Office 365 - Making a document readable for a blind person Tutorial

In this video, you will learn about making a document readable for a blind person using Microsoft 365. The video covers the parameters to consider for creating content that works well with screen readers.
It explains how to assign alternative text to images, mark decorative objects, and assign descriptions to hyperlinks.
The video also emphasizes the importance of setting the reading order in PowerPoint.
This tutorial will help you ensure that visually impaired or blind individuals can access and understand your Office 365 documents.

2:36
2991 views

Available in Microsoft365

Objectifs :

Understand how to make Office 365 documents accessible for visually impaired users by utilizing screen readers effectively.

Chapitres :

Introduction to Accessibility in Office 365
Creating accessible documents in Office 365 is essential for ensuring that visually impaired or blind individuals can effectively use these resources. This guide focuses on how to optimize documents for screen readers, such as Narrator, which allows users to read the contents of Office 365 documents.
Importance of Alternative Text
Documents often contain various elements like text, images, and graphics. For screen readers to interpret these elements correctly, it is crucial to assign alternative text (alt text) to images and graphics. This alt text provides a description of the visual content for users who cannot see it.
How to Add Alternative Text
To add alt text to an image in Office 365, follow these steps: - Select the image you want to describe. - Click on 'Alt Text' in the Format tab or right-click the image and select 'Edit Alt Text'. - Type a descriptive text that conveys the image's content. This feature is available for all visual items, including charts and shapes in Excel, Word, and PowerPoint.
Marking Decorative Elements
If an image or graphic is purely decorative and does not convey important information, you can mark it as decorative. This informs screen reader users that the element does not contain significant content, allowing them to focus on the informative parts of the document.
Handling Hyperlinks
When your document includes hyperlinks, screen readers will read the URL letter by letter, which can be confusing. To enhance understanding, it is important to assign a descriptive text to the hyperlink. For example, instead of just providing the URL, you can use a description like 'Link to meeting notes page' to clarify the link's destination.
Setting Reading Order in PowerPoint
In PowerPoint, ensuring the correct reading order of content is vital for screen reader navigation. You can check the accessibility of your presentation to verify that the content is read in the intended sequence. This helps users follow along without confusion.
Next Steps
To further enhance your understanding of making Office 365 documents accessible, the following videos will provide detailed instructions on managing accessibility features in each Office 365 application.

FAQ :

What is the purpose of Alt Text in Office 365 documents?

Alt Text provides a description of images and graphics for visually impaired users, allowing screen readers to convey the content and context of these visual elements.

How can I ensure my document is accessible for screen reader users?

To make your document accessible, use Alt Text for images, provide descriptive hyperlinks, and check the reading order of your content. Utilize the 'Check Accessibility' feature in Office 365 to identify and fix any issues.

What should I do if my document contains decorative images?

For decorative images that do not convey important information, you should mark them as decorative in the Alt Text settings. This informs screen reader users that these images do not provide relevant content.

Why is reading order important in PowerPoint presentations?

Reading order is crucial because it determines how a screen reader navigates through the slides. Ensuring the correct reading order helps visually impaired users understand the flow of information.

What happens if I don't provide descriptions for hyperlinks?

If you do not provide descriptions for hyperlinks, screen readers will read the URL letter by letter, which can be confusing for users. Descriptive text helps users understand the destination of the link.

Quelques cas d'usages :

Creating Accessible Reports

When preparing reports in Word, use Alt Text for all images and charts to ensure that visually impaired colleagues can understand the content. This enhances collaboration and inclusivity in the workplace.

Designing Inclusive Presentations

In PowerPoint, ensure that the reading order is set correctly and that all visual elements have appropriate Alt Text. This allows all audience members, including those using screen readers, to follow along effectively during presentations.

Developing Accessible Marketing Materials

When creating marketing materials that include images and links, always provide Alt Text and descriptive hyperlink text. This ensures that visually impaired users can access the same information as sighted users, promoting equal access to content.

Enhancing Online Learning Resources

For online courses using Office 365 tools, ensure that all documents and presentations are accessible by including Alt Text for images and checking the accessibility features. This supports diverse learning needs and improves the overall learning experience.

Glossaire :

Office 365

A cloud-based suite of productivity applications developed by Microsoft, including Word, Excel, PowerPoint, and more.

Screen Reader

A software application that converts digital text into synthesized speech, allowing visually impaired users to access content on their devices.

Alt Text

Alternative text that describes an image or graphic item, which is read by screen readers to provide context to visually impaired users.

Decorative Objects

Visual elements that are used for aesthetic purposes and do not convey important information; marked as decorative in accessibility settings.

Hyperlink

A clickable link that directs users to another location, which can be a webpage or document; should have descriptive text for better accessibility.

Reading Order

The sequence in which content is read by a screen reader; important for ensuring logical navigation through documents and presentations.

Check Accessibility

A feature in Office applications that allows users to verify and improve the accessibility of their documents and presentations.

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There are many parameters to consider to

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allow an Office 365 document to be readable

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for visually impaired or blind people,

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and especially thanks to a

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screen reader or narrator.

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Welcome to narrator.

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Indeed, the screen narrator will allow

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these people to use their PC to read

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the contents of an Office 365 document.

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But for the reader to read

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this information correctly,

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it is important to create content

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that works well with screen readers.

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Documents are often composed of text,

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images or graphic items,

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but for a screen reader to read these items,

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they must be assigned alternative text.

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It is quite simple.

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After having selected an image,

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click on Alt text in the format

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tab or right click on the image,

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then select edit Alt text.

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Here you can type the text that will

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describe the image and is contacts

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to a person who cannot see it.

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This option is available for all.

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Better visual items,

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such as charts or shapes,

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whether in Excel, Word, or PowerPoint.

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You can also mark this text as

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decorative decorative objects.

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Add visual interest and are not informative.

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In this case,

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people who use a screen reader

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will hear that these are decorative

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and therefore they do not bring

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an important information.

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Man is seated at an outdoor

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table using a laptop.

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There is a smartphone on his right

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and a tablet behind his screen.

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The laptop screen displays graphic contents.

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If your document includes hyperlinks,

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screen reader will read the URL letter after

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letter, link HTTPS colon slash slash

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www.marketingmeetingnotescom slash.

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That is why it is also crucial to

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assign it a description tax that the

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screen reader will be able to read,

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which will facilitate the

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understanding and better information

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of the destination of the length.

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Link meeting notes page. In PowerPoint

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you have to make sure the reading

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direction of the content is set.

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The reading order is important so that

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the screen reader can navigate correctly.

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Check accessibility allows you to

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verify that your presentation is read

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in the right direction. Slide seven.

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What are your next steps?

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Title text box the following videos

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will give you more details on how to

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manage these items in each Office 365 app.

Mandarine AI: WHAT YOU SHOULD KNOW

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