The text within word documents can be read by assistive technologies such as. Once youve addressed any issues found by the accessibility checker, office will use that information. Creating accessible pdf documents in acrobat xi video, 5. It also describes how to test the pdf with adobe reader, acrobat. Office 2010 before generating your pdf, run the accessibility checker to make sure your document is easy. At a high level, the process of creating accessible pdfs consists of a few basic stages. Creating accessible pdfs from microsoft word accessible. Microsoft word is currently the most common word processor on the market. The first step in creating an accessible pdf from microsoft word is to ensure that the original word document is accessible see information above. The first step in creating an accessible pdf from microsoft word is to ensure that the original word document is accessible. The menu map of other versions of microsoft word or other word processors may be different. Converting to pdf many word documents end up as pdf files.
When you save a word file as pdf, there are a few steps you can. Accessible pdf files can be created without installing the adobe acrobat addin. Not every method of saving creates an accessible pdf. In this tutorial, following accessibility features of microsoft excel will be covered. Creating accessible documents in microsoft office 2010.
Accessible microsoft word documents also make it much easier to create an accessible pdf. Accessibility checker use the accessibility checker to scan the document for missing descriptive text for images or graphics. With the instructions below, you can develop easytouse forms in microsoft word 2003, 2007, 2010, and 20. Creating accessible microsoft word 20072010 documents ncdae. There are issues saving from word for mac in an accessible format. Advocate for the use of authoring tools and document converters that enable users to easily create accessible documents. Word 20 windows version now that your word document has been checked, you are ready to save it as a pdf. Alt text tab, and replace the filename with appropriate alternative text. The microsoft office 2010 suite has many new features and functionality that can be used to enhance the accessibility of microsoft word, excel and powerpoint documents. Save microsoft word file as accessible pdf teaching. For microsoft office 2007 and 2010 applications such as word, excel. Learn what makes a pdf document accessible, and discover the easiest and most efficient way to create your own accessible pdf documents. Acrobat x accessible pdf from microsoft word adobe. From the touchup text window, click the button that describes the content.
As needed, add fillable form fields and descriptions, and set the tab order. It shows how to remove the old formatting, so that you are able to apply new, accessible styles and formatting. Authoring and evaluation features that make it easier to create accessible documents. Consider accessibility before you convert a document to pdf. Creating accessible documents with ms word microsoft word provides various options for including accessibility information into the document to support individuals using assistive technologies. Read more on converting a word document to accessible pdf in webaims acrobatpdf article. This allows screen readers to navigate a document, and improves accessibility for everyone. Once youve addressed any issues found by the accessibility checker, office will use that information to create accessibility tags in the pdf. It is a convenient way to preserve formatting and accessibility information, assuming the file is converted correctly. This tutorial will walk windows users with microsoft excel 2010 through the use of these features. For steps, see creating accessible documents in microsoft word. Make your word documents accessible to people with. Creating accessible documents in microsoft word ada. Word has many features builtin that help people with different abilities to read and author documents.
One of the primary reasons that the web works so well is the ability to include hyperlinks on html pages that take the viewer from one filepage to another by clicking on the link in the text. How to make hyperlinks accessible this module explains how to make an old word document readable by assistive technology, such as screen readers. In windows, acrobat installs both an acrobat pdfmaker toolbar and an adobe pdf menu in many popular authoring applications. Creating accessible pdf files from microsoft word accessible pdf from microsoft word 6 conversion settings. Creating accessible microsoft word 20072010 documents this resource is designed to be printed as a one page pdf file. Creating accessible documents using word 2010 for pc. Microsoft word 2010 alt text dialog for adding alternative text on page 9. Creating accessible documents using microsoft word for windows introduction to improve the accessibility of your documents, microsoft word has several integrated tools to improve usability of your documents, especially for those using screen reading technology. Creating accessible documents in microsoft word microsoft word is a commonlyused application among individuals with a variety of disabilities, and is reasonably accessible. The document retains this structure when correctly exported to html or pdf. Creating accessible microsoft office 2010 documents. The menu map of other versions of microsoft word or other. Office 2010, you can check for accessibility issues before saving your document to pdf. If you use a mac, and would like to make an accessible pdf from the content created in word.
The fastest and easiest way to make sure your pdf is accessible is to run the accessibility checker first. Zoom level set the magnification level to at least 100% to accommodate lowvision users. The correct method of exporting to pdf depends on which version of microsoft office youre using. Jul 29, 2019 creating accessible documents word and pdfs when creating content, there are a few basic steps that should be followed in order to assure your content is accessible. Word document formatting guidelines creating accessible hyperlinks in ms word creating accessible hyperlinks in ms word one of the primary reasons that the web works so well is the ability to include hyperlinks on html pages that take the viewer from one filepage to another by clicking on the link in the text. When saving, select options and be sure that document structure tags for accessibility is checked. Word 2010 for pc 10 for further assistance with ada compliance issues contact distance learnings ada specialist taylor villescas email. Screen capture of the microsoft word 2007 size dialog with. Csu standards and techniques training guide for creating.
