Creating Section 508 Compliant Microsoft Word Documents II

1. 1 Creating Section 508 CompliantMicrosoft Word Documents II ASPA Web Communications and New Media Division

2. 2 Microsoft Word II Objectives After completing this course you will be able to: Describe the Best Practices for creating navigation in complex documents Identify techniques for addressing document navigation: Outline/Numbered Lists Table of Contents Indexes Hyperlinks and Bookmarks External Internal

3. 3 Microsoft Word II Objectives Create accessible columns in Word documents Describe how to create accessible Microsoft Word Templates Convert a Microsoft Word document to PDF using the Adobe Acrobat Word plug-in Be aware of resources to help you create Word documents and check their accessibility

4. 4 Creating Section 508 CompliantMicrosoft Word Documents II Module 1: Document Navigation for Complex Documents Document navigation is important when producing a long document. You should always start by planning how the final document will be presented: For example: What will the headings be? How will I organize them? What order will they be in? Will it have a title page? Do I need a Table of Contents? What formatting should I use for the paragraphs, headings etc? Are the built in styles suitable? Make a start by typing the headings only in Outline View. You can then easily change the structure by adding any further headings/sub-headings, change the order of the headings or promote/demote them etc.Document navigation is important when producing a long document. You should always start by planning how the final document will be presented: For example: What will the headings be? How will I organize them? What order will they be in? Will it have a title page? Do I need a Table of Contents? What formatting should I use for the paragraphs, headings etc? Are the built in styles suitable? Make a start by typing the headings only in Outline View. You can then easily change the structure by adding any further headings/sub-headings, change the order of the headings or promote/demote them etc.

5. 5 Document Organization and Navigation Document organization and navigation for complex and web-enabled documents includes: Outline/Numbered Lists Table of Contents Indexes Hyperlinks External Internal, including Bookmarks Navigation and organizational aids provide an easy way for users to move through the document and go directly to a section they want in a long document without reading an entire document page by page. This greatly assists persons with mobility, visual, and cognitive disabilities. Use navigational and organizational aids, including interactive page content, table of contents, and headings. The heading style is a tool in Word to create navigational and organizational aids. For example the Table of Contents generated by Word is simply a list of headings in a document. Navigation and organizational aids provide an easy way for users to move through the document and go directly to a section they want in a long document without reading an entire document page by page. This greatly assists persons with mobility, visual, and cognitive disabilities. Use navigational and organizational aids, including interactive page content, table of contents, and headings. The heading style is a tool in Word to create navigational and organizational aids. For example the Table of Contents generated by Word is simply a list of headings in a document.

6. 6 Outline/Numbered Lists Outlines and numbered lists assist with document navigation Text organized in an outline style establishes document structure by identifying or categorizing associated text with compound numbers (e.g., 1, 1.1, 1.1.1) or various symbols [e.g. I, (a), (b), II, (a) (1)] An outline or numbered list organizes text into different levels of information rather than keeping all text indented at the same level For this training we are looking at outline numbering to automatically number a document�s headings, which in effect, creates sections and subsections within a document. In Word, you can have up to nine levels of numbering and each level can be linked to a style.For this training we are looking at outline numbering to automatically number a document�s headings, which in effect, creates sections and subsections within a document. In Word, you can have up to nine levels of numbering and each level can be linked to a style.

7. 7 Creating an Outline/Numbered List From the Main Menu, open the Format dropdown menu Select Bullets and Numbering

8. 8 Creating an Outline/Numbered List Select the Outline Numbered tab Choose a list format Select OK

9. 9 Creating an Outline/Numbered List The first number of the list appears in the document Type your list text Press the Enter key after each list item Subsequent numbers are automatically generated and inserted at the beginning of each line

10. 10 Promoting or Demoting a Numbered Item Use the Formatting toolbar to move an outline numbered item to the desired numbering level Select a list number Right click to select the Format bar or press ALT and then Shift + F10 To demote an item: Select Increase Indent To promote an item: Select Decrease Indent

11. 11 Table of Contents Provides an overview of the document Provides a method of navigation through the document To make a Table of Contents, you MUST have used heading styles to identify headings in the document (e.g. Heading 1, Heading 2) Heading styles are automatically generated by creating headings in the �Outline View� In Word you can create a Table of Contents, which is based on the Heading Styles used in a document. It can be easily updated if you make changes to your document. The Table of Contents is an important navigation element. When you select a line in the Table of Contents while holding down the Control Key, it act as a hyperlink � moving you to that section/topic within your document. In Word you can create a Table of Contents, which is based on the Heading Styles used in a document. It can be easily updated if you make changes to your document. The Table of Contents is an important navigation element. When you select a line in the Table of Contents while holding down the Control Key, it act as a hyperlink � moving you to that section/topic within your document.

