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Accessibility in Windows/Office 2016

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Accessibility in Windows/Office 2016 Make Your Presented by: SAIL, Employee Course Professional Development and Academic Content Technology Accessible Departments CTE WORKSHOP 2017 Why do we need accessible instructional materials? 01 02 It is the college’s policy to In order to comply with the comply with the Americans ADA, documents posted with Disabilities Act (ADA). online must be screen- EFSC Procedure 302.1 Equal reader friendly. Opportunity Adobe PDF files Microsoft Word documents Microsoft PowerPoint presentations Learning Objectives Make a PC easier to see, hear, and use. Create or modify materials to include accessible enhancements using Microsoft Office Programs. Accessibility ensures that programs and functionality are easily available to the widest range of users, including those who have disabilities and impairments. “In the United States, surveys have shown that more than half of all What is computer users experience Accessibility? difficulties or impairments related to accessibility, and are likely to benefit from the use of accessible technology.” Microsoft Make a Computer Easier to See, Hear, and Use. DISCOVER THE ACCESSIBILITY OPTIONS AVAILABLE IN WINDOWS 7 EASE OF ACCESS CENTER PROGRAM. Ease of Access Center – Windows 7 The Ease of Access Center has many tools to help you change your computer settings so the computer is easier to use. To accessAlt= the Ease of Access Center 1. Click on the Start button on your keyboard. 2. Select Control Panel. 3. Click Ease of Access Center. Shortcut to Ease of Access Center is +U Pin Ease of Access Center to Taskbar 1. Open the Ease of Access program. 2. Right-click the Ease of Access icon on the task bar. 3. Select Pin this program to taskbar. Ease of Access Common Tools 1. Magnifier 2. Narrator 3. On-screen Keyboard 4. High Contrast Make the Computer Easier to See Use a High Contrast Windows Theme Magnify a part of your screen Make the mouse pointer easier to see Make everything appear larger Zoom in or Zoom Out Windows 7 Desktop Themes A desktop theme is a collection of settings that control the way Windows looks and sounds. Windows 7 has several built-in themes to choose from: ◦ My Themes – Themes that you create. ◦ Aero Themes –Themes that are a combination of glass-like visual effects, widgets, and color schemes. ◦ Basic and High Contrast Themes – High Contrast themes help people who have trouble seeing items on the screen. Apply a High Contrast Theme Change the desktop theme using the Personalization Panel. ◦ Right-click on an empty spot on the computer desktop. ◦ Select Personalize. ◦ Select a high contrast theme. You can also access the Personalization Panel from the Ease of Access Center. Ease of Access Magnifier The magnifier tool allows you to magnify what is on the screen. To access the magnifier, select Start Magnifier in the Quick access to common tools section. Shortcut to Magnifier: Click Start menu and type Magnifier in the search box. To exit Magnifier, press the Windows key +Esc. 3 Magnifier Views Docked mode— In docked mode, the magnified area is docked to the top of the screen. This is the only mode available if you are using a Basic or High Contrast theme. Full-screen mode—In full-screen mode, the entire screen is magnified. Lens mode—In lens mode, a separate window around the mouse pointer is created that acts like a magnifying glass. When you move the mouse pointer, this window moves along with it. Magnifier Docked Mode Available in both Basic and Aero Themes. A portion of the screen is magnified. Magnifier Full-Screen Mode This mode magnifies your entire screen and follows your mouse as you move it around. Magnifier Lens Mode Available only in Aero Themes: A separate window around the mouse pointer is created that acts like a magnifying glass. Enlarge the Mouse Pointer This option will allow you to change the color and size of mouse pointers. 1. Open the Ease of Access Center. 2. Under Explore all Settings select Make the mouse easier to use. 3. Choose a mouse pointer from options available. 4. Click OK. Make Everything Appear Larger 1. Open the Ease of Access Center. 2. Under Explore all Settings select Make the computer easier to see. 3. Under Make things on the screen bigger, click Change size of text and icons. 4. Choose Smaller, Medium or Larger. You can quickly zoom in to any part of your screen. • To Zoom In: Hold down the “Windows Key and +”. • To Zoom Out: Hold down “Windows Key and –”. Zoom in or Zoom *If your mouse has a scroll Out wheel, hold down the Ctrl key and scroll the wheel to zoom in and out. Make a PC Easier to Hear Use text or visual alternatives to sounds Increase the volume on speakers or use headphones to decrease background noise Use Windows Speech Recognition Change the sounds on the PC Use Text or Visual Alternatives to Sound 1. Open the Ease of Access Center. 