Microsoft Word Documents: Universally Designed
A.
How information is organized and presented determines the universal
usability of your Microsoft Word document, whether it's text, a table or
an image.
This module will examine the advantages of using the principles of universal design to help
create a Microsoft Word document that is more understandable, more usable, more flexible, and
easier to update. Styles and Outline view are two components of M.S. Word that can be helpful
in this respect.
1.
Organize for Usability and Understanding.
Well-organized information is, quite simply, more usable. Documents that clearly convey their
information in a logical fashion benefit more people. Information that is "chunked", or delivered
in small sections, is easier to remember. Use Microsoft Word "styles" to assign structural
hierarchies and categories to text (such as headings or body text). This makes it easier to identify
and understand the components and, consequently, the entire document.
2.
Present Information Clearly
a.
Explain information in multiple ways.
People assimilate information in different ways. Images can convey information quickly and
powerfully—assuming the image can been seen and understood in the context that it was
designed to be. However, readers may not understand the context of the image. Others may not
be able to view it, due to visual impairment, personal viewing preferences, or technological
limitations. Whether the image is a photo, a graph or a chart, make sure there is more than one
way to understand the pertinent information. Text should be supplied that explains the point of the
image. This can be done in the body text itself, through adding a picture caption, o r by supplying an alternative text
equivalent.
b.
Create tables that everyone can understand.
Information that is presented in tables is often very clear and succinct. To make sure it is useful
to all readers, use the simplest type of table that will represent your information accurately,
caption or title the table clearly, and make use of table headings. In M.S. Word, select the row
for the table headings, then go to Table > Heading Rows Repeat. All of the cells in the row will
be exported to HTML as <thead>. Note that the HTML would need to be adjusted to be <th>
table header tags to be fully accessible. Adding Heading Rows to Tables in Microsoft Word is a
three-minute tutorial that demonstrates the steps to add heading rows to tables in M.S. Word.
Best practices additional tips and references for tables.
c.
Supply multiple representations for the web.
As electronic versions have become a common way of sharing information, it becomes more
important than ever to make sure everyone can read the document. M.S. Word files are
proprietary and cannot always be opened by everyone. Post information in multiple formats
Access to Postsecondary Education through Universal Design for Learning http://accessproject.colostate.edu This
publication was developed with funding from the U.S. Department of Education, Office of Postsecondary Education
(Grant # P333A050015).
(HTML, PDF and RTF). Creating one document that can easily flow into other formats makes
the author's life easier and basically just makes sense.
1.
Creating other formats from Word documents.
In Word, you can easily save your document in Rich Text Format (RTF). Go to File > Save As.
In the dialog box, select "Rich Text Format" from the "Save as Type" pull-down list. Saving
Microsoft Word files as rich text is a three-minute tutorial that demonstrates the steps to save a
document in rich text format. For information about preparing a document to be transferred to
HTML, see the 20-minute tutorial Creating Word Documents for Conversion to HTML, or for
transferring to PDF see, Creating Word Documents for Conversion to PDF. Adobe Acrobat PDF
Universally Designed offers more general tips on how to PDF creation.
d.
Visual appearance alone should not convey important information.
The way information looks is an important part of usability, yet do not rely on color or font
changes alone to convey important information, because not everyone can see color or font
changes. Use Word's styles to indicate structure such as Heading 1 (for the top level of your
outline), or List Number (for a numbered list) or add an additional symbol such as an asterisk to
indicate high importance. Make sure graphs can be understood when copied in black and white.
e.
Tips to improve Readability.
Make sure fonts are legible and not overly ornate. In other words, avoid handwriting, scripts,
curlicues and other font types that are not distinct and sharp. Use a text size that is large enough
for easy reading. Pick a font color and background combination that offers high contrast.
Define acronyms upon first usage, and avoid using slang, jargon, or ambiguous terms that limit
universal understanding. Explain any background context that might be crucial to understanding.
Hyperlinks to web sites should clearly convey where they will send the user and what the user
will find there.
3.
Create Organization and Presentation through M.S. Word Styles and Outline view.
The two strongest tools Word provides for organization and presentation are the complimentary
aspects of outline view and styles.
To show the document as an outline, use Outline view. To switch to Outline view, go to View >
Outline. Assign headings, then collapse and expand the sections to ensure that the paper has a
clear structure. Examine the hierarchy of the headings and look for issues such as misplaced
sections, headings that are not parallel, or a subheading that belongs under a different heading.
Styles are rules for types of information. Apply styles to categorize the text, for instance as a list
or as a blockquote. The use of styles will make document creation and navigation easier, and
allows for automating the creation of a table of contents.
Styles also determine the way information appears. The structural markup of styles in Word are
preformatted for specific types of looks, but Word also allows the user to modify these to meet
appearance preferences, as one might modify a style sheet to change the appearance of HTML.
M.S. Word comes with a large number of built-in styles that apply rules to text and to their
underlying structure. This "tagging" will keep the formatting consistent and will also transfer if
the Word document is converted to PDF, or to HTML. How a style appears can be modified
Access to Postsecondary Education through Universal Design for Learning http://accessproject.colostate.edu This
publication was developed with funding from the U.S. Department of Education, Office of Postsecondary Education
(Grant # P333A050015).
without having to change the category. Templates can be customized and then saved to create a
look to use again and again.
Using Styles in M.S. Word: A Step-by-Step Quick Tutorial
Note: for more comprehensive tutorials see the References below. For general usage tips, see
Word Tips for Productivity.
B. Added Benefits of Universal Design
By using outline view and styles to control your M.S. Word document, you also create a
document that is more powerful for your own use, allowing you to:





Create a Table of Contents from your information.
Edit and reorganize more easily when updating the content.
Make design changes quickly, especially in large documents.
