Making Word Files Accessible
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1 Making Word Files Accessible Credits: Melissa Edwards, Purdue University; Debbi Canavan; and Lee Henrikson Table of Contents Making Word Files Accessible... 1 Introduction...1 Document formatting...2 Basic format... 2 Text spacing... 2 Paragraph spacing... 2 Lists and Columns...4 Lists... 4 Columns... 4 Color Contrast...4 Headings and Styles...4 Set Headings: Ribbon > Home tab... 5 Create or edit hyperlinks...5 Add appropriate alt text description to images, shapes, smart art...6 Adding Alt Text... 6 Format tables...8 Header Row... 8 Add alt text to table... 9 Run the Accessibility Checker Locate Checker Verify that your Inspection Results are error free Resources Introduction Ensuring that all university materials are accessible is easier if you begin with accessibility in mind. It s less difficult to create an accessible document than to fix one that s not accessible. Creating accessible Word files is not hard, and in fact, one you learn how, you ll find your files easier to maintain and edit. So, not only are you creating documents that persons with disabilities can access, you are making less work for yourself and others in the long run. It does take time to change how you use a computer program. Like learning anything new, it can take time to learn how to format your document to be accessible from the beginning, but it s worth it. Making Word Files Accessible, Spring
2 This document covers these topics for Word 2016 on MacOS and Windows. 1. Document formatting: Tabs, paragraph spacing 2. Lists and columns 3. Color contrast 4. Headings 5. Hyperlinks 6. Alt text and images, shapes, Smart Art 7. Tables 8. Accessibility Checker Document formatting Basic format 12-point text (no smaller!) Sans serif for online reading Left justify paragraphs (don t center blocks of text, just titles!) 80 characters per line maximum No text boxes! The reading order of the document is not predictable. Text spacing Use tabs to add extra space between words on the same line (not spaces). Use the Indent/Outdent for blocks of text (not tabs). Paragraph spacing Use the Paragraph settings for space before and after text rather than multiple returns. Ribbon > Layout Tab > Paragraph > Spacing before or after. (To see extended paragraph options, click on downward diagonal arrow in bottom right corner of the Paragraph section.) Making Word Files Accessible, Spring
3 Mac 2017 Format menu > Paragraph > Spacing before or after Making Word Files Accessible, Spring
4 Lists and Columns Lists Do NOT use tabs or tables to create lists For lists, use the default or custom settings to create numbered, bulleted, or multileveled lists; the formatting allows screen readers to just read these as list items, and not as paragraphs. PC: Ribbon > Home > Paragraph Mac: Ribbon > Home Columns Columns can also be used to help determine the reading order. 1. Select the text to put in columns 2. Ribbon > Page Layout > Columns 1. Select the text to put in columns 2. Format > Columns a. Or Ribbon > Layout > Columns Note: a section break is created before and after the text that has been put in columns. Color Contrast Yes, make sure your colors pass the color contrast test. There are many options for color contrast analyzers. Here are two: Download Paciello Color Contrast Analyzer (developer.paciellogroup.com/resources/contrastanalyser/) Use WebAim Color Contrast Analyser online (webaim.org/resources/contrastchecker/). If there is not an option to use the eyedropper to pick colors, try Chrome. Be aware of colorblindness, too. No green and red together! Headings and Styles The title of the document is Heading 1 by convention. Headings range from most important or prominent (H1), decreasing in importance under a main topic (H2, H3, H4). Basic text is set to the Normal style and will be read left to right, top to bottom in order as it appears in the text. Select the text, and then select the appropriate heading style from the Styles section of the Home tab ribbon. Making Word Files Accessible, Spring
5 Set Headings: Ribbon > Home tab NOTE: By default, Heading 1 and Heading 2 are available in the ribbon. Word will automatically add Heading 3 to the menu after Heading 2 is used in the document, and so on for additional heading levels. If you have already formatted the text to the style you want for a particular heading and would like to preserve it: select the text, then: right-click (PC) or control click (Mac) the heading level in the Styles ribbon and select Update Heading to Match Selection. Or open the Styles Pane. Create or edit hyperlinks Always open the webpage in a browser and copy the hyperlink to paste into Word In Word: Select the descriptive link text in your document Go to Ribbon > Insert > Links > Hyperlink o Shortcut: select text > command K (Mac) or control K (PC) Making Word Files Accessible, Spring
