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Accessible Digital Office Document Project:

Authoring Techniques for Accessible

Office Documents:Microsoft Word 2010

Version

Date of Current Version: 04 Feb 2011

Latest Version (HTML): http://incusi!e"esi#n$ca/accessibe%office%"ocu&ents/'or"2010

Quick Reference

Version$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$1

uic *eference$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$1

+sa#e ,otes$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$-

Techni.ue 1$ +se ccessibe Te&pates$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$4

Techni.ue 2$ pecif Docu&ent Lan#ua#e$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$

Techni.ue -$ 3ro!i"e Tet ternati!es for 5&a#es an" 6raphica 7b8ects$$$$$$$$$$$$$$$$$$$$$$9

Techni.ue 4$ !oi" Foatin#; $ +se ?uit%5n Docu&ent tructurin# Features$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$12

Techni.ue 9$ Create ccessibe Charts$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$1=

Techni.ue @$ Mae Content

Techni.ue 10$ Mae Content

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Usage Notes

Oerie!t the ti&e of testin# (epte&ber -0A 2010)A Bor" 2010 pro!i"es a set of accessibiitfeatures that is sufficient to enabe the pro"uction of accessibe "i#ita office "ocu&ents$5n a""itionA Bor" 2010 incu"es an accessibiit checin# feature$

Whats an Office Document?

ou shou" use these techni.ues 'hen ou are usin# Bor" 2010 to create "ocu&entsthat are:

Intended to be used by people (i$e$A not co&puter co"e)A

Text-based(i$e$A not si&p i&a#esA athou#h the &a contain i&a#es)A

Fully printable (i$e$A 'here "na&ic features are i&ite" to auto&atic pa#e

nu&berin#A tabe of contentsA etc$ an" "o not incu"e au"ioA !i"eoA or e&be""e"interacti!it),

Self-contained(i$e$A 'ithout hperins to other "ocu&entsA unie 'eb content)A

an"

Typical of office-style workflows (*eportsA ettersA &e&osA bu"#etsA

presentationsA etc$)$

If you are creating forms, web pages, applications, or other dynamic and/orinteractive content, these techniues will still be useful to you, but you shouldalso consult the !"#-!$I !eb #ontent $ccessibility %uidelines &!#$% '()*because these are specifically designed to provide guidance for highly dynamicand/or interactive content(

File Formats

The "efaut fie for&at for Bor" 2010 is +ffice +pen . &+#*$

5n a""itionA Bor" 2010 offers &an other 'or" processor an" 'eb for&at sa!in#options$ Most of these ha!e not been chece" for accessibiitA but so&e infor&ationan"/or instructions are a!aiabe for the foo'in# for&ats in Techni.ue 12 (beo'):

M Bor"

3DF

HTML

Document "onentions

Be ha!e trie" to for&uate these techni.ues so that the are usefu to a authorsAre#ar"ess of 'hether the use a &ouse$ Ho'e!erA for carit there are se!era

-

http://www.w3.org/WAI/intro/wcag.phphttp://www.w3.org/WAI/intro/wcag.php

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instances 'here &ouse%on an#ua#e is use"$ ?eo' are the &ouse%on ter&s an"their eboar" aternati!es:

01ight-click2To ri#ht%cic 'ith the eboar"A seect the ob8ect usin# the hiftrro'es an" then press either (1) the *i#ht%Cic; e (so&e eboar" ha!e this to theri#ht of the spacebar) or hiftF10$

Disclaimer and Testing Details

Following these techniues will increase the accessibility of your documents, butit does not guarantee accessibility to any specific disability groups$ 5n cases

'here &ore certaint is re.uire"A it is reco&&en"e" that ou test the office "ocu&ents'ith en" users 'ith "isabiitiesA incu"in# screen rea"er users$