12. 12 Table of Contents Generation A Table of Contents can [and ideally should] be automatically generated by Word To generate a Table of Contents, the document needs to be formatted using style tags or an outline level format Once one of these formats is incorporated into the document, the table of contents can be generated

13. 13 Steps to Generate a Table of Contents Place the cursor where the first line of the table of contents should appear Open the Insert dropdown menu Select Reference Select Index and Tables

14. 14 Steps to Generate a Table of Contents Select the Table of Contents tab

15. 15 Steps to Generate a Table of Contents Select a layout from the Formats dropdown menu Preview the layout through the Print preview option Select any other options desired Select OK

16. 16 Steps to Generate a Table of Contents The table of contents is generated and inserted in the document Allow several seconds for the table of contents to be generated Word searches for the specified styles, sorts them by level, and generates (then displays) the items in the document

17. 17 Index Navigation An index lists the terms and topics discussed in a document along with associated page numbers An index entry can be created: For an individual word, phrase, or symbol For a topic that spans a range of pages For a reference to another entry (such as �Hotels. See Recreation.�) An index is an organizational aid that can be used for navigational purposes. Word creates a list, usually found at the end of a document, which contains key words and the page number(s) where they can be found. In Word there are two stages to creating an index: marking the index entries in the document generating the index.An index is an organizational aid that can be used for navigational purposes. Word creates a list, usually found at the end of a document, which contains key words and the page number(s) where they can be found. In Word there are two stages to creating an index: marking the index entries in the document generating the index.

18. 18 Creating an Index Word builds an index when index entries are created in a document To create an index entry (and sub-entries), follow these steps: Select the text to be defined in the index Open the Insert dropdown menu Select Reference Select Index and Tables

19. 19 Index Creation Select the Index tab Select the Mark Entry button

20. 20 Index Creation Enter an entry (or sub-entry) title in the Main entry (or Sub-entry) field Select the Mark button The index entry is marked

21. 21 Index Generation Once all entries have been marked, an index can be generated Open the Insert dropdown menu Select Reference Select Index and Tables

22. 22 Index Generation Choose a style from the Format menu Select OK The graphic shows the generation of an index of tablesThe graphic shows the generation of an index of tables

23. 23 Hyperlinks and Navigation A hyperlink is a graphic or a colored and underlined text that, when selected, accesses a file, a location in a file, or an HTML page In Word, a hyperlink can link: To a different document (an external link) Elements within a document (an internal link)

24. 24 External Links Word automatically creates a hyperlink when the address of an existing Web page (such as http://www.microsoft.com/ ) is typed unless the automatic formatting of hyperlinks has been turned off

25. 25 External Links Best Practices for HHS dictate that external hyperlinks have the full Web address: i.e., http://www.hhs.gov/ Do not use �Click here� to describe a hyperlink Hyperlinks should appear on a single line Ensure all navigational aids, such as links, are active and accurate

26. 26 Create External Links Position the cursor where the hyperlink is to be inserted Go to the Insert menu (on the Main Menu bar) Select Hyperlink

27. 27 CHANGE TO Web ADDRESS Create External Links In the Link to column on the left side of the Insert Hyperlink window, select the Existing File or Web Page button

28. 28 Create External Links In the Text to display field, insert the text you want as the hyperlink Note: The text entered should be relevant to the link you are creating

29. 29 Create External Links Locate and select the document to which you want to link Select OK The hyperlink is inserted in the document

