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Creating Accessible MS Word and PowerPoint

Cuyamaca College Staff Development Workshop Fall 2009 . Creating Accessible MS Word and PowerPoint. MS Word. Use of Headings and Styles. Use proper headings and styles provided in Ms Word. Headings.

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Creating Accessible MS Word and PowerPoint

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  1. Cuyamaca College Staff Development Workshop Fall 2009 Creating Accessible MS Word and PowerPoint

  2. MS Word

  3. Use of Headings and Styles • Use proper headings and styles provided in Ms Word

  4. Headings • Use provided heading, Do Not skip heading levels, Do Not jump from heading 1 to heading 4 because you do not like the style. • You can change the heading styles to fit your document

  5. Fonts • Fonts should be at least 10 pts, nothing smaller • Use San Serif fonts • Arial • Verdana • Tahoma • Avoid decorative fonts: Example “Brush script”

  6. Images • Provide Alt Tags for all images • Right click on image • Select “Size…” • Click on “Alt Text” tab • Insert description • Try not to clutter up a page with a lot of images • Do Not use WordArt or create graphics that contain text • Avoid using flashing or blinking elements • Provide caption under picture

  7. Example Image

  8. Use of Color and Contrast • Avoid using text and background colors that do not provide sufficient contrast.  Example: do not use white color text on a light blue background • Use high contrast. Example: Black text on white background • Do not convey information or directions with color only, Example: important information highlighted in red or follow the green path

  9. Hyperlinks • Make them descriptive, Do Not use: • “Click Here” • “More” • Etc…

  10. Other • Use lots of white space, makes document easier to read • Use numbered or bulleted lists • File Formats • .docx (Word 2007) • .doc (Word 97-2003) • .rtf • Other format

  11. Option to MS Word • Open Office http://www.openofficedownload.org/

  12. MS PowerPoint

  13. Layouts • It is best to use one of the predefined layouts so that content is accessible • Start with a blank presentation using the “Outline View” than add your predefined styles and/or design

  14. Text Boxes • Avoid them at all costs • Difficult for assistive technology to read them • Text boxes become graphics when converting to PDF or HTML formats

  15. Images • Provide Alt Tags for all images • Right click on image • Select “Size and Position” • Click on “Alt Text” tab • Insert description • Try not to clutter up a page with a lot of images • Do not use WordArt or create graphics that contain text • Avoid using flashing or blinking elements • Provide caption under picture

  16. Images

  17. Hyperlinks • Make them descriptive, Do Not use: • “Click Here” • “More” • Etc…

  18. Audio/Movies • If using audio in your presentation, you must provide an area at the bottom of each slide for text captions. Captions must be synchronized with the audio being used • If using a movie clip, the clip must be captioned

  19. Other • Use lots of white space, makes document easier to read • Use numbered or bulleted lists • File Formats • .pptx (PowerPoint presentation 2007) • .ppt (PowerPoint presentation 97-2003) • .ppsx (PowerPoint show 2007) • .pps (PowerPoint show 97-2003) • Other format

  20. Why? • Because it is the right thing to do • Able to reach more students • Able to cross platforms (PC vs. Mac) and versions (Office 2000-2003 vs. Office 2007) • Able to create other formats more easily • PDF’s • HTML

  21. Resources • Best Practices for Creating Accessible MS Office Documents by Kathy Kimbal • Illinois Accessible Web Publishing Wizard for MS Office • Microsoft quick reference card for creating an accessible Office document • WebAim: Microsoft Word • WebAim: PowerPoint Accessibility

  22. The End • Thank You for coming • Questions

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