The appication%specific steps an" screenshots in this "ocu&ent 'ere create" usin#Microsoft Bor" 2010 (!er$14$0$4>2$1000A Bin"o's E3A u#$ 2010) 'hie creatin# aD7CE "ocu&ent$ Fies are aso easi sa!e" as other fie for&ats (see Techni.ue 12Abeo')$

Techni!ue "# Use $ccessi%le Tem&lates

office "ocu&ents start 'ith a te&pateA 'hich can be as si&pe as a ban stan"ar"%sie" pa#e or as co&pe as a near co&pete "ocu&ent 'ith tetA #raphics an" othercontent$ For ea&peA a Meetin# Minutes; te&pate &i#ht incu"e hea"in#s forinfor&ation ree!ant to a business &eetin#A such as ctions; abo!e a tabe 'ith ro's to"enote ti&e an" cou&ns for actions of the &eetin#$

?ecause te&pates pro!i"e the startin#%point for so &an "ocu&entsA accessibiit iscritica$ 5f ou are unsure 'hether a te&pate is accessibeA ou shou" chec a sa&pe"ocu&ent pro"uce" 'hen the te&pate is use" (see Techni.ue 11A beo')$

Bor" 2010Gs "efaut te&pate for ne' "ocu&ents is a ban pa#e$ The basic instaationaso incu"es ban business car"A ban abe te&patesA an" other ban office%reate""ocu&ents$ These are a accessibe b !irtue of bein# ban$

5t is possibe to create our o'n accessibe te&pates fro& scratch in Bor" 2010$ s'eA ou can e"it an" &o"if the eistin# prepaca#e" te&patesA ensurin# theiraccessibiit as ou "o so an" sa!in# the& as a ne' te&pate$

To create an accessi%le tem&late

1$ Create a ne' "ocu&ent (fro& the "efaut ban te&pate or fro& one of theprepaca#e" te&pates)

2$

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$ 5n the Save as typeistA seect !ord Template

>$ 5n the File nameboA tpe a na&e for the te&pate$ +sin# a "escripti!e Filename(e$#$A ccessibe Me&o Te&pate;) &a increase the pro&inence of theaccessibiit status$ s 'eA fiin# in the tet bo abee" Ta#s 'ith the ter&accessibiit; &a i&pro!e its searchabiit as an accessibe fie$

9$ eect Save

To select an accessi%le tem&late

1$ 6o to &enu ite&: File 3 4ew

2$ +n"er $vailable TemplatesA seect y Templates

-$ 5n the 4ew"ocu&ent "iao#A seect our accessibe te&pate fro& the ist

=

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4$ eect +5

=$ ne' "ocu&ent base" on the te&pate 'i be "ispae"$ 5f ou ha!e chosen anaccessibe te&pateA the "ocu&ent 'i be accessibe at this point$ $s you addyour content &e(g(, text, images, etc(*, ensure that you consult the sectionsthat follow to preserve accessibility(

Techni!ue '# (&ecif) Document *anguage

5n or"er for assisti!e technoo#ies (e$#$A screen rea"ers) to be abe to present our"ocu&ent accurateA it is i&portant to in"icate the natura an#ua#e of the "ocu&ent$ 5fa "ifferent natura an#ua#e is use" for a para#raph or seecte" tetA this aso nee"s to

be cear in"icate"$

To change the +efault language

1$ 6o to &enu ite&: File

2$ eect +ptionsfro& the ist in the eft 'in"o' pane

-$ eect .anguagefro& the ist in the eft of the +ptions"iao#

4$ +n"er #hoose 6diting .anguagesA seect the e"itin# an#ua#e ou 'ant to use

Note:to a"" an e"itin# an#ua#eA seect the an#ua#e fro& the "rop "o'n istabee" 7$dd additional editing languages8

=$ eect Set as efault

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$ Cose a 7ffice 2010 pro#ra&s an" open the& a#ain for the chan#es to taeeffect

