Make Your Documents Accessible Worksheet (Microsoft Word 2010)

Transcription

1 Make Your Documents Accessible Worksheet (Microsoft Word 2010) This exercise is intended for staff attending the Make your documents accessible course, although other staff will also find this resource useful. It offers a brief outline of steps you can take to make your document more accessible. In-depth user guides can be found at: Accessing the file 1. Go to: (you ll need your University username and password). 2. Click on the link under the Exercise file heading and save the file to your G: drive (or elsewhere if you are not attending the Make Your Documents Accessible course). 3. Open the file. Opening the Styles pane 1. From the Home tab, find the Styles group and click on the Styles Dialog Box Launcher. 2. Click on Options at the bottom right, and from the Select styles to show drop down list, select In current document. 3. Click on Ok. 4. Place a tick in the Show Preview box. Setting the paragraph spacing 1. Hover over the Normal style in the Styles pane, click on the arrow and select Modify. 2. Choose Format Paragraph. 3. Change the Spacing After: to 12pt. 4. Click Ok, and Ok again. 5. Save your document. The University of Bradford retains copyright for this material, which may not be reproduced without prior written permission. We welcome feedback on our documentation. Please infoserv-feedback@bradford.ac.uk. For alternative formats please see: Microsoft Word screen shots(s) reprinted by permission from Microsoft Corporation. Microsoft is a registered trade mark and Windows is a trade mark of Microsoft Corporation. December 2015

2 Removing the manual line breaks 1. Click on the Show/Hide formatting button on your toolbar (found in the Paragraph group on the Home tab). 2. Notice the empty lines in your document. 3. Click on Replace in the Editing group on the Home tab. 4. In the Find what box, type ^p^p 5. In the Replace with box, type ^p 6. Click on Replace All. 7. Click on Ok. 8. Click on Close. 9. Deselect the Show/Hide formatting button. Adding a style The default styles for this document are displayed in the Styles pane. We will create and amend them to suit us. 1. Click on the New Style button at the bottom of the Styles pane. 2. Type in Page Title in the Name field and from the Style for following paragraph drop down list, choose Heading In the Formatting section, choose: Font = Georgia. Font style = Bold. Size = Centre the style. 5. Click on the Format button, choose Paragraph and change: Spacing: Before to 24 and After to Click on Ok and Ok again. 7. Save your document. Notice that there are no Heading 2 and Heading 3 styles. These will need to be brought in: 8. In the Styles pane, select Options and from the Select styles to show drop down list, choose All styles. 9. Click on Ok. 10. Click on Heading 2 within the list of styles. 11. Click on Heading 3 within the list of styles. 12. In the Styles pane, select Options and from the Select styles to show drop down list, choose In current document. 13. Click on Ok.

3 14. Notice that this has brought the headings into the style set for your document. 15. Click anywhere within the Making Microsoft Word Documents Accessible line at the top and select the Page Title style from the Styles pane to apply it. 16. Save your document. Modifying a style 1. In the Styles window, hover over the Normal style, click on the arrow to the right of it and choose Modify. 2. Ensure the style is set to Lucida Sans, size 11pt. 3. Click on Ok. 4. Now change the Heading 1 style to Georgia, bold, 19pt, and colour: black. 5. Change the Heading 2 style to Georgia, bold, 16pt, and colour: black. 6. Change the Heading 3 style to Georgia, bold, 13pt, and colour: black. 7. Save your document. Applying the styles It is important to apply the heading styles in the correct hierarchical order. 1. Click anywhere in the line Types of disability and choose Heading 1 from the Styles pane. 2. Now choose the line Vision and apply a Heading 2 style. 3. Apply the Heading 2 style to the other types of disability (use the Format Painter tool if you like). 4. Apply the Heading 1 style to the line Requirements for accessibility. 5. Apply the Heading 2 style to each of the requirement headings. 6. There is a blank line before the Columns heading. Delete this blank line. 7. Type in Paragraph Styles and Character Styles on separate lines under the Styles heading in your document and apply Heading 3 styles to these. 8. Type a sentence under each of these and ensure that the style for the sentences is Normal. 9. Close the Styles pane. 10. Save your document. Viewing the outline and Document Map 1. Go to the View tab and from the Document Views group, choose Outline. 2. On the Outline Tools group, select Level 1 from the Show Level drop down list. 3. Select Level Select Level Observe the structure that is now forming. 6. Click on the Close Outline View button.

4 7. Go to the View tab and from the Show/Hide group choose Navigation Pane. 8. Click on Graphics in the navigation pane and observe that you are now taken to that section of the document. 9. Deselect Navigation Pane from the View menu. 10. Save your document. Adding an image 1. Underneath the paragraph under the Graphics heading, choose Insert Clip Art and insert a clip-art picture of your choice. 2. Resize it if necessary. 3. Click on the picture, right-click, choose Format Picture Alt Text, insert suitable alt-text (don t forget to add a full stop) in the Description field and then click on Close. 4. Save your document. Note: if you need to add several elements to your image you should create a single image using graphics software, or create the elements together in a separate Word document and then take a screen shot of it so that it becomes a single image for which you can provide alternative text. Otherwise, screen reader software will not know in which order to read the alternative text for each element and this will confuse the user. Adding a table 1. After the paragraph under the Tables heading, insert the following table: Response Number of Respondents Percentage of Respondents Advanced % Intermediate % Beginner 48 3% 2. Place your cursor at the beginning of the word Response in cell 1 in the first column. 3. Click on the Insert tab and then Bookmark. 4. Add a bookmark called RowTitle and click on Add. 5. Highlight the first row, right click, select Table Properties, the Row tab and then check the Repeat as header row at the top of each page box and then click on OK. 6. Select the whole table, right click, select Table Properties, click on the Row tab and then ensure the Allow row to break across pages box is unchecked. 7. Click on the Alt Text tab and in the Description field, type: Screen reader proficiency figures. 8. Click on OK. 9. Save your document.

5 Hyperlinks 1. In the section Hyperlinks, create a new paragraph and type: More information about accessibility can be found at: and press the space bar. 2. Highlight the hyperlink (but no spaces after it), right-click and choose Edit Hyperlink. 3. Click the Screen Tip button at the top right and type: Web Accessibility Initiative Web site. 4. Click on ok and ok again. 5. Add a full stop to this sentence. 6. Hover over your hyperlink and observe the effect. 7. Save your document. Lists 1. Highlight the first two paragraphs of your document. 2. In the Styles pane, click on Options and from the Select styles to show drop down list, choose All styles. 3. Click on Ok. 4. Click on List Bullet in the list of styles. 5. In the Styles window, select Options and from the Select styles to show drop down list choose In current document. 6. Click on Ok. 7. In the Bullets and Numbering section of your document, type A random line in a separate paragraph and make these two paragraphs into a numbered list by following steps 1-4 above, but choose List Number, rather than List Bullet. 8. In the Styles pane, select Options and from the Select styles to show drop down list, choose In current document. 9. Click on Ok. 10. Click on Ok and Ok again. 11. Save your document. Insert a table of contents 1. Go to the top of your document by holding down the Ctrl key while pressing the Home key. 2. Place your cursor after the title and go to Insert Page Break. 3. Type in Contents, apply the Normal style to this and insert another page break. 4. Press Enter after the word Contents. 5. Go to the References tab and click on Table of Contents. 6. Click on Insert Table of Contents.

6 7. Click on Ok. 8. Observe the heading hierarchy. 9. Save your file. Document properties 1. Click on the File tab. 2. Click on Properties in the right hand pane and select Show Document Panel. 3. Insert your name in the Author field and the full document title in the Title field. 4. Close the document panel and save the document. Copying and pasting Remember! - if you are pasting some text from elsewhere into your document, use the Paste Special Unformatted Text option, rather than the normal paste option (Home tab Clipboard). Extra spacing It s better for people with dyslexia to have a lot of white space between blocks of text and images. If you want extra spacing, use the Styles window and modify the styles, eg Heading 1 Modify Format Paragraph change Spacing: After to 24pt. Checking for accessibility problems Click on File Check for Issues Check Accessibility. Any errors will show up on the bar in the right hand side, along with suggestions for amendment. Converting to PDF If you are putting a Word document onto the Web, you must offer a pdf version also. File Save As PDF (it s very important to then click on the Options button and ensure Create bookmarks using: Headings is checked). It s important to ensure that the Word document has converted to pdf correctly. Adobe Acrobat Reader has a Read out loud facility in the View menu. If you have Adobe Acrobat Pro software (rather than just the reader), you can also use the accessibility checker within it. Ready-to-use University templates This exercise showed you how to create an accessible document, including creating and applying styles. Now that you know how to apply styles from the Styles pane, rather than having to create your styles from scratch each time, we have provided accessible corporate University Word templates for you to use. They are available at