Microsoft Word ADA Document Remediation Training

Remediate Word Overview:

  • Downloads available:   
  • Associated Links: 
    • Feedback/Suggestions
    • Print Adobe PDF Accessibility Checklist 
     
  • Suggestions: 
    • Always try to fix errors in the source document, if possible
     
NOTE: All Downloads are available in STATE - Web Enterprise TEAMS

Word Training - Sub-Topics:

1. Inspect and Fix (Guide) (Video: 4 min) (TEAMS) (Class) (Word Non-Compliant)

  1. Inspecting a Document
  2. Check for issues
  3. Style and Appearance
  4. Structural Elements
  5. Alternative Text
  6. Table Structure
  7. Hyperlink Text
  8. Re-check for issues
  9. Use color appropriately (Link)

2. A Compliant Word document Review (Video 2 min) (TEAMS) (Class) (Word Compliant)

  1. Using existing document, i.e., your existing complaint Letterhead to build your agendas
  2. Using heading correctly
  3. Do not use table structure
3. Export WORD to PDF (Guide) (Video 2 min) (TEAMS) (Class(Word Compliant)
  1. File
  2. Click Info tab
  3. Give Document a Title
  4. Export
  5. Select Create PDF/XPS
  6. Click PDF/XPS ICON
  7. Publish to PDF 

4. Letterhead (Guide): (Video 5 min) (TEAMS) (Class)

  1. Column and Section Breaks
  2. Create ADA compliant Letterhead
  3. Ensure Letterhead is still ADA compliant
    1. Make sure you use this compliant Letterhead to build other documents that will eventually be posted to your website 
     

Word Tips & Tricks:

  • Use the Word Accessibility checker (File/Check for issues/check accessibility) more..
  • Repeated blank characters (Older version of Word) is the most common error in a Word document.  Use the paragraph settings/spacing function on the Word ribbon to control spacing instead of repeatedly pressing the Enter key 
  • Font styles Arial and Verdana are recommended due to their readability
  • Use Word Styles to create headings, not changes to text size or color.  If color is used to convey meaning it MUST be accompanied by alternative text
  • Add Alternative Text to provide a description for images, graphics and tables (right-click on the image/edit alt text) more..
  • Hyperlink text (tool tip)  should provide a clear description of the link destination more..
  • Too much bold, italic or underlining makes text harder for a screen reader to read
  • Most symbols and special characters are not read correctly.  Avoid use whenever possible
  • Strikeout information is visible to a sighted person as a strikeout but the but not available to a screen reader more..
  • Redacted information (PII) is NOT visible to a sighted person or a screen reader more..
  • Always include a document title that describes the document in as few words as possible
  • Introduce acronyms and spell out abbreviations
  • use page numbering
  • It is recommended that a description or explanation of more complex table contents be included in the text of the document
  • When creating a fillable form always include a line or box to indicate form fields.  More.. 
  • Always try to construct simple tables (this applies to tables and agendas that use inserted Word tables): 
  • Only use one row in a Header
  • Do not Merger or Split CellsTry not to leave any cells, rows, or columns blank 
  • Give a title to the document by selecting file and add a title
  • Export document to save all formatting by selecting Create PDF/XPS Document instead of saving as PDF
  • Make sure all images have alt text
  • Make sure all table have a table summary and table headers identified 

Creating a Compliant Word Document: (not covered in class):

Create a Compliant Word Document Resources
Accessible Word Templates created by Microsoft:

  • Microsoft:
    • Make your Word documents accessible to people with disabilities (Link
    • Lynda.com  
      • Learn How to create an ADA compliant WORD
      • View beginner, intermediate and advanced classes
      • Advanced courses are offered for all source documents
      • How to get a FREE Tool? (Link)
        •  Need a Library card - Apply for a library card on line (Link)   
  • WebAim 
    • Creating Accessible Word documents (Link)

Siteimprove.com (5 min)

  • Overview of the Siteimprove website monitoring tool.
  • See how many bad PDF documents are in a website.
  • View course offered in Siteimprove academy.

Request to schedule a training class or one-on-one training (based on availability):

ADA Remediation Class schedules are available by reviewing the training calendar, but if you need one-on-one help or feel your area needs a special group class: