Tips and Tricks with MS Word and Mac OSX

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1 Office of Academic Innovation Portland State University Tips and Tricks with MS Word and Mac OSX Microsoft Word 2011 for Mac OSX does not come equipped with an Accessibility Checker built in. Most screen reader software follows Universal Design Learning (UDL) Structure for navigation through text. Creating a document using (UDL) creates structural clarity for everyone. Similar to driving a car; on the road there are specific lines on the road you must stay within, signs on the street guiding you to where you are going, and light signals creating a flow. This is how (UDL) structure creates content order, textual queues and flow of information. Begin the authoring process of Accessibility in MS Word using UDL structure. This will make it easy to change to other formats (pdf, power point) while your document retains its Accessibility. Checklist of General Tips Do not use: Spaces to move words use tabs. Tabs to create columns use the "column" feature under formats or create a table. Hard returns to add space, adjust the spacing of the paragraph. Make adjustments to the appearance of a paragraph by hand instead use styles. Do not use underlining. Use one tab only for spacing. Adjust tabs with the ruler. Use the following: When using tables, mark the header row; if going out to PDF, also mark column heads as needed. Normal/default paragraph/body text Use heading structure Strong for (bold) Emphasis for (italic) List/ List Bullet/ List Number Index (levels 1 9) Authoring Accessibility from the beginning W3C Authoring Tool Accessibility Guidelines (ATAG) Avoid future editing by beginning accessibility in the authoring stage using MS Word. MS Word file format is easily transferrable to other formats. Use draft view while creating document.

2 Begin by using a descriptive filename, then set title name. If creating a fillable form use built in form fields. Create descriptive names for links. Create alt text for images. Create reading order using heading structure. Do not use color to convey meaning without additional text description. Create the required color contrast. Exclude flashing objects. Avoid templates in MS Word. Lets Begin! Create a Title and Filename To begin select the file menu from the top of your page then select properties, then select the summary window where you can fill in the title, author and year of this document. Set Structure of your document Choose an Accessible font ( Arial, Calibri, Tahoma, and most Sans Serif fonts ) at least size 10. Now select line spacing for your document using the Paragraph tool. At this time you may want to enable the Styles tool by selecting the button Style Preferences : In the Quick Style tool there are several preferences

3 Select All Styles to have access to all headings etc. To customize a Style: Select Modify Style. This will open a new window:

4 Here customize Font, Size, Bold, Italic, Format then save to your Styles Gallery. Add to Style Gallery, and Template :

5 Save Template: 1. Adjust your styles, margins, etc. in a BLANK document. 2. In the File Ribbon, select Save As, then click on the Browse button. A dialogue box will come up. The Save as Type dropdown defaults to.docx. In order to save the file as a template, you can use either the.dotx or.dotm format. 3. Name your Template (fillable form, graph, table, document, worksheet)

6 Create the required color contrast if using Color in the Document Note: Do not use color to convey meaning without additional text description. Web Aim offers a free online color Accessibility checker at where you can input foreground and background color from their color screen of different shades. 1. Note: to use the WebAIM color contrast checker Javascript must be enabled and supported on your computer. Abbreviations or acronyms explain or expand on the definition the first time it is used, or provides a link to the definition. Many screen readers have difficulty defining content to aid in understanding and will need acronyms or abbreviations spelled out the first time they are used.

7 Example = PSU, Portland State University.

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