6 Paste the link into the Insert hyperlink box o You can edit the display text in the hyperlink edit box, too! Always test your link! To show the URL (for files that are printed), put it in TEXT ONLY in parentheses! e.g. Blackboard login (classes.alaska.edu) Add appropriate alt text description to images, shapes, smart art All images require alternative text (alt text). If the image is decorative or does not add to the meaning of the document, use the alt text, decorative. This avoid problems with the alt text going between formats (e.g. Word, PDF, Google Docs, etc.). For all other images, add alt text that conveys the meaning of the image to the document. Any words in the image must be in the alt text or the document text. Adding Alt Text Right-click on the image or shape and select Format Picture Select the picture, click on picture format in the ribbon, and click the format pane icon. Or right-click/control-click on the image and select Format Picture Making Word Files Accessible, Spring
7 1. Select Layout and Properties and then select Alt Text 2. Enter alt text into the Description field. Do not put alt text into the Title field. Making Word Files Accessible, Spring
8 Format tables Tables are tricky for screen readers, which means formatting is important. Only use tables for data. Do not use them to format text! Avoid splitting or merging cells, as this makes it difficult for screen readers to accurately read the content. Do not create blank rows or columns for spacing. Every cell must have data or text. No blank cells! Header Row Use column headers in tables and explicitly identify the header row. Headers provide information necessary for navigating the table for users of assistive technology. To set the header row: Click anywhere in the first row. 1. Select the Design tab (Table Design in Mac). 2. Make sure the box in front of Header Row is checked. Make sure the table header row repeats on each page. 1. Click anywhere in the first row of the table. 2. Right click (PC) or control-click (Mac). 3. Select table properties from the dropdown menu. 4. In the Table Properties box, select the Row tab. 5. Click checkbox for Repeat header row at the top of each page. 6. Click OK. Making Word Files Accessible, Spring
9 Add alt text to table Alternative text is not just required on images. Tables also need an alt text description. Often, the name of the table is sufficient. 1. Click anywhere in the table. 2. Select the Layout tab. 3. Select Properties. Making Word Files Accessible, Spring
10 4. In the Properties dialogue box, select Alt Text. 5. Type the description of the table in the Description field. 6. Click Ok. Making Word Files Accessible, Spring
11 Run the Accessibility Checker Once you have attended to all the recommendations above, you are ready to check your document to see if it is accessible. Word 2016 has a built-in tool that checks your document for accessibility problems. The Accessibility Checker makes it much easier to identify and repair accessibility issues. Locate Checker Go to File > Info > Check for Issues > Check Accessibility. Go to the Tools menu > Check Accessibility. Making Word Files Accessible, Spring
12 Verify that your Inspection Results are error free If you have followed all the recommendations above and have formatted your document correctly, then your inspection report should come back with no errors. On the off chance that you missed something, the report will show you where and what errors remain. Simply make the recommended corrections. Once the issue is resolved it will disappear from the errors list. When you have an all clear, save your document with the satisfaction of knowing that all of your learners will be able to access the content successfully. Resources NCDAE Cheat sheet (Word 2016 for MacOS and Windows) Making Word Files Accessible, Spring
13 UAA s NDLW Accessibility Tips webpage (see the tips links in the right column) AIE s Accessibility Resources WebAIM Microsoft Word Creating Accessible Documents Microsoft: Create more accessible Word documents (set of 7 short videos) Microsoft: Making Word Files Accessible Video: Editing Styles (MS Word 2013) Microsoft: Office Accessibility Center - Resources for people with disabilities Making Word Files Accessible, Spring
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