1. Microsoft Office Word 2013 Expert Microsoft Office Word 2013 Expert Courseware # 3251 Lesson 5: Setting Up Global Accessibility

2. Microsoft Office Word 2013 Expert Lesson Objectives configure language options in documents add Alt-text on document elements use accessibility tools with documents apply global content standards manage multiple options for +Body and +Heading fonts modify tab order in various elements and objects

3. Microsoft Office Word 2013 Expert Preparing Documents Important to set up documents for access by diverse audiences globally Features for accessibility accommodations need to be incorporated into design of document – Include ability to zoom in or out, change screen size, change view type, keep text black, use larger size fonts, or use alt-text

4. Microsoft Office Word 2013 Expert Preparing Documents Adjusting the Display – Adjust display size for monitor in Windows and customize ribbon or other aspects of screen in Word – To customize ribbon, click File, click Options and click Customize Ribbon

5. Microsoft Office Word 2013 Expert Preparing Documents To reduce number of tabs, click appropriate ones from list to deselect Can also select options in categories to minimize items on screen that may cover parts of screen, slowing user’s ability to complete task Encourage users to use zoom options to view more text or images in document – If audience needs screen to display large characters all time, set this using screen resolution option, or Ease of Access Center category in Control Panel within Windows

6. Microsoft Office Word 2013 Expert Preparing Documents Setting the Language – Write clearly and concisely in short sentences to allow for easier translation of text to different languages – Avoid abbreviations or acronyms, or ensure they are spelled out – Refrain from using too many formatting options that can detract from the message – Keep pictures relevant to report – Be consistent in repetitive phrases in report to help translators and readers regardless of the medium – To set different proofing language for entire document or selection of text, click Review tab and in Language group, click Language, click Set Proofing Language

7. Microsoft Office Word 2013 Expert Preparing Documents Changing the View Mode – Read Mode displays screen to its full height and width – Can then customize this view

8. Microsoft Office Word 2013 Expert Preparing Documents Can also use Zoom buttons and slider to adjust size of text or number of pages see on screen – Use Tools or View menus to adjust view in this mode Cannot edit text in this mode – Use mode to help view contents of document or email – All options here allow you to adjust display, but not make changes to document without exiting and switching to Print Layout or Draft view

9. Microsoft Office Word 2013 Expert Preparing Documents Using Color Effectively – Any time you use color in document, consider how effective color will be to audience If colors distracting, document’s message may be lost Precaution very important for readers who may have visual disability

10. Microsoft Office Word 2013 Expert Preparing Documents Using Voice or Speech Devices – To provide audio device as alternative way to enter text or hear document read, will need to install and configure devices – Can then add Speak command – To add Speak to Quick Access Toolbar or ribbon, click File, click Options and click Customize Ribbon or Quick Access Toolbar

11. Microsoft Office Word 2013 Expert Preparing Documents – Change Choose commands from list to be All Commands and click Speak command in the list before clicking Add – When you point at Speak command, it will appear similar to: – Be sure to select text to be read before clicking Speak Command changes to show Click Speak to turn off speech

12. Microsoft Office Word 2013 Expert Managing Fonts Styles maintain consistency through use of standard text identifiers to assist with formatting or content layout Styles maintains level of text regardless of which theme or formatting changes may be made Feature managed by setting up default Body and Heading styles for Word If change theme on document with heading styles set up, formatting will adjust according to theme but style remains applied Fonts in themes based on default fonts used for Body (Calibri) or Heading (Cambria) styles – + before style name indicates change made to default font in template or theme

13. Microsoft Office Word 2013 Expert Managing Fonts To view or modify +Body or +Heading fonts for document only, click Home tab and in Font group, click Font dialog box launcher – Can also set font to become new default – Adjust other settings that will be applied for these two styles, and then reflected in subsequent themes Can set in Normal template to make font available to all new documents created using this template

14. Microsoft Office Word 2013 Expert Managing Fonts To change other options for Body or Heading styles, on Home tab, in Styles group, click Styles dialog box launcher, and then click Manage Styles – Can also save for current document or for all new documents based on current or Normal template Can also use Organizer to change styles from one document to another, or to Normal template – Method only copies styles with whichever font is selected