Bor" 2010 has an auto&atic an#ua#e "etection &echanis&A 'hich can auto&atica"etect the an#ua#e of our tet$ 5f ou tpe a section of tet in a "ifferent an#ua#e

than the rest of our "ocu&entA Bor" 2010 'i pro#ra&&atica &ar the an#ua#e ofthat section of tet appropriate$

To turn on automatic language +etection

1$ 6o to &enu ite&: 1eview

2$ 5n the .anguagesectionA seect the .anguagebutton

-$ eect Set 9roofing .anguage

4$ 5n the .anguage"iao#A seect the etect language automaticallychec bo

To a&&l) a language +irectl) to selecte+ te,t

1$ eect the tet

2$ 6o to &enu ite&: 1eview

-$ 5n the .anguagesectionA seect the .anguagebutton

>

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4$ eect Set 9roofing .anguage

=$ 5n the ark selected text as boA seect the an#ua#e fro& the ist

$ eect +5

Techni!ue -# .ro/i+e Te,t $lternati/es for 0mages an+ 1ra&hical O%2ects

Bhen usin# i&a#es or other #raphica ob8ectsA such as charts an" #raphsA it isi&portant to ensure that the infor&ation ou inten" to con!e b the i&a#e is asocon!ee" to peope 'ho cannot see the i&a#e$ This can be acco&pishe" b a""in#concise aternati!e tet to of each i&a#e$ 5f an i&a#e is too co&picate" to concise"escribe in the aternati!e tet aone (art'orA fo'chartsA etc$)A pro!i"e a short tetaternati!e an" a on#er "escription as 'e$

Ti&s for 3riting alternati/e te,t 4Title in Wor+ '5"56

Tr to ans'er the .uestion 'hat infor&ation is the i&a#e con!ein#I

5f the i&a#e "oes not con!e an usefu infor&ationA ea!e the aternati!e tet

ban

5f the i&a#e contains &eanin#fu tetA ensure a of the tet is repicate"

ternati!e tet shou" be fair shortA usua a sentence or ess an" rare &ore

than t'o sentences

5f &ore "escription is re.uire" (e$#$A for a chart or #raph)A pro!i"e a short

"escription in the aternati!e tet (e$#$A a su&&ar of the tren") an" &ore "etai

in the on# "escriptionA see beo'

Test b ha!in# others re!ie' the "ocu&ent 'ith the i&a#es repace" b the

aternati!e tet

9

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Ti&s for 3riting longer +escri&tions 4Descri&tion in Wor+ '5"56

Lon# "escriptions shou" be use" 'hen tet aternati!es (see abo!e) are

insufficient to ans'er the .uestion 'hat infor&ation is the i&a#e con!ein#I

5n so&e situationsA the infor&ation bein# con!ee" 'i be ho' an i&a#e oos

(e$#$A an art'orA architectura "etaiA etc$)$ 5n these casesA tr to "escribe thei&a#e 'ithout &ain# too &an of our o'n assu&ptions$

7ne approach is to i&a#ine ou are "escribin# the i&a#e to a person o!er the

phone

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Bhen insertin# a !er s&a i&a#eA or resiin# a ar#er i&a#e to be &uch s&aerABor" 200> assu&es that the i&a#e is inten"e" to be a buet%point for a buete" ist$7nce Bor" 200> "efines the i&a#e as a buetA the option to a"" aternati!e tet"isappears$ eect

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Techni!ue 9# Use :ea+ings

n "ocu&ents that are on#er than a fe' para#raphs re.uire structurin# to &ae the&&ore strai#htfor'ar" for rea"ers to un"erstan"$ 7ne of the easiest ways to do this isto use =True >eadings? to create o#ica "i!isions bet'een para#raphs$ Truehea"in#s are &ore than 8ust bo"e"A enar#e"A or centere" tet the are structura

ee&ents that or"er an" e!es pro!i"e a &eanin#fu se.uence to users of assisti!etechnoo#ies$

Ti&s for hea+ings

+se the "efaut hea"in#s stes pro!i"e" (Hea"in# A Hea"in# 2;A etc$)

