Creating 508 Accessible Documents
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1 Creating 508 Accessible Documents
2 Background 508 Compliance Standards Agenda Module 1: Preparing Word Documents Module 2: Convert to PDF Module 3: Check PDF Features Conclusion
3 Background Section 508 Compliance and Standards
4 Section 508 Section 508 Amendment of the Rehabilitation Act of 1973 is a federal law that requires electronic documents be made accessible to persons with a disability. Section 508 was enacted to eliminate barriers in information technology, open new opportunities for people with disabilities, and encourage development of technologies that will help achieve these goals. Standards for electronic documents Must supply a text equivalent for images, graphs and other non-text elements Any information in color should be available without color Tables should use row and column headers, be numbered and have a brief description Use column feature when creating a document with multiple columns
5 Module 1: Preparing Word Documents
6 In this section You will learn how to structure a document Use Heading tool Table of Contents Images Adding alternative Text Helpful Tips & Reminders Create Tables Numbering Tables Adding description Creating logical flow
7 Step 1: Format Your Document Microsoft Word Formatting Information should be organized in a clear logical manner a. Use the heading style tool to identify headings and subheadings b. Use bullets and/or numbers to list and organize points of information c. Use column feature to create multiple columns
8 Microsoft Word-Formatting Use the Heading Style tool to format: Titles Headings Subheadings Located next to the font box, highlight the line of text you want to define as a heading and choose a heading level. This is a Heading
9 MS Word- Formatting Heading vs. Font Styles Using the heading tool VS. Altering font, size, and style
10 Heading 1 Titles Heading 2 MS- Formatting What Headings to Use? Are like chapters in a book Main headings for sections in the document Heading 3 Are for any subheadings or topics within the document
11 MS Word-Formatting Adding Alternate Text Step 2: Formatting a Picture Whenever you add a picture, image or other type of graphic to emphasize a point or add flair to your document; you must add alternate text. Alternate text allows a screen reading device the ability to read a description of the image. How to add alternate text? 1. Right click on the image 2. Click Format Picture 3. Click Web tab, in the alternate text box add a description of the image
12 Do You Need Alternate Text? YES YES NO YES YES No---alternate text is automatically created
13 MS Word-Formatting Images: Helpful Tips and Reminders Avoid background pictures and watermarks whenever possible Why?--An alternate text equivalent is not available for background pictures and watermarks. Abstract images do not need alternate text However, it is a good practice to add alternate text to all images Logos and pictures of text require alternate text
14 MS Word: Formatting Creating Tables Step 3: Creating Tables When creating tables, use MS Word table feature. DO NOT make a faux table using tabs, borders, etc. Select Table Insert Table to access the table dialog box Select the number of rows and columns If you would like to use a preset template, click AutoFormat. *Be aware of high contrast colors.
15 Table Properties Change the table properties: 1. Highlight the first row of the table: 1 a. Right Click Properties Row b. Deselect the Allow row to break across pages c. Select Repeat as header row at the top of each page d. Click OK to exit dialog box Best Practices MS Word- Formatting Creating Tables Consider color choices Number your tables (e.g. Table 1 or Table 1.1) Provide a brief description below the table Tables should read left to right and top to bottom a. c. Important: Highlight the 1 st Row b. d.
16 MS Word- Formatting Step 4: Creating a Table of Contents Table of Contents If you used the heading style tool to structure your document, creating a table of contents is very simple. Starting on the page you want your Table of Contents Click Insert References Index and Tables Table of Contents Ok
17 MS Word-Formatting Table of Contents: Error Error! No table of contents entries found If you receive this message when trying to create a table of contents: 1. Go through your document and add headings and subheadings using the heading style tool 2. Follow the steps for Table of Contents again
18 MS Word- Formatting Table of Contents: Updating Update Table of Contents Note: Be sure to update table of contents whenever you make minor or major changes to your document. To update only the page numbers: Right click on the table of contents Update field Update page numbers only To update the entire Table of Contents: Right click on the table of contents Update field Update entire table
19 MS Word-Formatting Review Your Document Step 5: Review your document All URLs should work properly Remove any comments or strikethroughs Unless changes must be noted for meeting minutes or similar Make sure all headings and subheadings have been identified using the heading style tool Read through the document to make sure it flows in a clear and logical manner
20 Microsoft Word- Quick Tips 1. Format your document a. Identify Headings b. Use bullets and/or numbers for lists c. Use the column feature 2. Use descriptive alternate text to describe images 3. Use MS Word s table feature to create tables 4. Create table of contents (TOC) using the TOC feature. 5. Review your document to verify formatting If you remember these Quick Tips- 90% of making a document accessible is done.