30. 30 Internal Links Internal links can enable a user to quickly and easily navigate a document Internal links allow users to select and access the content that they are most interested in without having to read the entire document Internal links jump to areas of the document based on the Heading style When creating a document, words and images can be used to create hyperlinks to information within a document. In the Insert Hyperlink dialogue box there are a number of options depending on the type of hyperlink needing to be inserted. It is possible to use the hyperlink option to link internally within a document. This can be used in a document to link users to each section within a table of contents. By selecting the section that may be of relevance to the reader, he can skip around in a document. There are two different ways in which to use internal hyperlinks in a document, users can either link via the inbuilt structure or via the bookmarks option. It depends on the type of document as to the method best used.When creating a document, words and images can be used to create hyperlinks to information within a document. In the Insert Hyperlink dialogue box there are a number of options depending on the type of hyperlink needing to be inserted. It is possible to use the hyperlink option to link internally within a document. This can be used in a document to link users to each section within a table of contents. By selecting the section that may be of relevance to the reader, he can skip around in a document. There are two different ways in which to use internal hyperlinks in a document, users can either link via the inbuilt structure or via the bookmarks option. It depends on the type of document as to the method best used.

31. 31 Create Internal Links Go to the Insert menu (on the Main Menu) Select Hyperlink

32. 32 Create Internal Links In the Insert Hyperlink window select the Place in the Document button Expand the Headings list by clicking on the plus sign to show all current headings residing within the document

33. 33 Create Internal Links Select and highlight the location in the document to be hyperlinked, the location will display in the Text to display field Select a heading to which the hyperlink will be linked Select OK

34. 34 Bookmarks A bookmark is a type of internal link that allows users to mark selected text so they can return to that text quickly at a later time Best Practices dictates that documents of more than 10 pages should have internal links or bookmarks Bookmarks should be used to supplement internal links to reference specific text [e.g. �breast cancer in males incidence analysis�]

35. 35 Create a Bookmark Highlight the text with which you want the bookmark associated On the Insert menu, select Bookmark Under Bookmark name, type or select a name Select Add Spaces cannot be included in bookmark names � use an underscore [e.g. male_breast_cancer]

36. 36 Access Bookmarks To access the bookmarked text from another part of the document Select Go To from the Edit menu Select the Go To tab in the Find and Replace window

37. 37 Access Bookmarks Select Bookmark from the Go to what: menu Select the bookmark name from the Enter bookmark name: dropdown menu

38. 38 Access Bookmarks Select the Go To button

39. 39 Module 1 Advanced Accessibility We have completed Module 1: Document Navigation for Complex Documents We have discussed the steps to create: Numbered links Table of Contents Indexes External Hyperlinks Internal navigation including: Internal links Bookmarks

40. 40 Creating Section 508 CompliantMicrosoft Word Documents II Module 2: Creating Accessible Columns

41. 41 Using Columns What columns are: The column format is used when content needs to be organized in a newspaper style The column tool assures proper reading order for assistive technology The content's reading-order flows from top of column down to end of column. Then back to top of next column and down, etc. Screen readers read text from left to right, across and down. You can use this knowledge to your advantage as you design your newsletter or poster and use columns when necessary so that information will flow logically. Over this page and the next page show two example of documents that use columns. This page uses columns for a newsletter. Screen readers read text from left to right, across and down. You can use this knowledge to your advantage as you design your newsletter or poster and use columns when necessary so that information will flow logically. Over this page and the next page show two example of documents that use columns. This page uses columns for a newsletter.

42. 42 Columns vs. Tables The column format can be used for a whole document, one or more pages or just a small section of a page Columns are not tables Tables are for data, and should not be used in place of columns This page shows columns in a poster. Tables should not be used in place of columns because tables do not insure proper reading order.This page shows columns in a poster. Tables should not be used in place of columns because tables do not insure proper reading order.

43. 43 Using the Columns Command The Columns command is located on the Format menu It provides the structure necessary for assistive technology to correctly discern text flow

44. 44 Using the Columns Command Open the Format dropdown menu Select Columns

45. 45 Using the Columns Command Select a column layout in the Presets section Select OK

46. 46 Screen Readers and the Word Column Feature Do not use the Tab key to mimic the appearance of columns Screen readers will read tabbed text line by line, from left to right Screen readers will not discern that the text has been organized into columns if the tab key is used to create columns Screen readers will correctly discern text entered using the Word column feature

47. 47 Example of Correct Column Formatting Because the left column is the only one highlighted, we know that the columns have been generated correctly using Word�s Column feature If the columns in this picture had been made with the tab key, the highlighted text would have continued in a line to the second column. Because only the one a column is highlighted, we know that the columns have been generated correctly using Word�s Column feature. If the columns in this picture had been made with the tab key, the highlighted text would have continued in a line to the second column. Because only the one a column is highlighted, we know that the columns have been generated correctly using Word�s Column feature.

