, click on the row or more styles button to the right of the Styles window in the Ribbon toolbar. To learn more about Heading Styles and accessibility, visit WebAIM s Word Accessibility pages. ( Page 19 Word 2013 Accessibility Checklist

20 Hyperlinks More than just Links Links are the URL address to a webpage. Hyperlinks are the URL address to a webpage. Both are considered the correct way to identify the connection of one page to another with the use of the URL address. Word 2013 will quickly identify the format of a URL address and make it Live, as in changing the color of the address blue and underlining it while allowing the option to click on the link to go to the intended website. Hyperlinks are not considered accessible without some meaningful text. Word allows you the ability to add text to the hyperlink so that a user of a screen reader will know more about the hyperlink. Some hyperlinks will not make sense to a listener, and even most sighted individuals without contextual wording. It is frequently assumed that the listener will hear the content leading up to the link. They will if they are reading the entire page. But screen readers allow the users to cut through the content to find only the links (similar to the shortcuts for headings and lists). For accessibility purposes, it is always best to create a hyperlink with meaningful text. Some examples are presented below: These Links may not have much meaning using a screen reader: (Not real link) (Not real link) These Links have more meaning but may need more context These Links have adequate meaning with text Freedom Scientific Software for Vision Impairments Mt. Hood Community College If you are at a loss as to what to name the hyperlink, look to the title of the webpage that the link is connected to for an idea. Page 20 Word 2013 Accessibility Checklist

21 Creating a hyperlink in Word is easy. Place the cursor at the point you want to link to begin, or highlight the text designated for the hyperlink. Right click on the highlighted text or at the cursor s starting point, to open the dropdown list. Select the Hyperlink option to open the Insert Hyperlink window. In the Insert Hyperlink window, the four options buttons on the left column allow you to link to other files, internet pages, within the existing document and other options as shown. Near the top center of the window, the name of the link can be typed in the field Text to display:. The Look in: option allows you to find files on your system and can be ignored for a webpage hyperlink. Near the bottom, the Address field is for the URL address to the webpage. Then click OK to finalize the link. When to use Unnamed URL addresses in Word: You may have noted that this handout contains both meaningful text links as well as URL addresses in close proximity. Sometimes, you may want to print out the handout and then the address will be lost behind meaningful text formatted in blue and underlined. In those instances, it is appropriate to include the full URL address in brackets or parentheses and then remove the automated hyperlink from the URL. Page 21 Word 2013 Accessibility Checklist

22 Right click on the URL to access the dropdown window and select Remove Hyperlink. This will de-activate the linking function and it will not show up in the screen reader s list of links. To learn more about accessible hyperlinks, hypertext, screen readers as well as keyboard accessibility of links, WebAIM Links and Hypertext page can give you more insight about the subject based on internet standards. ( Page 22 Word 2013 Accessibility Checklist

23 Columns with Accessibility in Mind Sometimes, you may need two or three columns of text that flow from one section to the next, being read top to bottom in each column, and not read straight across as a row. While the appearance of columns can be created by using tabs between columns, the screen reader user will lose track of the information. The average person may think the solution is to use a table for the cells to sort out the columns. The better option is to use the Columns option in Word Let s start with some examples of what should not be done, and why. Jon Stewart Alison Grey 123 Mystery Ln. 321 Fantasy Cr. Portland, OR Portland, OR The above example gives the illusion of columns. Instead, the screen reader will read it as: Jon Stewart (tab)(tab) Alison Grey. 123 Mystery Lane (tab)(tab) 321 Fantasy Creek. Portland, OR (tab) Portland, OR To the eye, we see the distinction. To the ear, the distinction is lost. Some may think the solution is to create a table and remove the black borders: Jon Stewart 123 Mystery Ln. Portland, OR Alison Grey 321 Fantasy Cr. Portland, OR That is better, but it now forces the listener to step into a series of data cells for all the wrong reasons. There s no heading for the table and the table is announced out of context to the document (or letter). It is never recommended that you use two Text Boxes to obtain the appearance of Columns. Text boxes in Word documents are not accessible with a screen reader. The best option is to utilize the Column option. 1) Type the information similar to creating a list. Page 23 Word 2013 Accessibility Checklist Jon Stewart 123 Mystery Ln. Portland, OR Alison Grey 321 Fantasy Cr. Portland, OR 97299

24 2) Now, highlight the information for the two columns. 3) Click the PAGE LAYOUT in the Ribbon toolbar. In the Page Setup group, select Columns for the dropdown and select More Columns. 4) In the Columns window, select Two (or Three) from the Preset options OR Select the Number of columns options. Notice that the Apply to: option is set to Selected text. To adjust the column width, Uncheck Equal column width. Page 24 Word 2013 Accessibility Checklist

