Preparing Microsoft Word Documents To

PREPARING MICROSOFT®WORDDOCUMENTSTO

CREATEACCESSIBLEPDFFILESAdobe®Accessibility

addstruCturetoWorddoCuments

Designyourdocumentswithstyles.Stylesaddthestructure necessarytomakeyourdocumentsusabletopeoplewith disabilities(SeeHeadings).

grapHiCsandimages

AllGraphicsandImagesshouldbeprovidedwithalterna- tivetextdescriptions(SeeAlternativeTextorAltText).Avoid placinggraphicstooclosetotext.Thiscancauseproblems whenconvertingtoPDF.Placewhitespacebetweentextand graphics.

alternativetextoralttext

AlternativeTextorAltTextreferstotextthatcanberead byascreenreadertodescribegraphicsandimageswhich peoplewithvisualdis-

abilitiescannotsee.

Word2003

•DoubleClickon animageorright click andselect

theformatpicture dialog.

•SelecttheWeb

tabandenterthe

alternativetext

Word2007

•RightClickonan imageandchoose Size

•SelecttheAltText tabandenterthe alternativetext

text

•Textshouldbe

at least12point

type.

•AvoidusingMi- crosoftWordtext boxes.

•AvoidusingEntertocreatespacebetweenparagraphs.

Usethespacebeforeandspaceafterpropertiesinyour

styles

Columns

Tocreatecolumns,donotusethetab keytomakespace betweentextcolumnsorputtextinatable.UseWord’s columncommand.

Word2003

•FormatColumns

•orClickonthe ColumnsToolbar

Word2007

•SelectPageLayout on theRibbonand

selectColumnsinthePageSetupgroup

Headings

UseStylestocreateheading formats. Title,Heading1, Heading2,Heading3,etc.Makestylesprogressinalogical manner—aHeading2shouldcomeafteraHeading1

Word2003

•FormatStylesandFormattingtorevealthestylesand formattingtaskpane

Word2007

•SelecttheHomeRibboninWord2007andselectthe properheading fromthestylesgroup

KeyboardShortcutsforApplyingStylesinBoth

Versionsof MicrosoftWord

•CtrlAlt1-Heading1

•CtrlAlt2-Heading2

•CtrlAlt3-Heading3

Hyperlinks(Word20032007)

Addameaningfuldescriptiontohyperlinks. Avoidusing

“click here”

•InsertHyper- link(CtrlK)

•Usethe screen tipbuttonto addtextde- scription

lists

•UseBulletedListstoemphasizeindividualpoints.

•UseNumberedListstodescribetheproperorderfora seriesofstepsinasequence.

tables

•Donotusetabsandspacesto createtables.UsetheInsert Tablecommand

•Avoidlettingtablerowsbreak acrossapage

•Tablesthatgobeyondapage shouldrepeatheaderrows

Word2003

•Usethetablepropertiesdialog

Word2007

•PlacethecursorinatableandselecttheTableToolstab intheRibbon

CONVERTINGMICROSOFTWORDDOCUMENTS

TOACCESSIBLEPDFFILESWITHADOBE ACROBAT

Adobe®Accessibility

Quick ReferenceCard

1.displaypdFmaker

MicrosoftWord2003(Acrobat78)

•SelectAdobePDFon theWordMenubar

•SelectChangeConversion Settings

MicrosoftWord2007(Acrobat8Only)

•OntheRibbonselecttheAcrobatTab

•SelectPreferencesfromtheCreateAdobePDFGroup

2.ConFigure

pdFmaker

SettingsTab

•Bookmarks

•Links

•EnableAccessibility andreflow

SecurityTab

•IfPermissionsare applied,checkenable textaccessforscreen readerdevicesforthe visuallyimpaired

WordTab

•Convertcrossrefer- ences

•Convertfootnoteand endnotelinks

•Enableadvanced tag- ging

BookmarksTab

•ConvertWordHead- ingstoBookmarks

•Settheproperindent levels

3.saveasaCCessiblepdF

MicrosoftWord2003(Acrobat78)

•ConverttoAdobePDFfromAdobePDFMenu

•SelectConverttoAdobePDFtoolbar

miCrosoFtWord2007 (aCrobat8only)

•SelectCreate PDFfrom theCreateAdobePDF Group

•Save asAdobePDFfrom the Officebutton

VisitAdobe’sAccessibilityResourceCenterat

AdobeSystemsIncorporated,345ParkAvenue,SanJose,CA95110-2704USA

Adobe,theAdobelogo,Acrobat,AcrobatReader,theAdobePDF logo,andReaderareeitherregisteredtrademarksortrademarksofAdobeSystemsIncorporatedintheUnitedStatesand/orothercountries. Microsoft,Windows,WindowsVista,areeitherregisteredtrademarksortrademarksoftheMicrosoftCorporationintheUnitedStatesand/orothercountries.Allothertrademarksaretheproductoftheirrespectiveowners.

©2008AdobeSystemsIncorporated.AllRightsReserved