48. 48 Format Column Spacing When formatting text into columns, make sure that the margin between the columns is wide enough to clearly separate them People with partial vision who rely on screen magnifiers to view text will not be able to differentiate between the columns if there is too little space

49. 49 Module 2: Creating Accessible Columns We have completed Module 2: Creating Accessible Columns We have discussed how to: Use the columns command Create columns with correct formatting and spacing

50. 50 Creating Section 508 CompliantMicrosoft Word Documents II Module 3: Creating Accessible Templates

51. 51 Template Defined Every Microsoft Word document is based on a template A template determines the basic structure for a document and contains document settings [fonts, styles, layouts, etc.] If a user does not specify a template when a document is created, the document is based on the Blank [or �Normal�] Document template Document settings are things such as AutoText entries, fonts, key assignments, macros, menus, page layout, special formatting, and stylesDocument settings are things such as AutoText entries, fonts, key assignments, macros, menus, page layout, special formatting, and styles

52. 52 Purpose of the Template A template determines the basic structure of a document Templates contain document attributes: Fonts Margins Line spacing Templates ensure a consistent appearance among similar types of documents

53. 53 Word Templates Are Not Always Accessible Word provides many built in templates that users can access through the template wizard These standard templates may have many features that are not accessible: Fonts Font sizes Use of color Borders An applied template must be reviewed carefully and any feature that may be inaccessible revised

54. 54 Create Accessible Templates Any document created in Word can be saved as a unique/custom template Choose styles for your template that are accessible Define headings and body text with accessible fonts, such as Arial, size 16 through 12 Left justify text You can add accessible images and accessible tables to be used and reused as needed

55. 55 Accessible Templates Now that you have learned the accessibility considerations (in the Word I course) and features for document organization, you are ready to modify and create templates An accessible template will retain the maximum number of accessibility-related features when converting a document from Word to PDF or PowerPoint

56. 56 To Select or Review a Template Go to the Main Menu Open the File dropdown menu Select New

57. 57 To Select or Review a Template In the New Document, window, select a location from which to retrieve the template e.g. On my computer

58. 58 To Select or Review a Template From the Templates selection box select a template type (e.g., Blank Document) Select a specific template Select OK

59. 59 Create a Template from a Blank Document Select Blank Document in the General tab Customize the template as necessary to fit your needs The Save As dialog box appears.The Save As dialog box appears.

60. 60 Create a Template from a Blank Document In your template from the File dropdown menu select Save As In the Save As menu choose Document Template from the Save as type: dropdown menu Name your template in the File Name field Select Save

61. 61 Template Wizard A document is created with pre-set styles; it may be blank or contain text boxes or other elements As you type, formatting is applied

62. 62 Display Styles and Formatting From the Main Menu select the Format dropdown menu Select Styles and Formatting The Styles and Formatting window appears

63. 63 Module 3 - Structuring Documents We have completed Module 3 You have learned that structuring a template is essential to that template�s accessibility You now know how to use and modify styles You can create an accessible template that can be reused for many documents

64. 64 Creating Section 508 CompliantMicrosoft Word Documents II Module 4: Create a PDF from a Word Document

65. 65 Convert A Microsoft Word Document into PDF An accessible Microsoft Word document can be quickly converted to a PDF using a Word plug-in Adobe Acrobat Professional comes with a plug-in for Microsoft Word Conversion settings must be set to ensure accessibility The document will still need to be checked for accessibility.

