Word - Accessibility in Word Tutorial

In this video, you will learn about accessibility in Word using Microsoft 365. The video covers how to check accessibility in Word, focusing on priorities with the Immersive Reader.
This will help you improve the accessibility of your documents and make them more inclusive for all users.

2:29
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Available in Microsoft365

Objectifs :

This document aims to provide guidelines for formatting Word documents to meet accessibility standards, ensuring that they are usable for individuals who rely on screen readers and other assistive technologies.

Chapitres :

Importance of Document Formatting for Accessibility
Ensuring that your Word documents are formatted correctly is crucial for meeting accessibility standards. A significant number of people utilize screen readers to navigate through documents, making it essential to create a structured layout that facilitates easy access to information.
Creating a List of Titles
To enhance navigation, it is important to create a list of titles that clearly indicate the information contained within the document. This helps users remember key points and find the content they need quickly.
Using Styles for Document Prioritization
Utilizing styles in Word helps prioritize the document's content and improves overall formatting. In the Home tab, select the desired title style, which will apply a font and color change to highlight the title and create a section in the document's outline. Screen readers are programmed to recognize these styles, making it easier for users to navigate.
Incorporating Alternative Text for Images
Images and other graphical items must include alternative text descriptions. This allows screen readers to convey the meaning of the visuals to users, ensuring they understand the content being presented.
Editing Hyperlinks for Clarity
When including hyperlinks in your document, editing the text to display it in plain language can enhance comprehension. For example, instead of showing a long URL, you can provide a descriptive text like 'Meeting Notes Page.' To edit a hyperlink, right-click on the URL, select 'Edit Hyperlink,' and enter the desired description.
Accessibility of Tables in Word
Tables can also be read aloud by screen readers. To ensure accessibility, navigate through the table using the Tab key, starting from the top-left cell and ending at the bottom-right cell. Consider using a header row for clarity. To set this up, right-click on the row, choose 'Table Properties,' and verify that the 'Allow row to break across pages' option is unchecked. Additionally, check the alternative text for the table.
Final Accessibility Check
Once your document is prepared, it is essential to check its accessibility using the built-in accessibility checker in Word. This will help identify any issues that need to be addressed before sharing the document.

FAQ :

What are accessibility standards in document formatting?

Accessibility standards are guidelines that ensure documents can be accessed and understood by individuals with disabilities. This includes using proper formatting, alternative text for images, and clear hyperlink descriptions.

How can I make my Word documents more accessible?

To enhance accessibility, use styles for titles, add alternative text to images, edit hyperlinks to display descriptive text, and ensure tables are properly formatted with header rows.

What is alternative text and why is it important?

Alternative text is a description of an image that is read by screen readers. It is crucial for providing context to visually impaired users, allowing them to understand the content of the image.

How do I check the accessibility of my Word document?

You can check the accessibility of your Word document by using the built-in Accessibility Checker, which evaluates the document for compliance with accessibility standards and suggests necessary changes.

What should I do if my table has fractional cells?

If your table has fractional cells, you should merge them to ensure that the table is read correctly by screen readers and maintains a clear structure.

Quelques cas d'usages :

Creating Accessible Reports

When preparing reports for a diverse audience, using accessibility standards ensures that all readers, including those with disabilities, can access the information. This includes using proper headings, alternative text for images, and clear hyperlink descriptions.

Developing Training Materials

Incorporating accessibility features in training materials allows all participants, including those using screen readers, to engage with the content effectively. This involves using styles for titles, providing alt text for visuals, and ensuring tables are properly formatted.

Designing User Manuals

User manuals that adhere to accessibility standards can be more effective. By including alternative text for images and ensuring hyperlinks are descriptive, users with disabilities can navigate the manual easily.

Preparing Academic Papers

Academic papers formatted with accessibility in mind can reach a wider audience. This includes using header rows in tables, checking for accessibility compliance, and providing clear descriptions for all hyperlinks.

Glossaire :

Accessibility Standards

Guidelines and criteria that ensure documents are usable by people with disabilities, including those who rely on assistive technologies like screen readers.

Screen Reader

A software application that converts text displayed on a computer screen into speech or braille, allowing visually impaired users to access digital content.

Alternative Text (Alt Text)

A textual description of an image or graphic that is read by screen readers, providing context and information about the visual content.

Hyperlink

A clickable link that directs users to another location, which can be a webpage or a different section within the same document.

Table Properties

Settings in a word processing application that allow users to customize the layout and behavior of tables, including headers and cell merging.

Header Row

The top row of a table that contains headings for each column, which helps screen readers understand the structure of the data.

Accessibility Checker

A tool within word processing software that evaluates a document for compliance with accessibility standards and suggests improvements.

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Ensuring that your word documents

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are formatted correctly helps

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meet accessibility standards.

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A large number of people use screen

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narrators to hover over a document.

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That's why it's important to create a list of

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titles to search for the content you want.

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The titles clearly indicate the information

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to be remembered and facilitate navigation.

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Use styles to help prioritize the

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document and improve formatting.

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In addition, screen readers are

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programmed to recognize them.

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In the Home tab,

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select the title style you want.

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Word applies a font and color change

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to highlight this title and create

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a section of it in the outline.

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Images or autographic items must

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incorporate alternative text to

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allow the screen reader to read their

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description and understand what it is.

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If your document includes hyperlinks,

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editing the text to display it in plain

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language can make it easier to understand.

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A URL in the document looks like death,

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but a screen reader will read the

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URL letter after letter, HTTPS colon slash

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slash www.meetingnotes.com. That's why it's

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important to make it readable.

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Select the URL with the right click,

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then choose edit hyperlink.

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And enter the desired description text.

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Users who uses screen reader will

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now have better information about

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the destination of the link.

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Meeting notes page.

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If you use tables in Word,

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they can also be read aloud.

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To check the accessibility of your table,

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try navigating with the tab key.

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The reading must be done

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correctly starting from the cell

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at the top left and ending with

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the one at the bottom right.

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Consider using a header row.

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To do this, select a broke,

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then with the right click,

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choose table properties in the row tab,

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verify that the allaro to break

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across pages option is unchecked.

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Also check the alt text.

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And then validate. Also,

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be careful not to have fractional cells.

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If that is the case,

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they will have to be merged.

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Once your document is prepared,

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do not forget to check its accessibility

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with the help of the checker.

Mandarine AI: WHAT YOU SHOULD KNOW

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