,est hea"in#s proper (e$#$A the sub%hea"in#s of a Hea"in# 1; are Hea"in# 2;A

etc$)

Do not sip hea"in# e!es

To a&&l) hea+ings to selecte+ te,t

1$ eect tet

2$ *i#ht%cicJ an" seect Styles

-$ eect the hea"in# ste fro& the ist

To a&&l) hea+ings using the (t)les tool%ar

1$ eect tet

2$ 6o to &enu ite&: >ome

-$ 5n the StylessectionA seect the hea"in# ou 'ish to app

Note:ou can scro throu#h the &utipe hea"in# stes usin# the arro's on theri#ht si"e of the Stylessection$ ou can aso chan#e the Style"esi#n bseectin# the #hange Stylesbutton on the ri#ht$

To mo+if) hea+ing st)les

1$ 6o to &enu ite&: >ome

2$ 5n the StylessectionA ri#ht%cicJ the ste ou 'ish to use fro& the Styles%allery

-$ eect odify

4$ 5n the odify Style"iao#A &ae the appropriate chan#es to ste characteristics=$ eect +5

To return to the +efault hea+ing st)les

1$ 6o to &enu ite&: >ome

2$ 5n the StylessectionA seect #hange Styles

11

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-$ eect Style Set

4$ eect !ord ');)fro& the ist

Techni!ue ;# Use Name+ (t)les

s 'ith True Hea"in#s; (see Techni.ue =)A ou shou" atte&pt to &ae use of thena&e" stes that are incu"e" 'ith the office appication (e$#$A e&phasis;A caption;Aetc$) before creatin# our o'n stes or usin# the character for&attin# toos "irect$,a&e" stes hep our rea"ers un"erstan" 'h so&ethin# 'as for&atte" in a #i!en

'aA 'hich is especia hepfu 'hen there are &utipe reasons for the sa&e for&attin#(e$#$A it is co&&on to use itaics for e&phasisA Latin ter&s an" species na&es)$

For &ore infor&ation on for&attin# usin# na&e" stesA see Techni.ue @$

Note:Bhie office appication suites support hea"in#s in &uch the sa&e 'aA thena&e" stes often "iffer$

To use +efault name+ st)les

1$ Defaut na&e" stes can be appie" the sa&e 'a as hea"in#s (see Techni.ue=)$

Techni!ue 0n Document (tructuring Features

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Tabe captions or "escriptions shou" ans'er the .uestion 'hat is the tabeOs

purpose an" ho' is it or#anie"I (e$#$A sa&pe or"er for& 'ith separatecou&ns for the ite& na&eA price an" .uantit)$

Tabe ces shou" be &are" as tabe hea"ers 'hen the ser!e as abes to hep

interpret the other ces in the tabe$

Tabe hea"er ce abes shou" be concise an" cear$

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To mo+if) list st)les

1$ 6o to &enu ite&: >ome

2$ 5n the 9aragraphsectionA seect the arro' besi"e the Aulletsicon for unor"ere"ists or seect the arro' besi"e the 4umberingicon for or"ere" ists

-$ eect efine 4ew Aullet:to create a ne' unor"ere" ist for&at

4$ eect efine 4ew 4umber Format:to create a ne' or"ere" ist for&at

=$ 5n the 4ew Aullet"iao# or the 4ew 4umber Format"iao#A seect the istcharacteristics

$ eect +5

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eader B FootersectionA seect 9age 4umber

-$ eect 'here ou 'ou" ie to insert our pa#e nu&bers

4$ eect the ste of pa#e nu&ber ou 'ou" ie to use

To Format .age Num%ers

1$ 6o to &enu ite&: Insert

2$ 5n the >eader B FootersectionA seect 3a#e ,u&ber

-$ eect Format 9age 4umbers:

4$ 5n the 9age 4umber Format"iao#A seect the pa#e for&at characteristics ou'ou" ie to use

