Transcript Document

Creating Accessible
Content in Microsoft
Office 2013
Tim Springer
Brenda Roukey
About SSB BART Group
• Unmatched Experience
• Accessibility Focus
• Implementation-Oriented
Solutions
• Solutions That Reduce Legal
Risk
• Organizational Stability and
Continuity
• Knowledge That Is Up-to-Date,
All the Time
• Published and Peer Review
Auditing Methodology
• Fourteen hundred organizations
(1445)
• Fifteen hundred individual
accessibility best practices
(1595)
• Twenty-two core technology
platforms (22)
• Fifty-five thousand audits
(55,930)
• One hundred fifty million
accessibility violations
(152,351,725)
• Three hundred sixty-six
thousand human validated
accessibility violations (366,096)
Agenda
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Changes in Office 2013
Native Documents
Using Templates
Using Headings
Reviewing Document Outline
Inserting Table of Contents
Creating an Accessible Description
for a Simple Graphic
• Creating an Accessible Description
for a Complex Chart
• How to Run an Accessibility Check
• Conversion to PDF
Focus Today – Core User Issues
Stuff That Matters
Major challenges for users with disabilities in documents
include:
• Text formatting and structure
• Navigating and locating content
• Access to and understanding of non–text elements
• Reading order of content
Some Notes…
What’s Changed in Microsoft Office 2013
• Subscription Model
• SkyDrive Integration
• Multiple Device Support
– iOS
– Android
– Windows/Surface
• Office 365 editable collaboration document
• Automatic Updates
• Large Text Support for Help Subsystem
Native Documents
Word, Excel and PowerPoint
When a document will be used in a different format, such as
being converted to Adobe PDF, it is best to ensure that the
native file (Word, Excel, PowerPoint) is as accessible as
possible before the conversion process. This will:
• Save time when implementing accessibility in the other
format.
• Still likely to require some work to be done in the other
format to achieve accessibility and compliance.
• Allow the content to be provided in multiple accessible
formats.
Templates
Using Templates
• Master templates are used to define the layout and content
of a document or presentation
• Templates are often approved for use as a standard means
of formatting information
– University standard document template
– Corporate standard presentation template
• Supporting accessibility by default in the template can help
make a lot of progress towards accessibility
• Default template can be updated in each system to provide
accessibility by default
Using Templates
The impact of creating an accessible template is significant
• Colors and contrast
• Hide redundant text (notably headers and footers)
• Size, font, and spacing of content
• Navigation links
• Correct reading order
• Consistent placeholders
Setting up a Template - Word
• Any document or presentation can be saved as a Template
• Process of creating a accessible template involves ensuring
all default formats and structures are accessible
• Once you have one – install it!
• On Word
– Enter %appdata%\Microsoft\Templates\ in a File
Explorer address bar
• This is where your templates live
– Copy the final location for the directory from the File
Explorer address bar (CTRL+C)
– Templates saved to this location will be available to you
Setting Up a Default Template - Word
If you are feeling ambitious overwrite the default template
• Save your master template to NewNormal.dotm in the
template directory
• Close Word
• Open the template directory and delete Normal.dotm
• Re-name NewNormal.dotm to Normal.dotm
• Proceed with caution!
Quick Template Demo
• Check out Word’s boring default template
• Enter %appdata%\Microsoft\Templates\ in a File Explorer
address bar
• Open up
Standard_Single_Page_Outbound_Template_November_2
014.dotx
• Save as NewNormal.dotm in the Template folder
• Close Word
• Open the template directory and delete Normal.dotm
• Re-name NewNormal.dotm to Normal.dotm
• Check out Word’s cool new template
Headings
Using Headings
• Headings should be denoted through structure and not implicitly
• Implicit headings use text that appears differently from the paragraph
text by using different fonts, font sizes, bolding, italics, etc.
• Headings created using font attributes or user–created styles will not be
treated structurally as headings.
• To implement / style headings:
– Find the Home tab
– Select the desired heading level from the Styles section of the ribbon
• To evaluate headings:
– Select the text that appears to be a heading
– Open the Home menu and ensure the Styles toolbar on the ribbon is
visible
– Place the cursor in each heading, and verify that it is linked to the
appropriate heading style in the Styles toolbar
Reviewing Document Outline
• Navigation Pane shows outline (heading) structure in the
document
• To display useful headings in the Navigation Pane, apply
the built-in heading styles to the headings in your document
• Click on a heading in the Navigation Pane and cursor will
jump to that heading in the document; quick way to navigate
around your document
• Once you start using this you will never go back
Headings Demo
• Open Bad_Not_Structured_Document_Example.docx and
Good_Structured_Document_Example.docx
• Show heading structure in the navigation pane
• Add / remove styles from text
– Styles section of the ribbon
– Styles side panel
– Via keyboard (CTRL+ALT+L,R)
• General Office paradigm for moving items up and
down list levels
– Remove styling (CTRL +SPACE)
• General Office paradigm for removing formatting
Headings Demo – Copying and Pasting
• Copy and pasting styled content
– Match target formatting
– Paste as text
– Default behavior can be set in File -> Options ->
Advanced -> Cut, copy, paste
• Clearing all formatting
– Eraser element
– Won’t clear structural elements like links and tables
– Very useful
Alternative Text
Creating an Accessible Description for a
Simple Graphic
Alternative text must be present to communicate the
meaning of images to users of assistive technologies
To assign alt text to images:
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Right click the image or press the applications key
Choose “Format Picture”
Choose “Layout Properties” tab from the Format Picture sidebar
Choose “ALT TEXT”
Enter alt text in the Description Field
– Proper alternative text should be terse yet informative
– If the image is meaningful, use alternative text to clearly convey in words the
meaning, function, or purpose communicated by the image
– If an image conveys no information (i.e., it is decorative or redundant to the
text), enter a SPACE and then a carriage return (ENTER) as the Alt text
– Alternative text must describe image when taken out of context
Good Alt Text
• Terse yet informative
• Idea: Describe the image in the context of the content
• Convey in words the meaning, function, or purpose
communicated by the image
• Descriptive words like "photo", "image", "picture" should be
avoided
• Size descriptions like "bytes", "42K" should be avoided as
are path names to the file such as
"C:/pictures/picture1.jpeg"
• If an image conveys no information (i.e., it is decorative or
redundant to the text), enter a SPACE and then a carriage
return (ENTER) as the Alt text
To Inline or Not To Inline
• Inline images in Word may
read funny
• Can be fixed in PDF postproduction if PDF is target
format
Alt Text Demo – Adding Alt Text
• Add alt text in a Word Document
Alt Text Demo – Adding Alt Text
• Add alt text in a
PowerPoint
Presentation
• Provide attribution to
Thomas
Depenbusch for his
picture of St.
