Word accessibility for PC

Prerequisites

Common core

  • Accessible writing
  • Accessible Word to PDF
  • Checking and correcting PDF accessibility

External links

to download

Content

A.Creating your Word document
Writing accessible text

Accessibility must be considered from the creation of your message. The accessible writing workshop addresses the basics of accessibility to help you design an accessible message.

Document properties

Document properties (metadata)

Metadata includes information on the document such as:

  • Title
  • Author
  • Subject
  • Document keywords
  • The language of the document

These properties are retained when the document is published in another format.

Defining the metadata
  1. In the File tab (1), select Show All Properties (2).
  2. Fill out the title and tags properties (3).

     

    File info tab
Defining the primary language of a document
  1. In the File tab (1), select Options (2)
  2. Click on the Language option (3)
  3. In the dialog box under Choose Editing Languages (4), Select your document language from the list and choose your default language (5)
  4. Click OK.

 

Defining the primary language of a document

 

Set the language for a section of text

If the corresponding editing language is enabled, Word is able to automatically detect the language for a section of the text.

Enable editing of multiple languages
  1. In the File tab (1), select Options (2)
  2. Click on the Language option (3)
  3. In the dialog box under Choose Editing Languages (4), select your document language from the list and choose your default language (5)
  4. Click OK.

    Steps defining primary language

Paragraphs

Paragraph formatting
  1. On the Home tab (1),
  2. In the Paragraph group (2),
  3. Open the dialog box (3).
    Paragraph formatting
  4. Determine the alignment, justification, line spacing, and spacing between paragraphs

Styles

Quick style sets

Quick Style sets allow the use of templates with shortcuts placed on the Word ribbon.

They help to quickly create the following styles:

  • Titles and subtitles (Heading 1, Heading 2, Heading 3 ...)
  • Paragraphs
  • Blockquote
  • Accentuation of a part of a text or a word

    Styles sets
Activate Quick style sets

After placing the cursor on the desired paragraph or text ...

  1. Go on the Home tab (1)
  2. Choose Style (2)
  3. Open the dialog box (3)
  4. Select the desired style (4)
  5. You can also change the styles in the dialog box with the Change Styles option (5).

    Home tab Styles group
Titles and subtitles
  1. Click on the Home tab (1).

    Home tab
  2. To add a heading, select the right Heading in the Style dialogue box (2).
  3. To change the heading styles, go tChange Styles (3).

    Style dialogue box

Lists

Create bulleted or numbered lists

In the Word Ribbon under the Home tab

  1. Go to the Paragraph group
  2. Choose Bullets icon for lists without hierarchy
  3. Choose the Numbering icon for ordered lists
  4. Use the automatic creation as you type by pressing the ENTER key to add the following to the list.
  5. Complete the list by hitting BACKSPACE twice to delete the last bullet and the last number in the list.

Create sub-lists

  1. Use the TAB key or the TAB icons button (A).
  2. Create list styles with one of the dialogue boxes (B)
  3. Use the sequence SHIFT + TAB to return to the level above.

Create new style from formatting dialogue box

Notes

Footnotes vs. Endnotes

Footnotes

  • Are used to provide detailed comments
  • Placed at the end of each page
  • Comprised of two related parts: the mark appeal and the text of the corresponding footnote.
  • Lets you navigate between text and notes
  • Preserved when the document is converted to other formats

Endnotes

  • Are used to cite sources
  • Placed at the end of the document
  • Comprised of two related parts: the mark appeal and the text of the corresponding note.
  • Lets you navigate between text and notes
  • Preserved when the document is converted to other formats

Steps:

  1. Select the area where the footnore should be inserted.
  2. Click on the References tab (1) and then go to the Footnotes group underneath (2).
  3. Click the Insert Footonote or Insert page endnote (3).

Changing the format of notes:

  1. Go to the Footnotes block.
  2. Click the dialog box launcher (A)
  3. In Format, click the desired format (B)

Personalize your notes

  1. Click on Symbol, beside custom mark (C).
  2. Choose a mark in the available symbols.
  3. Click Insert.

Steps to add footnotes and endnotes

Graphics and Images

Create a SmartArt graphic
  1. On the Insert tab (1)
  2. Go to the Illustrations group (2)
  3. Click on the SmartArt icon (3)
  4. In the Choose a SmartArt Graphic dialog box, select the desired layout (4)
  5. Click OK (5)

    Step insert smartart graphic
Editing a SmartArt graphic
  1. Click on the SmartArt graphic you wish to edit.
  2. In the Smart Art Tools Tab (1), click on the Design tab (2).
  3. In the Create graphic group (3), click on Text Pane (4).
  4. Type your text in the Type your text here dialog box.
  5. In order to add a new bullet, click on the Add Bullet icon above the Text Pane icon (5).