21 Module 2: Converting MS Word to Accessible PDF
22 In this Section You will learn how to convert a Word document into PDF Learn proper settings to use before converting documents.
23 1. Change Settings From the Microsoft Menu bar, click Adobe PDF Click Change Conversion Settings 2. Settings Options You will then see the box pictured to the right. Make sure that all of these options are selected under the settings tab Do Not Exit Out the Dialog Box Converting to PDF Settings
24 3. Security Options Converting to PDF Security Under the Security tab, make sure the box Enable text access for screen reader devices for the visually impaired is checked. *If this box is not checked, click Restrict editing and printing of the document You will not need to identify a password. This allows you to check the correct box. Once the box has been selected, unselect the password box. Do Not Exit Out the Dialog Box
25 Converting to PDF Word 4. Word Options Under the Word tab, check to make sure that the last two boxes of the Word Features are checked. Convert cross-references and table of contents to links Convert footnote and endnote links In Adobe version 8, you will need to check Enable advanced tagging Do Not Exit Out the Dialog Box Version 5 Version 8
26 5. Bookmarks Options Converting to PDF Bookmarks Under the Bookmarks tab, the Convert Word Headings to Bookmarks should be checked. Notice version 8 has an additional option, you will not need to check that box. Version 5 Version 8
27 Converting to PDF Conversion 6. Converting to PDF From the Microsoft Word menu bar, select Adobe PDF Convert to Adobe PDF Save the PDF File Note: The file will open in Adobe PDF in a separate screen
28 Module 3: Checking Adobe PDF Features
29 In this section PDF Properties Check tags Set language How to tag an untagged PDF How to adjust reading order Check for accessibility Use the Read Out Loud Feature
30 Checking PDF Features Properties Step 1: Check for Tags Once the document is converted to a PDF file, check the properties. File Properties Step 2: Set the Language While in the Properties window, click the Advanced tab and set the language to English. Click Ok Under the description, Tagged PDF should have a yes.
31 Converting to PDF Tags If you have followed the five quick tips mentioned earlier (module 1) your document should be tagged. If you checked the document properties and your document did not have tags, you will need to create tags. So What are Tags and Why Are They Important? Tags are a set of instructions that define the logic of the content. It is the glue that combines the reading order, images and tables together. Tags show how elements, such as headers, paragraphs, and images are related to one another. Without tags, assistive reading devices cannot access the documents structure or content. Thereby, making the document inaccessible.
32 Converting to PDF Tagging an Untagged PDF There are 2 methods to tagging an untagged PDF: Method 1: Structuring the original document, again a) Go back to the original Microsoft Word document b) Follow the steps for structuring a word document c) Convert the document into a PDF This method should create an accessible PDF with tags.
33 Converting to PDF Tagging an Untagged PDF Method 2: Automatic Click Advanced Accessibility Add Tags to Document Acrobat will analyze each page to determine the structure, reading order, and appropriate tagging system The program will automatically build a tag tree for the document that represents the elements on each page If the program is unable to add tags, read the Add Tags report to see how to manually fix these errors. Note: Depending on the length of the document and the number of errors, this could take time.
34 Tagging an Existing PDF Follow the steps for checking Properties File > Properties Under the Description Tab, check to make sure the PDF has not been tagged.
35 Tagging an Existing PDF
36 Tag Report
37 Step 3: Check the reading order of your document Converting to PDF Reading Order To see the reading order: From Acrobat s menu bar, select: View > Navigation Panels > Order
38 Converting to PDF Manually Adjust Reading Order Order Panel Box
39 Converting to PDF Checking PDF Accessibility Step 4: Check for Accessibility After you have added tags to your document and arranged the reading order, you must perform an accessibility check. Click Advanced from the Menu bar, Accessibility Quick Check If you have no issues you will receive the below message.
40 Converting to PDF Step 5: Read Out Loud Feature Use this feature to hear how your document will sound to individuals with visual impairments Read Out Loud To activate this feature follow the steps below. Click View Read Out Loud Activate Read Out Loud If the reading order does not read the way you intended it to, go back and follow the steps for changing the reading order.
41 Conclusion What we have covered How to structure your Word document How to check the settings of your PDF How to check a PDF for accessibility Reminders 90% of making a PDF accessible is done in MS Word (Use those 5 quick tips) Always check PDF settings before converting to PDF Always check accessibility and use the Read Out Loud feature Questions Are there any questions about anything we have covered?
42 Resources Section U.S Department of Health and Human Services Federal Transit Administration Acrobat Adobe PDF
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