Accessibility Word to PDF

Accessibility – Word to PDF

What will we learn?

How to create ADA Compliant documents in Word and PDF for posting on EduSites or other websites. This material is in draft form and is only one possible process. You will add content to a Word 2016 or Word Online document, apply Styles and Paragraph formatting, then check the document for accessibility. If the document passes, then move onto PDF creation. If the document fails accessibility, ADA errors must be fixed before moving onto PDF creation.

What is needed?

1. Word 2016 or Word Online (Office 365 was used for the screen shots.)
2. Adobe Acrobat Pro or Acrobat DC or similar.
3. Sample Word document

Getting started

Content is entered into Word (either Word 2016 or Word Online) without the use of white spaces, Tab keystrokes, space keystrokes, formatting only using Paragraph and Styles. Please resist marking up your document with Font changes such as Bold, Italic, Underline, color etc. Our goal is to provide information to all potential users of your site and to pass accessibility testing as a Word document first.

Overview of procedure, one possible algorithm:

1. Open "Sample_Word.docx" in Word 2016.
2. Proof read and look at invisibles (Edit in Word) show all nonprinting characters. Check lists, outline structure, photos must have Alt Text, tables must have clear column and row descriptions.
3. Check for Accessibility within either Word 2016 or Word Online.
4. Make corrections as needed before proceeding to PDF creation.
5. Open “Sample_Word.docx " in Acrobat Pro or Acrobat DC
6. Check for Accessibility in Acrobat.
7. Make corrections as needed, view the Accessibility Report to determine changes needed. Save "Sample_Word.docx " as "Sample_Word.pdf".
8. Upload to EduSites or website Library Media
9. Link to page or post.
10. Start from an accessible Word document, end with an accessible PDF.
    

Steps to Word and PDF Accessibility

Create an ADA Compliant Word document, then create an ADA Compliant PDF.

Step 1 – Open an Existing Document or create a New one.

Open “Sample_Word.docx” in Word 2016

Activity #1 – Adding Alt Text to images in Word

• Right-click on the “New Raspberry Pi Camera image” then select Picture Format…
• Click Layout & Properties and add descriptive Alt Text (Title and Description).
• Check the other two images as you did in the first two bullet above

Figure 1 - Add Alt Text and Description

Step 2 – Proof Reading the Word document.

Proof reading, be sure to remove extra lines between content, exercise care when using Bullet or Numbering, check for proper Title, Heading 1, Heading 2, Heading 3, should you need to use bold, substitute the Strong Style. Note: highlight a word or words then choose Style – Strong.

Any questions?

Step 3 – Check Accessibility within Word 2016 or Word Online

Microsoft provides Accessibility Checking across the products.

You may wish to consider creating templates for information that must be placed onEduSite or website.

Activity 2 –Testing Accessibility in Word 2016 or Word Online

After Saving, select Review from the Word 2016 or Word Onlinethen Check Accessibility. Figures 2, 3, 4. Inspection results can provide you with information to correct the document.

Figure 2 Check Accessibility within Word 2016 or Word Online

Figure 3 No Accessibility Issues found in Word Online

Figure 4 No Accessibility Issues in Word 2016

Step 4 – Make corrections as needed before proceeding to PDF creation

When the document shows no accessibility issues, Save the Word document

Then Save as… File Format: PDF Best for electronic distribution and Accessibility Export Figure 5.

Figure 5 Save as... PDF Best for electronic distribution

Step 5 – Open “Sample_Word.pdf " in Acrobat Pro or Acrobat DC

No matter how careful you are when creating an Accessible Word document some metadata may be missing. Acrobat Pro or Pro DC will assist us in those final steps.

Activity #3 – Correcting Any Missing Metadata within Adobe Acrobat Pro or DC

Add Accessibility to Tools the Adobe Acrobat menu if it is missing. See Figure #6

Figure 6 Install Tool and Full Check of Accessibility

Step 6 – Check for Accessibility in Acrobat Pro or Pro DC

Run a Full Check review the Accessibility Report see Figure 7. By clicking the link in the Accessibility Report you are provided instructions to correct the rule failure.

Figure 7 Title rule error and solution in Step 7

Step 7 - Make corrections to Failed items in the Accessibility Report.

Let’s look at the most common Failed item and two steps toward correction.

Title rule Failed – select File -> Properties -> Description and complete, see Figure 8

Figure 8First step to fix the Title rule failure

Select File -> Properties -> Initial View -> Show and select Document Title, see Figure 9.

Figure 9 Last step to fix the Title rule failure

There are other rule failures that will occur, however, starting with an Accessible Word document is a great way to begin compliance.

Step 8 - Upload to EduSites Library Media

For EduSites -> Dashboard -> Media Library -> Add New

Copy URL of the file

Step 9 - Link to page or post.

Create a new Post or Page

Paste the URL into the content are of the Post or Page.

Be sure to create descriptive link text for the hyperlink.

Resources

Make your Word documents accessible

Use the Accessibility Checker on your Windows desktop to find accessibility issues

Create and verify PDF accessibility (Acrobat Pro)

Adobe Acrobat Accessibility Guide: Best Practices for PDF Accessibility Adobe, 94 pages.