66. 66 Converting files into PDF within Microsoft Word Before you can perform the actual conversion process, you must first check the conversion settings Note: If the Adobe PDF menu item does not appear on the applications bar as shown below, the Adobe PDF plug-in has not been installed. Convert the Office file using Adobe Professional. While it is not required to be a PDF/A � 1b: 2005 compliant file. It is strongly suggested that you check the create PDF/A � 1a: 2005 compliant file checkbox. It actually makes a PDF/A � 1b: 2005 file Adobe offer this file setting with the promise that a file created today can be opened many years from now. Some regulatory bodies are pushing strongly for PDF/A submissions. Note: If the Adobe PDF menu item does not appear on the applications bar as shown below, the Adobe PDF plug-in has not been installed. Convert the Office file using Adobe Professional. While it is not required to be a PDF/A � 1b: 2005 compliant file. It is strongly suggested that you check the create PDF/A � 1a: 2005 compliant file checkbox. It actually makes a PDF/A � 1b: 2005 file Adobe offer this file setting with the promise that a file created today can be opened many years from now. Some regulatory bodies are pushing strongly for PDF/A submissions.

67. 67 Setting Conversion Settings Open the desired Office document source file From the Office applications Main Menu bar, select Adobe PDF > Change Conversion Settings Note: If the Adobe PDF menu item does not appear on the applications bar as shown below, the Adobe PDF plug-in has not been installed. Convert the Office file using Adobe Professional. Note: If the Adobe PDF menu item does not appear on the applications bar as shown below, the Adobe PDF plug-in has not been installed. Convert the Office file using Adobe Professional.

68. 68 Setting Conversion Settings From the Settings tab, under Applications Settings check the following checkboxes: Attach source file to Adobe PDF Add Bookmarks to Adobe PDF Add links to Adobe PDF Enable Accessibility and Reflow with Tagged Adobe PDF Best practices are to attach the source file to Adobe PDF. Best practices are to attach the source file to Adobe PDF.

69. 69 Conversion Settings Select the Advanced Settings button Change the Capability combo box selection to your version of Acrobat Professional Ensures the latest accessibility features Select OK to save conversion settings Select the Advanced Settings button. Once the new window opens, change the Capability combo box selection to the version of Acrobat Professional that you have installed on your computer. This setting will ensure that the latest accessibility features are applied to the newly created PDF. Select OK to save conversion settings. Once the settings have been saved, they will remain set unless changed by the user.Select the Advanced Settings button. Once the new window opens, change the Capability combo box selection to the version of Acrobat Professional that you have installed on your computer. This setting will ensure that the latest accessibility features are applied to the newly created PDF. Select OK to save conversion settings. Once the settings have been saved, they will remain set unless changed by the user.

70. 70 Converting files into PDF within Microsoft Word Select Adobe PDF from the Main Menu Select Convert to PDF from the Adobe PDF dropdown menu This creates a tagged PDF When prompted, name the file and save it Once the conversion process is completed, Adobe Professional will launch and display the newly created PDF file This process only creates a document that MAY be accessible, it still must be checked.This process only creates a document that MAY be accessible, it still must be checked.

71. 71 Module 4 � Creating PDF Documents You have completed Module 4 You can convert a Word document into a PDF using Microsoft Word

72. 72 Creating Section 508 CompliantMicrosoft Word Documents II Module 5: Testing and Resources for Word Document Accessibility

73. 73 Testing Word Documents for Section 508 Compliance Each time you create or receive a document you have the opportunity to review it and ensure that it is accessible It is important that you send a non-compliant document back to its creator for remediation This is especially important when working with non-departmental staff and consultants Documents that are submitted as part of the proposal cycle and as project deliverables must be Section 508 conformant If you need to test contractor documents please take our document testing course. It provides an in-depth coverage of testing Microsoft Word documents If you need to test contractor documents please take our document testing course. It provides an in-depth coverage of testing Microsoft Word documents

74. 74 Accessibility Elements To Test Text elements, format and spacing Formatting Styles Page numbers Numbers in bulleted styles Non-text elements Images Tables Diagrams Color

75. 75 Testing Word Documents - resources Resources: Checklists and best practices at http://www.hhs.gov/web/ External Training

76. 76 Resources � Microsoft Word Microsoft Tutorials http://www.microsoft.com/enable/training/office2003/default.aspx Webaim Microsoft Word http://www.webaim.org/techniques/word/

77. 77 Resources - Government Web Communications & New Media Division http://www.hhs.gov/web/policies/index.html#508 Includes policies, checklists, and best practices for HHS document accessibility Federal Government 508 Policy, Training and Resources http://www.section508.gov/

78. 78 ASPA Web Communications and New Media Divisionhttp://hhs.gov/web/ Creating Section 508 CompliantMicrosoft Word Documents II