Accessible Word DOs

1
Accessible Word DOs DONTs

• Christine Hayes
• University Library Webmaster

2
Structured Documents - Do

• Create Structured Documents by using Styles in
  the Formatting Palette.
• Use True Headings (Heading 1, 2, 3, etc).
• Make styles progress in a logical manner.
• Heading 2 should come after a Heading 1.

3
Structured Documents - Dont

• Dont play with font size and color to convey
  meaning.
• Just say NO to the Font section!

4
Bullets and Numbering - Dos Donts

• Do use Word Bullets and Numbering styles to
  define bullets or numbered lists.
• Dont type a number or a dot to a paragraph to
  imitate a list.

5
Columns - Dos Donts

• Do use the Columns Feature to add column text.
• Dont use the tab key to make spaces between text
  columns or put text in a table.
• Dont draw lines, or use the table feature to
  simulate multicolumn text.

6
Images Charts - Do

• Give ALT text to all inserted images and charts.
• Windows gt Right click on image and select Format
  Picture. Click on web tab and add the
  alternative text.
• Macs gt Office 2004 Doesnt add alternative text
  yet. Nor does Office 2008.

7
Images and Charts - Dont

• Dont forget to Add ALT Text!

8
Text Boxes - Dos Donts

• Do verify the read order of a text box is correct
  and logical.
• Read order is dependent on when the text box was
  inserted.
• Show formatting marks to see read order.
• Dont add the text boxes haphazardly.

9
Tables - Do

• Use the Insert Table command.
• If the table has a header, set that row as a
  header with the tables property box.
• Repeat header row if table goes beyond a page.

10
Tables - Dont

• Use tab or spacing to create tables.
• Use a big font, bold, or a different color to
  imply a header.
• Let table rows break across a page.

11
Charts and Tables - Dos Donts

• Do Simplify all charts and tables.
• Do Add ALT text to the chart!
• Dont Insert complex charts and tables.

12
Color - Dos Donts

• Do use color and highlight for enhancement but
  should not be the only way to provide
  information.
• Do ensure sufficient color contrast in text,
  charts and images.
• Dont make color the only method of conveying
  information

13
Font - Dos Donts

• Do choose a font that is easy to read, such as
  Arial or Helvetica.

• Dont use Shadowed or Outlined Text.

14
Animation - Dos Dont

• Just Dont.
• Well, try not to.
• Or at least limit the use of animation.
• Dont include unnecessary animated GIFs.

15
File Size - Dos Dont

• Do insert images that have been resized
  correctly.
• Dont insert huge images and use the Format Image
  or image handles to shrink.

16
Link Text - Dos Donts

• Print or Web?
• SSU Homepage - http//www.sonoma.edu/
• Use Good Link Text.
• Make each hyperlink descriptive of the content to
  which it links.
• Ensure that hyperlinked text makes sense out of
  context
• Make it unique on the page, except when two links
  point to the same thing.
• No Click Here.

17
Multiple Formats - Do Donts

• Do save accessible Word in multiple formats.
• Dont assume that one size fits all.
• Do provide links to the appropriate plug-in.