Microsoft 365 Accessibility Vision Session Guide (Level 100) Procedure Summary

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Microsoft Store Customer Success Training

Microsoft 365 Accessibility Vision Session Guide (Level 100) Procedure summary

Deliver Getting started Accessibility in Work together Closing & engagement with Windows Office with Teams additional deck information

Guidelines There is no limit to what people can achieve when technology reflects the diversity of all who use it. This course shows how people at school and work can achieve more with the built-in accessibility tools and features in Microsoft technologies. It will focus on features in Microsoft 365 for those who are vision impaired. Expectations In this course, attendees can expect to: • Learn how to set up and navigate the settings within Windows 10, Office Desktop applications, and Teams. • Customize elements of their operating system and Office applications. • Come away with the ability to tailor Windows and Office experience through the understanding of the integrated features that make our products one the most inclusive in the industry. • Learn how assistive technology can empower how they communicate, learn, and experience the world. Trainer preparation • Use a headset Microphone. • Ensure presenter background is static or blurred. • Wear Blue Skittle as it is easiest contrast for attendees. • Send out Engagement Deck in PDF format. • Ensure Contrast, Display, Sizing (Magnifier) and Mouse Cursor Size/Color are adjusted. • 18-point text • Mouse size 5 and black and white alternating, cursor should not obscure content • Scale text to 125% and UI to at least 200% when using a Surface Pro

Additional resources

Policy Related policies and procedures Relevant guides and tools • None. • CST – Program Playbook • Engagement Deck • CST Content Catalog

Procedure Major step Detail 1 Deliver engagement Utilize the M365 Accessibility – Vision engagement deck to deliver Make use deck of detailed slide notes and cover all basic concepts while highlighting the business value. During the introduction, set clear expectations on the agenda of the training and the content that will be covered.

2 [Optional] Getting Get started with Windows 10 by setting up a Windows 10 device with Started with Windows – narrator or Cortana. If needed, Narrator can be started using the shortcut Out of Box Experience [Win+Ctrl+Enter]. Cortana can help with the out-of-box experience in Windows 10 by allowing the user to choose a network, enter Microsoft account information, customize settings, and allow Cortana as a personal assistant. 3 Getting Started with On the Windows 10 Desktop, assist the audience as they navigate Microsoft Windows – Navigation Windows. Demonstrate zooming in and out using [Ctrl + Scroll). Next, show integrated search capabilities with Windows search. Remind the audience that although there is a search bar, they can click the Windows key or use the Windows button on their keyboard and immediately start typing. Search will allow the users to find Apps, Documents, Settings and more. This is also a great opportunity educate the audience on a number of Windows 10 keyboard shortcuts. Especially shortcuts relevant to people who are blind or low vision. 4 Getting Started with Access Ease of Access settings by using shortcut [Win+U]. Navigate to (Ease Windows – Navigating of Access>Vision). Ease of Access settings

Highlight low vision features such as: . Adjust the size of items on the desktop without changing resolution or turning on magnifier using scaling settings (Ease of Access>Display).

Major step Detail . Improve visibility by increasing color contrast between foreground and background on the screen by using high contrast mode (Ease of Access>High Contrast). . Use magnifier to zoom in on parts of the display in full screen, separate window, or as a lens (Ease of Access>Magnifier). . Show color filters by adding a color filter to the screen (Ease of Access>Color Filters). . Use Cortana [Win+C]. 5 Navigating Ease of Introduce Narrator, which offers simplified navigation and intelligent image Access settings – description so users can explore a page. Use shortcut [Win+Ctrl+Enter] to Narrator enable Narrator. If the audience wants to learn more about Narrator, take the time to go through the Narrator QuickStart and explore settings. A keyboard only/no screen option is available.

Note: The audience should be reminded that this is not a screen reader focused training. Also, keep in mind that different screen readers have their own shortcuts and modifier keys and will change the way someone uses Windows and Office. If a screen reader training requested, reach out to the Impact Enterprise team. 6 Accessibility in Office Mention that many settings changed in Windows 10 will carry over into the Office programs. Some settings, such as themes, will need to be changed in the Office Account Settings. Microsoft Office comes with customizable options to meet individual vision needs and preferences. Each Office desktop program will have its own set of features but will be similar conceptually. Navigate to (File>Options>Ease of Access). Describe these settings for as many applications as needed.

Major step Detail

Major step Detail 7 Accessibility in Office – Once Ease of Access settings are configured, navigate any Office Desktop Continued application, and cover the following features. Word is often a good choice due to its familiarity for most people. You may also choose to show these features using a variety of applications in the Office suite. . Accessible Templates (search Accessible when creating new file from template) . “Tell Me”/ Search . Read aloud (Alt+Ctrl+Space) . Dictation (Win+H), as well as within Office Ribbon. . Accessibility Checker . Alternate text for pictures (necessary for screen reader)

Finally, as with windows, many users will find that keyboard shortcuts for apps help them work more efficiently. Users who are vision impaired may find that keyboard shortcuts can be easier than using a touchscreen or a mouse. Please review keyboard shortcuts in Office and educate the audience on helpful tips. 8 Work together with As the training moves on to Teams, take the time to show the audience the Teams “Settings” where Teams can be configured for Dark Mode or High Contrast mode. Additionally, help the audience begin navigating teams by showing easy zooming using [Ctrl+Scroll], accessing the search bar with [Ctrl+E], and using Windows dictation with [Win+H].

Major step Detail 9 Work together with Continue to assist the audience with navigation by accessing the list of Teams – Keyboard keyboard shortcuts. Navigate to the profile picture and to keyboard shortcuts shortcuts. From here, review the Navigation section of the keyboard shortcuts.

10 Working together in Now that the audience is navigating around Teams, it’s time to start to see Teams – Helpful how it can help people work together. Navigate to the Teams app [Ctrl+3] features and choose a post to show in Immersive Reader.

Next, demonstrate immersive reader in an Office file shared on Microsoft Teams (feel free to use a Tab within a Team).

Finally, in Teams there can be a lot of notifications and sometimes those might be distracting. This is especially true since some screen readers read all notifications. Demonstrate switching status to DND. Remember to turn DND off when ready to receive notifications.

Major step Detail 11 Working together in Using Microsoft Teams Meetings is a great way for people to stay connected Teams – Meetings when they all can’t be together in one place. Demonstrate the Teams meeting experience while focusing on the following features: . Blur background allows users to focus in on what’s most important. . Zoom in and out. . Pin a meeting participants video. . Add someone, like a coworker or interpreter, to a call. 12 Closing and additional After completing the demonstration portion of the training, leave time for information question and answer. There may be request for troubleshooting or to review certain features covered in the course. Be prepared for feedback.

Finally, before wrapping up with any Customer Success Training requirements and offerings, introduce the audience to the Disability Answer Desk. The Microsoft Disability Answer Desk offers free technical support for accessibility related tools. This includes product issues, accessibility questions, and use of assistive technology. It operates in multiple regions with support for English, Spanish, French, and ASL and will use videophones to connect with customers when desired. All agents have received specialized training in working with people who use assistive technologies.

Another resource is the enterprise Disability Answer Desk, which is a support resource for organizations that have questions about the accessibility of Microsoft products and product compliance. The support team can help resolve issues relating to a disability and the functionality of the products to be used with assistive technology, as well as find conformance documentation.