Adding alternated text to SmartArt or images
  1. Select the graphic that needs to be described
  2. Right-click on it
  3. Select Format Picture

In the dialog box:

  1. Select the Alt Text tab (1)
  2. Write your title in the Title box (2)
  3. Write your description in thDescription box (3)
  4. Click Close (4)

Avoid floating descriptive images

Descriptive images that are not in line with text are challenging to navigate, and they may be inaccessible to users with vision impairment. Setting text-wrapping around objects to Top and Bottom or In Line With Text makes it easier for people with screen readers to follow the structure of your document.

Change the text-wrapping around objects
  1. Select the object to access Picture Tools.
  2. Under the tab Format, in the Arrange groups, click on Wrap Text and then select either In Line With Text or Top and Bottom from the list.

     

     
    Wrap text tab

     

     
Send decorative image to background

Option 1 :

  1. Select the objet and in the Format tab, click on Wrap Text in the Arrange group.
  2. Choose any option form the list except from In Line With Text.
  3. Right-click on the object.
  4. Select Send to back,  and again Send to back from the list..

Option 2:

  1. Right-click on the object.
  2. Sélect Wrap Text and any option except from In Line With Texs.
  3. Select Send to back,  and again Send to back from the list..

     

     

 

In line with text
  1. In the File (1) tab.
  2. Choose Options (2).
  3. In the Word Options (3) dialogue box, selecAdvanced (4).
  4. In the Cut, copy, and paste (5) section, go to Insert / Paste picture as: (6)
  5. Choose anything but In line with Text from the list (7).

Create a summary and caption
  1. Select the illustration that the caption is going to be associated with;
  2. On the References tab (1), in the Captions group, click Insert caption (2);

  3. In the Caption dialog box, specify the caption text in the text box under Caption.
  4. Check that the label type is Figure and the position is Below selected item;
  5. Click OK to insert the caption.

Formulas

Write a mathematical formula
  1. Click the place where the mathematical formula should be written.
  2. On the Insert tab (1), in the Symbols group, click the dialog box launcher under the Equation icon (2).
  3. Click Insert New Equation.
    Write a mathematical formula in Word with a PC

     

     

  4. A new ribbon for writing mathematical formulas will appear.
  5. Type an equation in the newly created object.
  6. Insert a caption following the same steps as those described in the previous section with the only difference being that the label type is Equation.
    Write a mathematical formula in Word with a PC

     

     

Tables

Create a data table
  1. Under the Insert tab (1), in the Table box (2), click the dialog box launcher under the Table icon (3).
  2. In the dialog box, select Insert Table (do not use the Draw Table function!) (4).
  3. Select the number of rows and columns.
  4. Provide a general description or caption for the entire table.

Label the rows and columns of a table
  • It is not possible to create header rows or columns on Word.
  • You can specify the row headers through the Repeat Header Rows option. Word will automatically repeat the title of a long table on each new page for a consecutive automatic page break only (it is important not to use the CTL + Return buttons to create an effect of page break, but to use the automatic page break).
Repeat the headers of a table
  1. Select the row titles in your table and the Table Tools tab (1) will appear (this selection must include the first line of the table).
  2. On the Layout tab (2), in the Data group, click Repeat Header Rows (3).

Prevent the cutting of rows in a table
  1. Click on your table
  2. In Table Tools (1) click the Layout tab (2).
  3. In the Table group, click Properties (3) to open the Table Properties Dialog box (4).
  4. In the dialog box, select the Row tab (5).
  5. Uncheck the Allow row to break across pages checkbox (6).
  6. Click OK (7).

Set the margins of a cell
  1. Select the cell in your table.
  2. Under Table Tools (1), click on the Layout tab (2).
  3. In the table group (3), click on Properties (4) to open the Table Properties dialogue box (5).
  4. In the dialogue box, select the Cell tab (6).
  5. Click the Options… button (7) and, in the new Cell Options dialogue box (8), set the margins of your cells (9).
  6. Click the OK button (10) to confirm and click the OK button again to exit the Properties dialog box.

Insert a table caption
  1. Click inside the table in question.
  2. Under the References tab (1), in the Caption group, click Insert Caption (2).
  3. In the Caption dialog box (3), specify the caption text under Caption (4).
  4. Make sure the label type is Table (5), and the position is Above selected item (6).

Navigation

Bookmarks
  1. Select the text that will contain the bookmark.
  2. Under the Insert tab (1), in the Links group (2), click on the Bookmark function (3), which provides access to the Bookmark dialogue box (4)
  3. Enter the bookmark name (5)
  4. Then click Add (6)
  5. Bookmark names can not include spaces or dashes.