25 5) This is where the ruler displayed at the top of the document helps to determine how wide to make the first column. 6) As determined with the ruler, the width of the text was just under two inches. a. Change Col#:1 s width to 2. b. Keep the spacing for Col#:1 at.5 to provide a nice appearance of two cells of distinct text. Jon Stewart 123 Mystery Ln. Portland, OR Alison Grey 321 Fantasy Cr. Portland, OR Now, when a screen reader is used on the two columns of information above, the listener will easily distinguish that Mr. Stewart can be located on Mystery Lane in Portland, while Ms. Grey s address is Fantasy Creek. The remaining text outside of the two columns is retained as a single column without losing the normal flow of content and without losing its intent. In a nutshell, the reading order is now correctly established for the listener. Many portions of this document were created with the use of columns in the layout. To learn more about creating columns, visit Word 2013 Columns at GCF Learn Free. ( Page 25 Word 2013 Accessibility Checklist

26 Creating Accessible Forms in Word Some of the form controls in Word 2007, 2010 and 2013 are not currently accessible with most screen readers. However, there are legacy controls that can be utilized to create accessibility. The goal here is not to teach you all about making forms. The basics will be covered. First ensure that your Word 2013 Ribbon includes the DEVELOPER option. (Please Note: If you are wanting a form online that students complete online and sent to your account, you will need to set up a template without using Word s form fields. See template example below. Then submit your template to the campus web designers. If you are wanting a Word document form for other purposes, continue following the demonstration beyond the template example.) Create your template Contact Information <Heading 2> Instructions: All applicants must complete this section. Full Name: <Edit box> Street Address: <Edit box> City: State: Zip: <Edit boxes> Phone Number: <Edit box> Personal Information <Heading 2> Instructions: All applicants must complete this section. Date of Birth: <Edit box> Sex: Male Female <Radio buttons or dropdown> This allows you to work with the layout before actually putting in the boxes, etc. It is acceptable to use a simple table for layout as long as there are not any extra tables nesting inside of primary table cells. While in DEVELOPER, locate the Legacy Tools options. It looks a little like a tool box in the Controls group. The dropdown options are Legacy forms and ActiveX Controls. Only of the legacy Page 26 Word 2013 Accessibility Checklist

27 form options are accessible. The ActiveX and Content controls are not currently accessible. While in the form, place the cursor after the field but before the <edit box> sections begin to add the boxes for the forms from the Legacy Form options. After the form fields have been added, you can begin to edit them. 1) Double click on the field to begin to edit the settings. 2) Click Add Help Text 3) Add information in the status bar 4) The Help Key tab opens the option for longer messages Page 27 Word 2013 Accessibility Checklist

28 Restrict Editing by using the Protect option. The Restrict Editing options open in the right column of the document. Skip over step 1. Check the box for step 2 Editing restrictions and select Filing in forms on the dropdown. Then click Yes, Start Enforcing Protection in step 3. The Start Enforcing Protection window will pop up requesting a password. This finalizes the accessible Word 2013 form. Page 28 Word 2013 Accessibility Checklist

29 Accessibility Checker with Word 2013 The newer versions of Microsoft Office have accessibility checkers to help ensure that the documents we create are accessible for everyone. Click on FILE in the upper left corner of Word On the INFO page, click on the Check for Issues button located to the left of Inspect Document. In the options dropdown, select Check Accessibility. The Accessibility Checker Inspection Results will open on the right column of the document. The Errors and Warnings will be listed in that column. This is a list of the Errors and Warnings received in this document before it was finalized. Click on the arrow to the left of the category to open the Error or Warnings lists. Page 29 Word 2013 Accessibility Checklist

30 When you click on the items under a specific category, the pertinent page for that error or warning will show up. For example, clicking on Table (with no header row) the Table in question showed up. If you read the topic about columns above, you may remember this being discussed. By clicking on each Error item and Warning item, you will be able to locate and fix the accessibility issues before finalizing the document. Important Information for Older Word Documents! What if you have an old Word document with the.doc extension? 1) Re-save the file using Save as to a.docx. 2) Utilize the Accessibility Checker. To learn more about the Accessibility Checker, visit Office Support s Check for Accessibility Issues and Rules Used by Accessibility Checker ( ( 74b4a67101c1?ui=en-US&rs=en-US&ad=US) Page 30 Word 2013 Accessibility Checklist

31 Creating PDFs from Word To Export or Save As? When creating a Word document intended to be a PDF, it is best to use this checklist to ensure that the document has been created with Accessibility in mind. NOTE! We have learned by trial and error that using Export will ensure the accessibility in the document will be transferred over to the PDF! Before Exporting to PDF, Save the Word document to finalize any changes. Click on FILE in the upper left corner of Word It is always recommended that you choose Export and not choose Save As. The Export option will preserve the accessibility features when the PDF is developed. Export option is located near the middle in the left column on the INFO page. Depending on your Word program s capabilities you may have several PDF creation options, such as PDFMaker and Create a PDF/XPS Document. A pop-up window similar to Save As will open. Keep the Optimize for: setting with Standard. Page 31 Word 2013 Accessibility Checklist

32 If your document is longer than a few pages and contains Headings, you should click the Options button (see Options button in screenshot above.) The Options window will pop open. Click the Create bookmarks using and Headings options. Then click OK to return to the Save/Publish as PDF window and click Publish button. Note - If you are not certain which to use, defer to Word s Create PDF/XPS option. [To learn more about creating PDFs using PDFMaker, visit Adobe Help PDFMaker.]( Page 32 Word 2013 Accessibility Checklist