Creating Accessible Documents In Microsoft Office

Course Length: 12 hours (2 days)
With new regulations for federal, provincial, state and municipal governments requiring that ‘public’ documentation must be made accessible, there is a need to have staff create such documentation. During this course students will discuss printed and digital requirements for public documentation and review the methods and features within Microsoft® Office to author these.

Learning Objectives:
Upon successful completion of this course, you will be able to:

- Evaluate Word, Excel, and PowerPoint documents for accessibility

- Use the tools within the applications to correct accessibility concerns

- Modify the Quick Access Toolbar to include the accessibility checker

- Properly convert your document to PDF and preserve accessibility formatting

- Create ePub publications using WordToEPUB

Target Student:
This course is designed for students who have a working knowledge of Office products and a basic understanding of accessibility.

Course Outline

Section 1: Introduction to Accessibility

- Understanding Accessibility

- Accessibility for Ontarians with Disabilities Act (AODA)

- The Accessible Canada Act (ACA)

- WCAG Guidelines

Section 2: Writing with Accessibility in Mind

- Clear and Simple Writing Techniques

- Sentence Structure and Word Use

- Readability Statistics and Grade Level

- Page Organization

Section 3: Accessibility Checks

- Clear Print Guidelines Test

- High Contrast and Magnification Test

- Screen Reader Test

- Accessibility Checker

Section 4: Accessibility and Word

- Understanding Proper Document Structure

- Understanding the Importance of Meta Data

- Creating Accessible Word Templates

- Working with Heading Styles

- Using the Navigation Pane and Selection Pane

- Formatting Text for Accessibility

- Issues with Colour and Contrast

- Creating Column, Section, and Page Breaks

- Understanding How Spacing Affects Screen Readers

- Inserting Images and Objects and Making Them Accessible

- Avoiding Text Boxes and WordArt

- Adding Accessible Tables and Restructuring Complex Tables

- Creating Accessible Charts

- Working with Auto Lists

- Headers and Footers and Accessibility

- Formatting Hyperlinks

- Creating Accessible Forms

Section 5: Accessibility and Excel

- Creating Worksheet Summaries

- Creating Contents/Index Pages

- Working with Blank Columns and Rows

- Table Formats

- Creating Named Ranges

- Creating a Logical Layout

- Avoiding Merged Cells

- Using Freeze Panes

- Protecting your Spreadsheets

- Accessible Chart Formatting

Section 6: Accessibility and PowerPoint

- Using Templates and Themes

- Proper Slide Layouts

- Working with Slide Masters

- Best Selection of Fonts and Font Sizes

- Working with Colour and Contrast

- Adjusting Slide Reading Order

- Avoiding Animations and Slide Transitions

- Creating Audio Transcriptions and Video Captions

- Converting PowerPoint to Other Formats

Section 7: Planning for the Intended Output

- Preparing the Document for PDF Conversion

- Understanding the Impact of the Output Format on Workflow

- Using the Acrobat Accessibility Checker

- Opening the Acrobat Bookmarks Pane Automatically