2. Under Explore all settings, click Use text or visual alternatives for sounds. 3. Select the options that you want to use: ◦ Turn on visual notifications for sounds. ◦ Turn on text captions for spoken dialog. Increase the Volume or Use Headphones To increase the volume on your computer: ◦ Click on the Speakers button in the notification area of the taskbar. Move slider up or down to increase/decrease speaker volume. ◦ Windows 7 – Click Mixer to separately control the volume of the speakers or other sound devices. Headphones will allow greater volume and audio clarity. It will also remove distracting background noise. Save Save all files in the newest format. Alt Text Include Alt Text with all visuals and tables. Accessible Teaching Hyperlink Add meaningful hyperlink text and screen tips. Materials using Contrast Use sufficient contrast for text and background colors. Microsoft Headings Office 2016 Use built-in headings and styles. (Windows) & Styles Table Use a simple table structure, and specify column Structure header information. Accessibil Do an accessibility check to make sure there is an established reading order and all visual elements are ity Check tagged with alternative text descriptions. MS Word 2016 Read Mode Removes distractions. Accessibility Scans document to check for potential accessibility Checker problems. Navigation Pane Map of your document Headings & Add structure. Styles Accessibility Word 2016 Font and Text Use accessible font and text color. Add Alternative Text for images/clip Alt Text art/charts/shapes/tables/objects. Hyperlinks Use meaningful description for Hyperlinks. Tables Create accessible Tables File Format 1.Save word files as .docx files or as accessible .pdf The new Read Mode in Word 2013-2016 hides most Use Read of the buttons and tools to reduce distractions. While in Read Mode you can double-click a picture to get an enlarged view. Click outside image to return to Mode read mode. for a To access read mode: ◦ Click on the View tab. Clearer ◦ Select Read Mode under the Views Group. View Shortcut: Press Alt + W then press F. Text to Speech Feature This feature can help people with dyslexia. To add a shortcut to the Quick Access toolbar: 1. Click the down arrow in the top left corner of the screen (Quick Access Tool Bar.) 2. Click on More Commands 3. In the Choose commands from: Change to all commands. 4. Select Speak from the list. 5. Click Add. Click OK. 6. Highlight the text you want read and then click the Speak icon in the Quick Access toolbar. Navigation Pane The navigation pane reveals a clickable map of your document on the left side of the screen that makes for easier navigation. 1. Click the View tab. 2. Place a checkmark next to Navigation Pane in the Show Pane. Word Accessibility Checker Select File tab > Info > Check for Accessibility > Check Accessibility. The Accessibility Checker shows accessibility errors, warnings, and tips for making repairs. Headings and Word documents with a true Styles heading structure provide the following benefits: Document structure. • The document retains this structure when correctly exported to HTML or PDF. (Keep headings short and in the correct order.) • The document’s readability is increased for all users. Heading 1 • An automated Table of Contents can be Heading 2 created easily. Heading 2 Heading 3 Heading 3 Heading 3 Create or Edit Headings 1. Select HOME tab from ribbon. 2. Select the text you want to convert to a heading. 3. Click on the appropriate heading level style in the Styles gallery. 4. Shortcut: Ctrl – Alt +1, 2, or 3. Accessible Bullets and Lists in Word Create standard lists using the Bullets and Numbers tools on the Home Ribbon. You should avoid using non- Unicode symbols for lists. Accessible Columns 1. Select the Layout tab on the ribbon. 2. Select Columns in Page Setup group. Use fonts that are legible and not overly ornate. San Serif fonts such as Arial or Calibri work well. Choose a font that is at least 12 points. Use Line Spacing should be 1.15 at a minimum. 1.5 is recommended. Accessible Font & Text Documents should be left aligned. This makes it Color easier to follow along. Don’t underline words in your document. It is expected to be a link. Pick a text color and background combination that offers high contrast. The Automatic setting for font colors works well. Running headers Logos Acceptable Page Numbers Headers and Copyright Messages Footers Use the following guidelines when using headers and footers. Document Title Author Unacceptable Contact Information Date of Document Revision Document Version Numbers Formatting Tools to Avoid 1. Avoid use of text boxes or paragraph frames 2. Don’t use watermarks on your document. 3. Don’t use Drop Caps.
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