Note:These chan#es are appie" to the pre"efine" pa#e for&at stes$ 5t "oesnot create a ne' pa#e for&at ste$

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appropriate abee" to #i!e users reference points that 'i hep the& to correctinterpret the infor&ation$

To create a chart1$ 6o to &enu ite&: Insert

2$ 5n the IllustrationssectionA seect #hart

-$ eect a #hart Typefro& the #hart %allery

4$ eect +5

=$ +p"ate the "atasheet 'ith the "ata ou 'ou" ie to incu"e in our chart

$ Cose the "atasheet

Note:This 'i open the

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Bhen creatin# bar chartsA #o to &enu ite&: #hart Tools 3 Formatan" in the

Shape Styles section seect Shape Fillto app a teture to hep "istin#uish

the bars

Chan#e the "efaut coors to a coor safe or #ra%scae paette

+se the for&attin# options to chan#e pre"efine" coorsA ensurin# that the

ai#n 'ith sufficient contrast re.uire&ents (see Techni.ue @$2A beo')

Techni!ue A# Bake ontent 8asier to (ee

Here are so&e other thin#s to eep in &in":

A#" Format of Te,t

Bhen for&attin# tetA especia 'hen the tet is ie to printe"A tr to:

+se font sies bet'een 12 an" 19 points for bo" tet$

+se fonts of nor&a 'ei#htA rather than bo" or i#ht 'ei#ht fonts$ 5f ou "o

choose to use bo" fonts for e&phasisA use the& sparin#$

+se stan"ar" fonts 'ith cear spacin# an" easi reco#nie" upper an" o'er

case characters$ ans serif fonts (e$#$A riaA Ver"ana) &a so&eti&es be easierto rea" than serif fonts (e$#$A Ti&es ,e' *o&anA 6ara&on")$

!oi" ar#e a&ounts of tet set a in capsA itaic or un"erine"$

+se nor&a or epan"e" character spacin#A rather than con"ense" spacin#$

!oi" ani&ate" or scroin# tet$

Aut canDt users Eust oom inG 7ffice appications "o tpica incu"e accessibiitfeatures such as the abiit to &a#nif "ocu&ents an" support for hi#h contrast &o"es$Ho'e!erA because printin# is an i&portant aspect of &an 'orfo's an" chan#in# fontsies "irect 'i chan#e "ocu&ents "etais such the pa#inationA the aout of tabesAetc$A it is best practice to a'as for&at tet for a reasonabe "e#ree of accessibiit$

To change the te,t siCe for a +efault name+ st)le

1$ 6o to &enu ite&: >ome

2$ 5n the StylessectionA ri#ht%cicJ the Styleou 'ish to &o"if

-$ eect odify Style

4$ +n"er Formattingin the odify"iao# boA seect the appropriate font sie

=$

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A#' Use (ufficient ontrast

The !isua presentation of tet an" i&a#es of tet shou" ha!e a contrast ration of ateast 4$=:1$ To hep ou "eter&ine the contrastA here are so&e ea&pes on a 'hitebac#roun":

Ver #oo" contrast (Fore#roun"QbacA ?ac#roun"Q'hiteA *atioQ21:1)

cceptabe contrast (Fore#roun"QR>>>A ?ac#roun"Q'hiteA *atioQ4$=4:1)

+nacceptabe contrast (Fore#roun"QRA ?ac#roun"Q'hiteA

*atioQ2$-2:1)

soA a'as use a sin#e soi" coor for a tet bac#roun" rather than a pattern$

5n or"er to "eter&ine 'hether the coors in our "ocu&ent ha!e sufficient contrastA oucan consut an onine contrast checerA such as:

Puic tu"io: Lu&inosit Coor Contrast *atio naer

Poe Doson Coor Contrast pectru& Tester

Poe Doson Coor Contrast Co&parison

A#- $/oi+ Using olor $lone

Coor shou" not be use" as the on !isua &eans of con!ein# infor&ationA in"icatin#an actionA pro&ptin# a responseA or "istin#uishin# a !isua ee&ent$ 5n or"er to spot