Stephens Dome in
Budapest
Slide Layout
Why Do We Care?
• Use of descriptive and unique headings (slide titles) will
facilitate comprehension by users with cognitive
impairments and assist users who cannot see the layout of
the slide to perceive the layout.
• Correct reading order of slide content promotes
understanding of slide content when read with assistive
technology such as a screen reader.
• Properly formatted lists and sub-lists allow users of screen
readers to determine when a list occurs and thus determine
the relationship between items in the list.
Where Are the Slide Layouts?
In the Layout menu in the Home
Ribbon area
In the Slide Master view home
screen
Slide Master Theory
• Slide Masters are organized as hierarchies of
related slides
• The Master slide defines the default and
overall look and feel of the presentation
• The children define specific formats for slides
• The Master has default placeholders for Titles
and Content
– These are used to define slide titles and
content in the outline view
• The Slide Master can be used to control slide
reading order
Slide Reading Order
• Reading order based on z-order of slide elements
– Bottom-to-top reading order
– By default reading order is the order in which objects
were added to the slide (FIFR?)
• Screen readers will have difficulty rendering complex layouts
correctly if the reading order is not defined properly
• Controlled via the Selection Pane in the Format ribbon item
Setting up the Slide Reading Order
• Put the stuff you want read first at the
bottom of the list
• Put the stuff you want read last at the top of
the list
Testing
Accessibility
How to Run an Accessibility Check
Microsoft Word and PowerPoint both contain accessibility check
features – they are a good starting point to check document
accessibility
1.Activate File > Info > Check for Issues > Check Accessibility
2.Review the results in the accessibility checker pane
3.Address the listed issues
4.May need to use latest document format
Questions?
Thank You
Contact Us
Tim Springer
[email protected]
Brenda Roukey
[email protected]
Follow Us
@SSBBARTGroup
linkedin.com/company/
SSB-BART-Group
facebook.com/
SSBBARTGroup
SSBBARTGroup.com/blog
Appendix A
Resources
• Microsoft Word Web Accessibility Best Practices:
https://www.webaccessibility.com/best_practices.php?technology_platfo
rm_id=187
• Accessibility Features in Office Online: http://office.microsoft.com/enus/support/accessibility-features-in-office-online-HA010380212.aspx
• Office 2013 and JAWS:
http://www.freedomscientific.com/training/Office2013-and-Windows8with-JAWS.asp
• Window Eyes for Office: http://www.windoweyesforoffice.com/
• Check for Accessibility Issues: http://office.microsoft.com/en-us/wordhelp/check-for-accessibility-issues-HA010369192.aspx
• Rules used by the Accessibility Checker:
http://office.microsoft.com/en-us/word-help/rules-used-by-theaccessibility-checker-HA101823437.aspx?CTT=5&origin=HA010369192
Creating an Accessible Description for a
Complex Chart
• Complex images include Schematics, Plans, Diagrams or any
other image that conveys a large amount of information
• Alt text is not sufficient to describe complex images
• Text of diagrams should describe the name, role, and relationship
of elements in the correct order
• Text of charts should describe elements and provide a summary
of the chart; not simply identify the presence of the chart
• Incorrect Example: “bar chart”
• Correct Example: “Chart showing the downward trend of home
prices in the Mid–Atlantic region during 2007. Y axis contains
median home price, X axis contains values for Q1–$220,000,
Q2–$217,000, Q3–$209,000, Q4–$203,400”
Creating an Accessible Description for a
Complex Chart
To add accessible descriptions to a complex object:
• Right-click the object, click Format object, and then click the Alt
Text tab
• In the Description box, enter an explanation of the shape, picture,
chart, table, SmartArt graphic, or other object
• In the Title box, enter a brief summary
Notes:
To add Alt Text to the entire SmartArt graphic or chart, click the
border of the SmartArt graphic or chart, and not an individual shape
or piece.
For a table, right-click the table, click Table Properties, and then
click the Alt Text tab.
Conversion to PDF
Microsoft Word Save as PDF
– Provides tags, heading levels, alternative text, and sets
reading order
Adobe Acrobat Professional Plug-in "Save As Adobe PDF"
– Requires Adobe Acrobat Professional (Windows only)
– Provides tags, heading levels, alternative text
Print to PDF (Acrobat Distiller)
– Does not provide tags, heading, alternative text, or
reading order