Creating an Accessible Word Document. PC Computer. Revised November 27, Adapted from resources created by the Sonoma County Office of Education
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1 Creating an Accessible Word Document PC Computer Revised November 27, 2018 Adapted from resources created by the Sonoma County Office of Education
2 Title the Document Add an official title to the document in File à Info. The title field is on the right side of the page under Properties. Images Screen reader users will not get any information about an image unless you use alternative text. Insert your picture, then right-click on it and choose Format Picture. Choose the Layout & Properties tab and type in your descriptive text in the Description box. If the picture has text in it, make sure to put that text in. Do not type anything into the Title field, as it will interfere with the Description being read. Headings Headings are very important for document accessibility - they create an outline structure to the document which allows screen readers to scan a page or jump to content. Do not simulate headings by just adding bold to text. Use true styles in Word, such as Heading 1, Heading 2, Heading 3, etc. 2
3 Create your heading text first, then you can set it as a heading in two ways: If you want to use custom styling, style the text the way you want, then right- or control-click on Heading 1 or Heading 2 in the Home ribbon. Click update heading to match selection. If the heading style is already set the way you like, select the text and choose the proper heading level in the ribbon. Note: Heading 3, Heading 4, etc. will only appear once you tag something as Heading 1 and Heading 2. Lists Make sure to use the list functions in the Paragraph ribbon under Home - ordered, bulleted or multilevel. Do not use spaces, tabs, or shapes to create lists. Be sure to use the Increase Indents or Decrease Indents icons to change the level of a list item. Tables 3
4 Use tables for data, not for layout. Avoid using tabs or spaces. If the content is data, a table is better. Simple tables are best. Do not nest tables. Avoid lines or boxes directly above or below your table; they will get read as part of the table. To make a simple table accessible: 1. Right click on the table and choose Table Properties. Click on the Row tab. Check the box Repeat as header row at the top of each page. 2. Choose the Alt Text tab and add a title for the table. Links Use clear, unique text for links. Avoid generic language like click here which is confusing to screen readers. Avoid URLs. Do not Make Empty Paragraphs 4
5 Do not hit return to create space between paragraphs or elements on the page. Screen readers will read these empty spaces out loud. Right or control click on a paragraph or element, choose paragraph, and add space before or after the element. Word Accessibility Checker To check the accessibility of your document, go to File à Info à Inspect Document. Choose Check for Issues, then choose Check Accessibility. Fix the issues per the inspection results. Export as PDF It is best to use the Acrobat tab in your ribbon, if it is there. If it is not, try using this method to add it: 1. Click File à Options à Add-ins à Manage: COM Add-ins (at the bottom) à Go. 2. If the check box for Adobe PDF is clear, select it, and click OK. 3. If the check box for Adobe PDF is already selected, clear it, close the program, and then reopen it. Click File à Options à Add-ins à Manage: COM Add-ins (at the bottom) à Go, and then select the check box for Adobe PDF. Click OK. 5
6 If the Acrobat tab is not in your ribbon, use File à Info à Export and choose Create Adobe PDF. Do not click Save as PDF. Many of your accessibility fixes will not output properly. When saving, select Options and be sure that Document structure tags for accessibility is checked. 6
Creating an Accessible Word Document. Mac Computer. Revised November 28, Adapted from resources created by the Sonoma County Office of Education
Creating an Accessible Word Document Mac Computer Revised November 28, 2018 Adapted from resources created by the Sonoma County Office of Education Title the Document Add an official title to the document
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