Microsoft word is a commonlyused application among individuals with a variety of disabilities, and is reasonably accessible. If you use a mac, and would like to make an accessible pdf from the content created in word for mac, your styles and alt texts will not transfer to a pdf file, and will not result in an accessible pdf. Having the correct tools to create accessible word documents is imperative to improving your institutions accessible content. Pdfmaker provides conversion settings that let you create tagged accesible pdfs in microsoft word, excel, and powerpoint. To see why creating accessible documents is important, check out this 3 minute video of a screen reader going through accessible and inaccessible word documents. In your document, select the text to convert to a heading. In word 20, 2010 or 2007, if a pdf file is created by printing to adobe pdf, it will not be tagged for accessibility. The text within word documents can be read by assistive technologies such as screen readers and braille devices. Click on the appropriate heading level in the styles inribbon gallery. Adobe acrobat x accessibility accessible pdf from microsoft word 9 word 2010 right click on an image and choose size select the alt text tab and enter the alternative text see figure 12. Powerpoint, and access, the options for creating pdfs are available from the. Creating accessible adobe pdf documents from word week 2.
Creating accessible excel documents web accessibility. For steps, see creating accessible documents in microsoft word starting. In the save as dialog box, click the arrow in the save as type list, and then click pdf. You only need to convert your word document to an accessible pdf when part of the learning objective is based on how the document is formatted. These steps are explained utilizing microsoft word 2007 and 2010. These modules were created by a multiagency team of accessibility professionals. Starting with an accessible word document, a goal when exporting to pdf is do so in a way that preserves the accessibility features of the word document. Question whether it is necessary to post a pdf or word document, or if an html page as long as its accessible. Starting with an accessible word document, a goal when exporting to pdf is do so in a way that preserves the accessibility features of the word document, including heading structure, alternate text for images, and markup that explicitly identifies lists, tables, document language. Creating accessible documents word and pdfs disability. This topic gives you stepbystep instructions to make your word documents accessible to people with disabilities. Word 2010 for windows creating accessible documents webaim.
You can find stepbystep instructions for tagging and adding alt text to a pdf file in the resources for this module. This alt text is read by a screen reader in a word file and should remain intact when exporting to html or pdf. The texas governors committee on people with disabilities is proud to host these learning modules on making microsoft office 2010 documents accessible to people with disabilities. According to the microsoft online tutorial, create an accessible office document, accessibility means. By following these standards and techniques, one can be. The addhelp text that appears on the status bar each time focus moves into a field makes these forms readily accessible by a person who is blind or who has low vision using jaws screen reading software or magic screen magnification software. If you select minimize size to reduce the size of your pdf, be sure to repeat the preceding. Accessible ms word docs office of accessible education.
Creating accessible documents using microsoft word for windows introduction to improve the accessibility of your documents, microsoft word has several integrated tools to improve usability of. Creating accessible word documents and powerpoint slides. Microsoft office 2010 creating accessible documents its creating accessible documents page 1 of 4 last modified. Microsoft excel has a number of tools the document creator can use to make the documents they create accessible. When you choose an item in the menu, a description of that preset appears immediately below it. On the right side youll see the document properties. Word also offers the accessibility checker that locates elements that might cause problems for people with disabilities. Microsoft word is currently the most widelyused word processor on the market. Converting a microsoft word document to an accessible pdf. Microsoft office 2010 project creating accessible word forms page 2 of 10 last modified.
The documents readability is increased for all users. Word files can also be the starting point for other files, such as pdf and html. Such information also provides improved accessibility when converting the document into other formats e. Creating accessible microsoft word 2007 2010 documents headings create a uniform heading structure through use of styles in word. It is recommended that documents are started in microsoft word and then appropriately exported into pdf. Use acrobats advanced accessibility full check menu to check the accessibility of your pdf. Use the insert table command to create a table if your table has a column headers, right click on the first row in the table and select table properties row repeat as. In word, the correct way to provide structure is to use word styles.
Create accessible pdfs office support microsoft office support. It shows how to remove the old formatting, so that. Creating accessible documents in microsoft word accessible. Use the following method to ensure accessibility features will remain when converted. Word 2010 for windows creating accessible documents. Creating accessible documents using microsoft word for windows. Take a few moments to get acquainted with these steps to ensure that forms you create are fully accessible to everyone. Alttext is read by a screen reader in a word file and should remain intact when exporting to html or pdf. Department of defense dod tips for creating accessible. Creating accessible microsoft office 2010 documents office. Creating accessible documents using microsoft word for. Specifies the standard by which the pdf will be optimized.
Scope of this guide this guide will focus on making a microsoft word document accessibleto benefit the most from this guide. Before generating your pdf, run the accessibility checker to make sure your document is easy for people of all abilities to access and edit. Its creating accessible documents page 1 of 4 last modified. It also describes how to test the pdf with adobe reader, acrobat professional, and. Aug 10, 2012 creating accessible microsoft word 2010 documents.
Following are the standards for creating accessible microsoft word 2010 documents as well as the techniques for meeting the standards. Aug 09, 2012 creating accessible microsoft word 2010 documents. These features, in conjunction with the functionality already available in the software, create a program that enables the accessibility of microsoft office 2010 documents. Headings allow at software to navigate the pages easily as it creates a hidden code behind the text. Save microsoft word file as accessible pdf teaching innovation. Despite some gains in recent years, creating accessible web content with word is not a straightforward process. Ms word is often used to create pdf and html files for websites. With the word file open, sele ct file from the office ribbon, then click on info 2. C lick properties, then select advanced properties. How to convert pdf to word without software duration. Seven steps to creating an accessible word document. By following these standards and techniques, one can be reasonably assured that their word documents will be accessible to all individuals, regardless of ability or assistive technology needs.
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