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Step

Steps for creating accessible documents in Word

For more information, see

1

Design with accessibility in mind. Only use our template styles, including character styles for common formatting such as bold and italic. Resist overriding template styles.

http://www.webaim.org/

2

Add alternate text to images.

Word 2003

  1. Right-click the image, then select Format Picture. The Format Picture dialog box appears. Note: If the Format Picture menu option is not available, show the Picture toolbar and click the Format Picture button.
  2. Select the Web tab and then add the appropriate alternative text.
    Word 2007
    Right-click the picture and select *Size. The Size dialog box appears.
    *Select the Alt Text tab. The image file name is entered into the field by default.
    *Delete the image file name and enter appropriate alternate text.

 

4

Use meaningful link anchors rather than URLs when possible.

 

5

Configure PDFMaker to tag the document properly.
In Word 2003, select Adobe PDF > Change Conversion Settings.

  • On the Settings tab, select Bookmarks, Links, and Enable Accessibility and reflow.
  • On the Word tab, select Convert cross references, Convert footnote and endnote links, and Enable advanced tagging.
  • On the Bookmarks tab, select Convert Word Headings to Bookmarks and set the proper indent levels.

 

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Ways to Test Your Output

For more information, see

Refer to the HHS accessibility checklists.

HHS Checklists

In ePublisher, run the accessibility report. Ignore errors about missing long descriptions and table summaries. If you use alternate text for graphics and include either a text introduction or caption for tables, you're covered on those.


Download the WAVE Firefox toolbar and view the help in Text-only view.

WAVE Toolbar for Firefox

Download an evaluation copy of JAWS and read the document out loud.

Freedom Scientific

Use the Adobe Read Out Loud feature to simulate what it would be like for other assistive technology (such as JAWS) to read your PDFs out loud.

 

Turn off your monitor when you use either JAWS or Adobe Read Out Loud (this takes some practice with each tool) to simulate what it is like not to see what you are doing.

 

Tab through the output to make sure that the reading order is logical.

 

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