Accessible Word and PDF documents

Accessible Word Documents Views and panes There are five different ways to view a document in MS Word. The five document views are: Print Layout Full Screen Reading Web Layout Outline Draft

Accessible Word Documents Specify column header rows in tables To specify a header row in a table: Click anywhere in the table. On the Table Tools Design tab, in the Table Style Options group, select the Header Row check box. Add heading

Accessible Word Documents Use styles in long documents To apply heading styles to your document, do the following: Select the text you want to make into a heading. On the Home tab, in the Styles group, select the level heading style from the Quick Styles gallery.

Accessible Word Documents Ensure all heading styles are in the correct order To change a heading style: Select the heading that you want to change. On the Home tab, in the Styles group, choose the right heading style. To add a heading line: Insert a line of text where you want a new heading.

Accessible Word Documents Adding Hyperlinks To create a hyperlink in Microsoft Office: Select a word that needs to be hyperlinked within the text. Right-click and select Hyperlink or select CTRL + K. Browse the File necessary to be linked and then Click Ok.

Accessible Word Documents Use hyperlink text that is meaningful Include ScreenTip text that appears when your cursor hangs over a hyperlink, and can be used as an alt text as well. To add ScreenTip text: Place your cursor in the hyperlink to add ScreenTip text to. On the Insert tab, in the Links group, click Hyperlink to open the hyperlink dialog box. Click ScreenTip Type in the text in the ScreenTip text box. Click OK.

Accessible Word Documents Use simple table structure To test and simplify the table structure, do the following: Select the first cell of the table. Press the Tab key one by one in a rapid manner, to assure the focus moves across the row and then down to the first cell of the next row. If you need to merge or split cells to simplify the table, on the Table Tools Layout tab, in the Merge group, click Merge Cells or Split Cells as appropriate.

Accessible Word Documents Set the header row as 'repeating' Screen Reader software to be able to tell the user for each cell what the header for that column is. Place the cursor anywhere in the first row of the table. Right click and select Table Properties from the pop-up menu. Select the Row Tab in the Table Properties Dialog Box. Check 'Repeat as header row at the top of each page'

Avoid text wrapping around tables The Screen Reader software will be switching between Table Reading and Text Reading Modes, so that will be difficult for disabled user to comprehend the information. 1. Click anywhere in the table. Right click and select Table Properties . 2. Select the Table Tab in the Table Properties Dialog Box. 3. Select 'Text Wrapping None'

Accessible Word Documents Avoid using repeated blank characters Extra spaces, tabs and empty paragraphs may be identified as blanks by people using screen readers. After hearing “blank” a couple of times, the users may think that there is no more information. Instead, use formatting, indenting, and styles to create whitespace. Use formatting to add whitespace around a paragraph: Remove any existing whitespace around the paragraph. Select the text, then right-click and choose Paragraph. Select values for Indentation and Spacing to create whitespace.

Accessible Word Documents Avoid using floating objects Setting text-wrapping around objects to Top and Bottom or In Line With Text makes it easier for people with disabilities to follow the structure of the Word document. To change the text-wrapping around objects, do the following: Select the object, and right-click. Choose Wrap Text, and then select either In Line With Text or Top and Bottom from the list.

Accessible PDF Documents Creating Accessible PDF Documents Using Microsoft Applications Use document style formats such as Heading 1 and Heading 2. Use bullets and numbers to identify the lists and outlines. Use sharp colors in the document. Provide Alt text for images How to clear Do Not Allow Row To Break Across The Pages: Select Table and Right Click to select Table Properties. Unselect Allow Row to Break Across The Pages Make sure that Headings appear on each page if the table does not fit in one page. How to create a Heading Row for a column: Select the Column Heading and Right Click Choose Table Properties Select Repeat As header Row at the Top of Each Page Click Ok.

Accessible PDF Documents Creating a Tagged Document Accessible PDF files usually are referring to "tagged" PDF files. • PDF tags provide a representation of the PDF content that is presented to screen readers. They are only for accessibility purposes. • PDF files are usually created in another program and converted to PDF format. To make sure that files are being converted, do the following: Click on Adobe PDF Then Change Conversion Settings and ensure Enable Accessibility and Reflow with tagged Adobe PDF is selected.  

Accessible PDF Documents Creating a Tagged Document In the settings Tab select View adobe PDF Result Select Prompt for Adobe PDF file name Select Convert Document Information Select Add Bookmarks to Adobe PDF Select Add Links to Adobe PDF Select Enable Accessibility and Reflow with tagged Adobe PDF Click Ok

Accessible PDF Documents Converting Microsoft Documents to PDF Files Click on the File Button Go over Save As, and select Adobe PDF. Or you can select Create PDF from the Acrobat ribbon.

References https://support.office.com/en-us/article/Creating-accessible-Word-documents-d9bf3683-87ac-47ea-b91a-78dcacb3c66d https://www.adobe.com/enterprise/accessibility/pdfs/acro6_pg_ue.pdf