'here coor &i#ht be the on !isua &eans of con!ein# infor&ationA ou can create ascreenshot of the "ocu&ent an" then !ie' it 'ith onine #ra%scae con!ertin# toosAsuch as:

6ra?it !2$0: 6rascae Con!ersion Contrast ccessibiit Too

A#7 $/oi+ Rel)ing on (ensor) haracteristics

The instructions pro!i"e" for un"erstan"in# an" operatin# content shou" not re soeon sensor characteristics such as the coor or shape of content ee&ents$ Here are t'oea&pes:

Do not trac chan#es b si&p chan#in# the coor of tet ou ha!e e"ite" an"

notin# the coor$ 5nstea" use Bor" 2010Gs Trac Chan#es; feature to tracchan#es$

19

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Do not "istin#uish bet'een i&a#es b referrin# to their appearance (e$#$ the

bi##er one;)$ 5nstea"A abe each i&a#e 'ith a fi#ure nu&ber an" use that forreferences$

A#9 $/oi+ Using 0mages of Te,t

?efore ou use an i&a#e to contro the presentation of tet (e$#$A to ensure a certainfont or coor co&bination)A consi"er 'hether ou can achie!e the sa&e resut b stin#rea tet;$ 5f this is not possibeA as 'ith o#os containin# stie" tetA &ae sure topro!i"e aternati!e tet for the i&a#e foo'in# the techni.ues note" abo!e$

Techni!ue "5# Bake ontent 8asier to Un+erstan+

"5#" Write learl)

? tain# the ti&e to "esi#n our content in a consistent 'aA it 'i be easier to accessAna!i#ate an" interpret for a users:

Bhene!er possibeA 'rite cear 'ith short sentences$

5ntro"uce acron&s an" spe out abbre!iations$

!oi" &ain# the "ocu&ent too bus; b usin# ots of 'hitespace an" b

a!oi"in# too &an "ifferent coorsA fonts an" i&a#es$

5f content is repeate" on &utipe pa#es 'ithin a "ocu&ent or 'ithin a set of

"ocu&ents (e$#$A hea"in#sA footin#sA etc$)A it shou" occur consistent each ti&eit is repeate"$

"5#' .ro/i+e onte,t for :)&erlinks

Hperins are &ore effecti!e na!i#ation ai"s 'hen the user un"erstan"s the ieresut of foo'in# the in$ 7ther'iseA users &a ha!e to use tria%an"%error to fin" 'hatthe nee"$

To hep the user un"erstan" the resut of seectin# a hperinA ensure that the in&aes sense 'hen rea" in the contet of the tet aroun" it$ For ea&peA 'hie it 'ou"be confusin# to use &ore infor&ation; as a in b itsef on a pa#eA it 'ou" be fine touse &ore infor&ation; as a in in the foo'in# sentence: The airport can be reache"b tai or bus (&ore infor&ation)$;

To &ae the a""ress of hperin cear 'hen printin#A ou &a 'ish to incu"e thea""ress in bracets foo'in# the "escripti!e tet of the hperin$

To a++ h)&erlinks 3ith meaningful te,t

1$ Tpe (or paste in) a 'eb a""ress an" press spacebar or

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4$

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=$ n $ccessibility #heckertas pane 'i openA sho'in# the inspection resuts

$ eect a specific issue to see $dditional Information

>$ Foo' the steps pro!i"e" to fi or re!ise the content

21

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5n or"er to #et so&e in"ication of the accessibiit of our "ocu&ent or te&pate (seeTechni.ue 1)A then ou &a consi"er sa!in# the fie into HTML or 3DF in or"er toperfor& an accessibiit chec in one of those for&atsA as "escribe" beo'$