Insert Hyperlink or a linked document into a document
  1. Enter and select the text that will represent the link (URL).
  2. Under the Insert tab (1), in the Links group (2), click on the Hyperlink function (3), which provides access to the Insert Hyperlink dialogue box (4).
  3. In the Link to: section (5) of the dialog box, select the source of your link: Existing File or Web Page (6), Place in this Document (7), or E-mail Address (8).
  4. Write the URL in the Address box (9) or; Upload your document in the Browse for Files icon (10).
  5. Make sure that the ScreenTip (or ToolTip) is left empty.
  6. Click OK (11).

Cross-References
  1. Position the cursor where the reference should be inserted.
  2. Under the Insert tab (1), in the Links group (2), click Cross- Reference (3).
  3. In the Cross-Reference dialog box (4), select the desired reference in Reference type (5) and where to insert the reference (6).
  4. Click on the Insert button (7).

Display document navigation
  1. On the View tab (1) in the Show group (2) check the box Navigation Pane (3).
  2. Once activated, the task pane opens on the left (4).

Create a quotation
    1. Click at the place where the citation is to be inserted.
    2. On the References tab (1) in the Citations & Bibliography group (2) click Insert citation (3).
  • If the citation refers to a source that is not yet present in the list of sources.
    1. Choose Add a new source
    2. Type the information in the create a source dialogue box (4).

  • If the citation refers to a source that is already in the list of already active sources: Click on the source.
  • To specify additional information like page numbers next to the quote:
    1. Select the quote, right-click on the selection and click Edit quote or
    2. Specify the page numbers for the citation in question and click OK.
Insert Table of Contents
  1. Place the cursor where you want the table of contents to be inserted.
  2. On the References tab, in the Table of Contents group, click on the Table of Contents button.
  3. Choose one of the Automatic Table options to automatically create a table of contents based on your headings.

Update a table of Contents:

  1. Click anywhere in the table of contents so that it appears shaded
  2. Right-click and select Update Field from the pop-up menu.
  3. You will be prompted to update the page numbers only or the entire table.

Insert a bibliography
  1. Position the cursor at the location where to insert a bibliography, usually at the end of the document.
  2. On the References tab (1), in the Citations & Bibliography group (2), click on Bibliography (3).
  3. Select a predefined bibliography format (4) to insert the bibliography in the document.
  4. Your quotes will appear automatically.

Save your Word document
  • Important! Save your Word document in .docx to check your Word document.

B. Verifying and modifying accessibility in Microsoft Word
Check the accessibility of your Word document
  1. Under the File tab (1), select Check for issues (2) to open the dialog box.
  2. In the dialog box, select Check Accessibility (3). (You will automatically return to your document and the list of errors will appear on the right.)

Accessibility Checker
  1. Fix the errors mentioned on the right.
  2. For more information on MS Word Accessibility Checker or to find a way to fix an error, read the Rules used by the Accessibility Checker
    Accessibility checker in Word with a PC

     

     

C. Configuring PDFMaker
  • Important! Save your PPT presentations in .pptx to check the accessibility of your PPT presentation.

 

Save your PPT presentation in an accessible format
 

 

Why save as PDF (Portable Document Format)?

  • Set security measures (password and modifying your document);
  • Compress a large file (facilitates transmission and downloading);
  • Preserve the look and feel of the file when transferred to another computer with different applications.

 

Convert the presentation to PDF

  1. Select the File tab (1)
  2. Select the sub-menu Save & Send (2)
  3. Select Create PDF/XPS Document (3)

     

     

    Convert the presentation to PDF (1)
  4. Select again Create PDF/XPS (a dialog box will open) (4)
     

     

    Convert the presentation to PDF (2)
  5. Go in Save as type (1) Select PDF (*.pdf) (2)
  6. In File name, tape the name of the document (3)
  7. Click on Options...(4)

 

Convert the presentation to PDF (3)
 
 

Define the PDF document

  1. Make sure the Document structure tags for accessibility option is selected (1)
  2. Select the option ISO 19005-1 compliant (PDF/A) (2)
  3. Click OK. (3)

 

 

Define the PDF document
 
 

 

Click on Publish

 

Publish a document in PDF format
D. Tools and Resources

To know more about creating accessible Word documents

  • Read Creating accessible Word documents
  • Look at the online video tutorial "Creating accessible documents with MS Word 2010", available on the Accessibility website under the section Interactive: Creating accessible documents. (For better results, use Internet Explorer to vire the video.)
Contacts
Web accessibility compliance coordinator
613-562-5800 (7452)
  • Accessibility help clinics
  • Needs assessments
  • Made-to-measure tools
  • Referrals
  • Other support
Computing and Communications Service
uOttawa computing assistance request form
Extension 6555
Accessibility training: Introduction
How to create an accessible campaign
How to interact with accessibility in mind
How to create accessible web content
Find an expert

Marie-Claude Gagnon, Web Accessibility Compliance Coordinator

613-562-5800 extension 7452
Marie-Claude.Gagnon@uOttawa.ca

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