Meet cross-document standards of presentation, such as for journal or conference
presentations.
Apply templates to establish presentation standards or make appearance changes.
A styled document also makes converting the document to other formats easier. "Convert to
Adobe PDF" to create a "tagged" PDF that has bookmarks, is organized and accessible, and
retains the alternate text descriptions added for images. Conversion to HTML for more general
access to the information is easier as well, since the information is already marked-up
(categorized by the use of styles).
Students may find Outline view is an easy way to take notes, allowing them to go back and add
details under their headings. Outline view can help to:
 highlight main topics.
 navigate more quickly.
 move large sections efficiently and quickly.
Outline and styles can also help to create a basic PowerPoint presentation. A Word document,
styled only with headings, can quickly lay down the text for a presentation: each paragraph
formatted with the Heading 1 style becomes the title of a new slide, and each Heading 2 becomes
a bulleted list. Further headings levels become indented bulleted items. Go to File, Send To >
Microsoft Office PowerPoint. View in Powerpoint's outline tab, to make use of further outline
advantages. For more information, see PowerPoint Universally Designed.
C. Conclusion
Using the tools built into Microsoft Word, combined with the basics of universal design, writers
can create content that offers many advantages to both the writer and the reader.
D. References from other sources.
Accessibility Barriers:
NCDAE Tips and Tools: Microsoft Word http://ncdae.org/tools/factsheets/word.cfm
Accessibility challenges within Microsoft Word displayed in table format with solutions.
Access to Postsecondary Education through Universal Design for Learning http://accessproject.colostate.edu This
publication was developed with funding from the U.S. Department of Education, Office of Postsecondary Education
(Grant # P333A050015).
Accessibility "How-to" References:
WebAIM Microsoft Word http://webaim.org/techniques/word/
A concise article on what you need to do to make accessible Word documents from the
accessibility experts at WebAIM.
Georgia Tech Research on Accessible Distance Education (GRADE) Project
http://www.accesselearning.net
accesselearning is a free, online ten-module tutorial that offers information, instructional
techniques, and practice labs on how to make the most common needs in distance education
accessible for individuals with disabilities, and enhance the usability of online materials for all
students. Requires creating a log-on, but this is only for tracking the number of users. Module 6
is Improving Word File Accessibility.
Guidelines: Accessible Word Documents Offers lists of "Must, Should and May Items" that
create more accessibility: "Must" items are critical to basic access for people with disabilities.
How to Create Descriptive Text for Graphs, Charts & other Diagrams
(http://www.cew.wisc.edu/accessibility/tutorials/descriptionTutorial.htm)
A Descriptive Text Tutorial Web Accessibility Tutorial for Creating Descriptive Text for
Diagrams, Charts & Other Graphics from the Center on Education and Work from the University
of Wisconsin-Madison.
Word's Power References
Mactopia...The Writer's Best Friend:
Outline view
(http://www.microsoft.com/mac/products/word2004/using.aspx?pid=usingword2004&type=how
to&article=/mac/LIBRARY/feature_articles/officex/wd_outline.xml)
Microsoft Word 2004:mac support article for using outline view in Microsoft Word X.
Why use Microsoft Word's built-in heading styles?
http://www.shaunakelly.com/word/numbering/UseBuiltInHeadingStyles.html
Very complete website about Word and the strengths of using Styles, the options they create, and
has links to "how-to" pages.
Ten things every Microsoft Word user should know
How to get beyond using your computer like a typewriter. Nice Mac screenshots although article
is multiplatform.
The Seven Laws of Word’s Outline Numbering
http://www.microsystems.com/PDFS/sevenlaws.pdf
Very detailed instructions for complex document outlining written in understandable terms.
Templates
Free APA Template for Microsoft Word http://www.apastyle.info/free-templates/template-forword.html
Add a template to Word for publications that use APA Guidelines.
Access to Postsecondary Education through Universal Design for Learning http://accessproject.colostate.edu This
publication was developed with funding from the U.S. Department of Education, Office of Postsecondary Education
(Grant # P333A050015).
TechTrax (http://pubs.logicalexpressions.com/Pub0009/LPMArticle.asp?ID=119)
MouseTrax Computing Solutions offers their golden rules for "Professional Word Documents."
Microsoft Office Assistance:
Understanding paragraph, character, list, and table styles(http://office.microsoft.com/enus/assistance/HA011876141033.aspx)
An article excerpted from the book, Microsoft Office Document Designer by Stephanie Krieger.
Creating a Template (Part II)
An extensive tutorial on how to create a customized template from the Microsoft Most Valuable
Professional Frequently asked Questions Site, written by John McGhie. The article tells you how
to create a software manual. Download the zip file to get the complete tutorial.
Microsoft Office Online Demo:
Copy Formatting in a Single Click with Format Painter (http://office.microsoft.com/enus/assistance/HA012176101033.a
A three minute demonstration of how to use the Format Painter paintbrush tool available in M.S.
Word.
Microsoft Office Online Courses:
Format Your Document With Styles
http://office.microsoft.com/training/training.aspx?AssetID=RC011039261033
A 40-50 minute interactive multimedia course on using styles from Microsoft that includes
"Practice in Word" downloadable documents.
Create a Document Outline
(http://office.microsoft.com/training/training.aspx?AssetID=RC061050921033)
A 40 minute course from Microsoft.
Table of Contents I: Create a basic TOC
A 30 minute course from Microsoft.
Table of Contents II: Advanced TOCs, long documents, and other tables
More features of using styles and outline view that covers advanced topics including Tables of
Authorities and Figures.
Access to Postsecondary Education through Universal Design for Learning http://accessproject.colostate.edu This
publication was developed with funding from the U.S. Department of Education, Office of Postsecondary Education
(Grant # P333A050015).