To e/aluate :TB* accessi%ilit)

nother option is to sa!e the "ocu&ent into HTML for&at an" use one of the 'ebaccessibiit checers a!aiabe onine$ uch as:

Checer

Beb5M Ba!e Beb ccessibiit

To e/aluate .DF accessi%ilit)

5f ou sa!e" our "ocu&ent in ta##e" 3DF for&atA ou can use the foo'in# toos an"steps to e!auate the accessibiit of the 3DF "ocu&ent:

"obe crobat 3rofessiona

3DF ccessibiit Checer (3C) S a free aternati!e pro!i"e" b ccess for a;

To e/aluate .DF accessi%ilit) in $+o%e $cro%at .rofessional

1$ 6o to &enu ite&: $dvanced 3 $ccessibility 3 Full #heck:

2$ 5n the Full #heck"iao#A seect a the checin# option

-$ eect the Start #heckingbutton

Techni!ue "'# Use $ccessi%ilit) Features 3hen (a/ing8,&orting to OtherFormats

5n so&e casesA a""itiona steps &ust be taen in or"er to ensure accessibiitinfor&ation is preser!e" 'hen sa!in#/eportin# to for&ats other than the "efaut$

.DF

3DF "ocu&ents are not a'as accessibe$ ccessibe 3DF "ocu&ents are oftencae" Ta##e" 3DF; because the incu"e ta#s; that enco"e structura infor&ationre.uire" for accessibiit$ To e!auate the accessibiit of our 3DF "ocu&entA seeTechni.ue 11 (abo!e)$

1$ 6o to &enu ite&:File

2$ eect Save $s-$ 5n the File name boA tpe a na&e for the fie

4$ 5n the Save as type istA seect 9F or 9S ocument

=$ eect the +ptionsbutton

$ +n"er Include non-printing informationin the +ptions"iao#A ensure that theocument structure tags for accessibilitychec bo is seecte"

22

http://achecker.ca/checker/index.phphttp://wave.webaim.org/http://wave.webaim.org/http://www.access-for-all.ch/en/pdf-lab/pac-pdf-accessibility-checker.htmlhttp://achecker.ca/checker/index.phphttp://wave.webaim.org/http://www.access-for-all.ch/en/pdf-lab/pac-pdf-accessibility-checker.html

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>$ eect +5an" Save

:TB*

1$ 6o to &enu ite&: File

2$ eect Save $s

-$ 5n the File nameboA tpe a na&e for the fie

4$ 5n the Save as typeboA seect !eb 9age

=$ eect Save

$ Chec the HTML fie for accessibiit (see Techni.ue 11A abo!e)

To clean u& )our :TB* file1$ *e&o!e unnecessar stesA ine breasA etc$2$ *e&o!e unnecessar i"A cassA an" attributes-$ *e&o!e font ta#s4$ *e&o!e stes in the Khea" ta#=$ $ Chec for accessibiit (see Techni.ue 11A abo!e)

Note:ou &a 'ish to use HTML e"itors or utiities to hep 'ith this process$

2-

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Techni!ue "-# onsi+er Using $ccessi%ilit) (u&&ort $&&lications.lugins

Disclaimer:This ist is pro!i"e" for infor&ation purposes on$ 5t is not ehausti!e an"incusion of an appication or pu#%in on the ist "oes not constitute a reco&&en"ation or#uarantee of resuts$

Microsoft ccessibiit 3a#e

7ffice 2010 ccessibiit Tutorias

Neboar" shortcuts for Bor" 2010

Custo&ie eboar" shortcuts for Bor" 2010

ccessibiit features in Bor" 2010

Other $&&lication Features

Wor+ '5"5s Na/igation Featurefter ou ha!e popuate" our "ocu&ent 'ith content an" true hea"in#s ha!e beenappie"A ou &a 'ish to rearran#e the content$ 5n or"er to &aintain the inte#rit an"accessibiit of the atere" se.uenceA ou 'i nee" to ensure that structura infor&ation(e$#$A hea"in# e!es) is a"8uste" accor"in#$