15. Microsoft Office Word 2013 Expert Checking Documents for Accessibility Check documents for any accessibility issues – Similar to using Document Inspector to check for any incompatibilities with document before you distribute it – Focuses on items that may be missing or misunderstood if no details or tags to help identify item for visual or audio recognition To check document’s accessibility, click File, ensure Info category selected, click Check for Issues, click Check for Accessibility

16. Microsoft Office Word 2013 Expert Checking Documents for Accessibility Can click item from list to have Word display explanation of how to fix issue – Not all issues related to multimedia – Some issues may deal with formatting or how text entered that could lead to problems with reading text

17. Microsoft Office Word 2013 Expert Checking Documents for Accessibility Using Alt-Text – When sharing documents, should reference non-text items Includes any items that contain large amount of data provided in column format Alt-text means applying description of item, its purpose or content Try to limit number of characters in description to no more 20 words or 120 characters – To add Alt-text to object, select it and: Under Picture Tools, on Format tab and in Styles group for that object, click dialog box launcher Right-click object and click Format Picture

18. Microsoft Office Word 2013 Expert Checking Documents for Accessibility – If object allows you to enter Alt-text, click Enter title and description for object, making sure title you use is good, but brief, reference to object in document Add more detail in the description in case title needs to be changed later when document is reviewed for specific accessibility issues or specific delivery media

19. Microsoft Office Word 2013 Expert Checking Documents for Accessibility Modifying Tab Order in Forms – When you design form using fields, default direction for data entry is left to right, starting with first field in the form See this direction when you press TAB to move from one field to next – Tabbing order can be altered, although you will need to create macro to handle movement for all fields or specific fields in form – If not using Visual Basic to write programming code to change tab order, create macro for each field where you want TAB key to move during data entry in form Also need to set up the fields using controls within Legacy Forms control

20. Microsoft Office Word 2013 Expert Checking Documents for Accessibility Using these controls enables you to see Run macro on: Exit option when viewing the properties for field

21. Microsoft Office Word 2013 Expert Checking Documents for Accessibility 1.Open form document to use. 2.Form fields were set up for user to enter whenever using this agenda. Be sure to enter name in Bookmark field to easily identify. 3.Save form as template in local folder initially. Once all form fields inserted into document, create first macro to direct Tab key when form in use 4.Create macro that records steps to insert bookmark, select bookmark name of field you want TAB key to move to, and click Go To. Exit Bookmark dialog box and stop recording macro. 5.Repeat step 4 for each field in form following order or direction to which TAB key should go each time it is pressed.

22. Microsoft Office Word 2013 Expert Checking Documents for Accessibility Once all macros created, enter name of macro in each form field. 6.Click first field in form and, on Developer tab, in Controls group, click Properties. 7.Click arrow for Exit and click bookmark name for field to TAB to when pressed during data entry. Click OK to exit Properties dialog box. 8.Repeat steps 6 and 7 for each remaining field, selecting appropriate macro to run on each field. 9.When all fields updated, save file again, making sure it is saved as template. 10.Restrict permissions to template, making sure it is set up for fill-in forms only, and apply password to protect file.

23. Microsoft Office Word 2013 Expert Checking Documents for Accessibility 11.Save and close template. 12.Create new document from new template, enter information into first field, and press TAB. Word should be highlighting next field cursor to move to when you pressed TAB. If not, you will need to edit properties for each field in template to see where problem is. 13.Once corrections made, apply restrictions to template and save it. Try creating new document to test how fields work, making changes until template works exactly as you want. 14.Copy template to location where others can use it as template.

24. Microsoft Office Word 2013 Expert Lesson Summary configure language options in documents add Alt-text on document elements use accessibility tools with documents apply global content standards manage multiple options for +Body and +Heading fonts modify tab order in various elements and objects

25. Microsoft Office Word 2013 Expert Review Questions 1.Why might you turn the display of specific ribbon tabs on or off? 2.What does “setting the language” refer to when you are preparing a document for global standards? 3.What is an advantage of using the Read Mode to view documents? 4.Why should you be aware of which colors you apply when you need to share a document with users who may have a visual impairment? 5.How does adding the Speak command to the Quick Access Toolbar or Ribbon help someone viewing your document?

26. Microsoft Office Word 2013 Expert Review Questions 6.When you see the + before a style name, what does this symbol indicate? 7.How can you fix an item Word discovers when you run a check for accessibility issues? 8.What is the purpose of using Alt-text? 9.Why might you want to change the tab order in a form?