1. NIAAA Section 508 Coordinator
2016 Section 508 Interagency Accessibility Forum: Sharing Accessible Solutions For Everyone
Low Cost and Simple Approach to Generating Accessible Forms Using Microsoft Word and PDF Generating Applications
Toni Calzone
NIAAA Section 508 Coordinator
10/11/2016
Draft 1 Rev 10_03_16

2. Please Keep Questions Until the Presentation is Finished
We have a lot to cover
Please Keep Questions Until the Presentation is Finished
Send requests for the slide and demo documents to my address if unable to download on line at this conference site. There is a transcript included of the steps spoken to complete the demo portion of this talk.

3. Key to Successful Creation and Remediation of
Word and PDF Forms and Documents
Know your audience to insure equal information to all
Understand the location of where the material will be posted or distributed
Know the pros and cons of tools you are using
Combine pros of each tool to expedite creation,
remediation, and revision
Keep the process simple and easily revisable

4. What Works for Me to Revise Quickly and Train Users to
Generate Revisable Accessible Forms
Using Microsoft Word and PDF Generating Applications
Create an accessible text and image version of the document in Word
Becomes the Master Word Template for future changes to the text and images
Create a pdf using Microsoft Word’s pdf generator
Open the pdf generated document in Adobe Acrobat or other accessible pdf generator tools
Run the accessibility checker tool in the pdf application

5. What Works for Me For long or forms with multiple questions
Recommend using the table format to create the form to ease alignment issues.
Set borders to none after form is completed

6. What Works for Me Check the Sections of the Word document to insure
Title and Styles are in place for headers,
sub headers and body of text
Insure bolding of text has a style format
Check to see if images are appropriately alt tagged
Check links for phrases and check link location
Check for flashing items
Check text color used in document and associate
with a style format

7. What Works for Me Check the list within the document to insure
Bullets are Used
Check to insure Roman Numerals and Hyphens
are not Used
Check for tables
General, Simple, or Complex
Save the Word Document
Run Microsoft’s Accessibility Checker
Files>Check For Issues>Check Accessibility
Fix any listed issues for images and text

8. Demo Accessible word document set-up for form development
Link to Word Document
Convert Word Document to PDF File>Save as PDF
with the name Publication_Form_Demo
Link to PDF Document

9. Demo Continued The process for creating the completion of the form:
With the created pdf open:
Go the far left navigation bar and open the order panel
Check the conversion to pdf from word
Run the pdf accessibility checker
Check reading order and alt tags
Save pdf with text ending “accessform”
Create some sample fields
Save and close the current demo_accessform

10. Demo Continued Acrobat Master Form Template For Demo
Link to Master Template
With the pdf open :
Use page replace to change the document text as needed
Check to make sure forms fields line up to changed document and add or change new fields as needed
Save and close the current as demo-accessform_fillin form
The Section 508 Compliance and Use with mobility devices should not alter with this process

11. Demo Continued
Testing Accessibility and Using the form with or without assistive technology:
Select Shift+Ctrl+Y to activate the read out loud function
Press TAB to move thru the form to read text with the document and fields to fill in the form. To go back use Shift + TAB. If activated the read out loud function can be deactivated by pressing Shift+Ctrl+Y
For the hearing impaired or those that do not want to use the read out load function the form will work just fine using TAB through fields
For those with cognitive or reading issues the read out loud function helps with completion of the form.

12. Demo Continued
For signing the form the author saves the form prior to signing with their initials at the end of the document name. This becomes the primary name of the document for others to sign.
To the right of each digital signature field there is a save and to buttons to use.

13. Why I Use this Method
For almost three years I worked on a method where I did not have to continually have to revise a form entirely when I or others need to make a change to reworking the document for accessibility or otherwise
A word document can be used to create new and make future changes
Staff can be trained to use this process for new forms or for revisions.
If I am no longer available, the creator of the word document has the word and pdf form template

14. Why I Use this Method Form Designer applications
Change from version to version at times
Not all forms convert from one version to another especially if done over a 10 year period
Do not convert easily to word to revise a form if the original can not be found.
Not locked into using a particular form designer or hardware system
Reduction in the amount of time on the accessibility portion especially if a form has to be revised

15. References

16. In Summation
Hopes this helps some folks and agencies with their form designing process to reduce costs as well as time and efforts to deploy accessible forms
If more help is needed I am available to help using remote meetings that can be recorded for training purposes
Send requests for the slide and demo documents to the above address. There is a transcript included of the steps spoken to complete the demo portion of this talk. If you notice any errors or needs for improvement send me those issues.

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Thanks for Time
Questions
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