Bor" 2010 pro!i"es a ,a!i#ation; &echanis& 'hich "ispas a parts of the"ocu&entA such as hea"in#sA para#raphsA ob8ectsA etc$ in se.uentia or"er$ 5t heps ouna!i#ateA accessA an" &anipuate the content$ ou can &o!e hea"in#s or subor"inatetet up or "o'nA rearran#in# their se.uence in a 'a that can be pro#ra&&atica"eter&ine" an" therefore accessibe to assisti!e technoo#ies$

To use the Na/igation feature

1$ 6o to &enu ite&: Hiew

2$ 5n the ShowsectionA seect the 4avigation 9anechec bo

-$ The 4avigationpane 'i open to the eft of our "ocu&ent

To 2um& to a location in a +ocument

1$ eect one of three na!i#ation options:

a$ eect the Arowse headingsicon (Note:seect the hea"in# to !ie'hierarchica hea"in#s an" content beo' it)

b$ eect the Arowse pagesicon

c$ eect the Search text

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http://www.microsoft.com/enable/http://www.microsoft.com/enable/training/office2010/default.aspxhttp://office2010.microsoft.com/en-us/word-help/keyboard-shortcuts-for-microsoft-word-HP010370109.aspxhttp://office2010.microsoft.com/en-us/word-help/customize-keyboard-shortcuts-HA010370106.aspxhttp://office2010.microsoft.com/en-us/word-help/accessibility-features-in-word-HP010370103.aspxhttp://www.microsoft.com/enable/http://www.microsoft.com/enable/training/office2010/default.aspxhttp://office2010.microsoft.com/en-us/word-help/keyboard-shortcuts-for-microsoft-word-HP010370109.aspxhttp://office2010.microsoft.com/en-us/word-help/customize-keyboard-shortcuts-HA010370106.aspxhttp://office2010.microsoft.com/en-us/word-help/accessibility-features-in-word-HP010370103.aspx

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2$ cro throu#h the se.uentia ist an" "oube%cicJ on the ocation ou 'ou" ieto 8u&p to

To mo/e content u& or +o3n in a +ocument

1$ eect an" "ra# the content to a ne' ocation in the ist

$ccessi%ilit) :el&

5f ou are intereste" in 'hat features are pro!i"e" to &ae usin# Bor" 2010 &oreaccessibe to usersA "ocu&entation is pro!i"e" in the Hep sste&:

1$ 6o to &enu ite&: File

2$ eect >elpfro& the ist on the eft

-$ +n"er the SupportsectionA seect the >elpicon

4$ elp "iao# bo

References an+ Resources

1$ Microsoft Bor" 2010 Hep

2$ 6BD Britin# ?etter t Tet http://'''$#a'"s$or#/sho'$phpIcontenti"Q29U

-$ Microsoft Bor" 2010 7nine ccessibiit Center

4$ n"re' 6o"'inA http://'''$&ai%archi!e$co&/8a's%users%ist#oo#e#roups$co&/&s#01>1-$ht&

$ckno3le+gments

This "ocu&ent 'as pro"uce" as part of the ccessibe Di#ita 7ffice Docu&ent (D7D)3ro8ect (http://incusi!e"esi#n$ca/accessibe%office%"ocu&ents)$

This pro8ect has been "e!eope" b the 5ncusi!e Desi#n *esearch CentreA 7CD+ni!ersit as part of an

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Copri#ht W 2011 5ncusi!e Desi#n *esearch CentreA 7CD +ni!ersitThis &ateria &a be repro"uce" an" "istribute" in print or eectronic for&at on ason# as: (a) the repro"uction is offere" at no cost to the recipients an"(b) the repro"uction &ust preser!e the Version section an"

(c) the repro"uction &ust preser!e the cno'e"#&ents section an"(") the repro"uction &ust preser!e this copri#ht notice$

2