ASPA Web Communications and New Media Division
Creating Section 508 Compliant
Microsoft Word Documents
1
Class Objectives

After completing this class you will be able to:
 Describe the Best Practices for creating Microsoft
Word documents
 Structure Microsoft Word documents for accessibility
using styles
 Identify techniques for developing accessible
Microsoft Word documents
2
Module 1 - Introduction
Creating Section 508 Compliant
Microsoft Word Documents I
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Structured Word Documents

Well-structured documents can easily be:
 Read and navigated by assistive technology
 Exported to other applications, with minimal
adjustment to maintain accessibility

Success depends upon:
 A clear, hierarchical structure
 Use of reliable publishing tools that are compatible
with assistive technology
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Comparable Access to Information

Promotes equality and independence

Makes possible a broader range of employment
and educational opportunities
Provides access to government services and
information:



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Social programs
Legislative representatives
Best Practices for
Creating an Accessible Word Document
1.
2.
3.
4.
5.
Use system fonts when creating/modifying
documents
Use a sans serif font
Select a font point size no smaller than 12
Use styles to associate attributes such as bold,
underline, etc. with text (Do not manually
associate attributes to text)
Use upper and lower case letters in your
sentences
• Using all capital letters is not recommended
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Best Practices for
Creating an Accessible Word Document
6.
Hyphens at the end of a line are not
recommended unless absolutely necessary
7.
Format your document so that all text (except
for the title) is left justified when possible
8.
Format your document using a block style (i.e.,
no indenting other than for bulleted/numbered
items)
9.
Use color only as an enhancement, not as the
sole means of conveying information
10. Make headings different than the body text
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Best Practices for
Creating an Accessible Word Document
11. Create headers and footers using Microsoft
Word’s header and footer feature
12. Use page numbering codes to number pages
within a document (Do not manually type
page numbers at the bottom of a page)
13. Use a hard page break code to designate the
end of a page (Do not use the Enter key to
move text to the next page)
14. Use simple and clear design layout
15. Bullets can be used with lists and key points
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Best Practices for
Creating an Accessible Word Document
16. Explain all acronyms the first time they are
used, or in a table near the front of the
document
17. Ensure contrast is sufficient
18. Add alternate text to non-text elements
19. Group complex images
20. Ensure images are inserted “Inline with text”,
rather than as a floating image
21. Do not use text boxes
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Best Practices for
Creating an Accessible Word Document
22. Create tables properly
23. Create columns properly
24. All edits in track changes must be accepted and
comments removed
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Best Practices for
Creating an Accessible Word Document
25. The document must be free of background
images or watermarks that interfere with text
elements
26. Create navigational aids for long documents
27. All URLs must be linked to active Web sites.
28. All URLs must be hyperlinked with the fully
qualified URL (http://www.hhs.gov)
29. The document must be reviewed in Print
Preview for a final visual check
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Use Document Properties as Best Practices

Properties Summary
tab
 Shows document
creator and ownership
 Gives author of the
document
 Further contact
information
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Microsoft Word - Overview

13
Best Practices when creating a Microsoft Word
document
Module 2: Structuring Documents
Creating Section 508 Compliant
Microsoft Word Documents I
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Structure

Document structure gives a logical reading
order

Documents are generally found to be more
accessible if they are authored with a logical
structure in mind

A document that is well-structured and logically
organized can easily be:
 Read and navigated by assistive technology
 Exported to other applications, with minimal
adjustment to maintain accessibility
15
Accessibility Elements

Certain specifications need to be identified and
applied if a document is to be effectively read
by assistive technology

These specifications relate to text elements,
non-text elements (images, tables, and
diagrams), organizational aids and navigation
aids
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Elements of Document Structure

Create document structure
 Text Flow
 Titles
 Headings
 Table of Contents
 Index
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Text Flow

Text Flow refers to the structure or layout of
the document’s content:
 Setting up columns
 Inserting tables
 Using tabs

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All influence the way that text flows within a
document
Text Styles

A style is a set of predetermined formatting
characteristics that can be applied to text items
such as titles, headings, and body text

In Microsoft Word, styles are used to apply
these formatting characteristics
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Titles and Headings

Are an effective way to communicate document
structure

Indicate the beginning of a new document or
major section

Headings communicate:
 Chapters
 Subtopics
 Sections, etc.
Note: HEADER is the material at the top of the page, and
is not a HEADING, which sets structure.

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Heading Characteristics

Should be easy to distinguish from the main text

Can be a different size and/or a different font
 Extra space around headings is a good way to separate
them from the main text
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Heading Do’s and Don’ts
Do
1. Space between the heading and words above
2. Space between the heading and words below
3. Offset headings
Don’t
1. Underline – can make reading difficult for some people
2. Use all Caps
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Styles

Styles - formatting characteristics

Assign multiple attributes to selected text
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Default Styles

A default style has attributes that have been
pre-set by Word

Body Text
 Is the style applied to the content or body of a
document written in paragraph form
 Word automatically assigns all text the style entitled
“Normal”
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Default Styles

Examples of Default Styles
 Headings 1 through 9
 Normal/Body Text
 Paragraph text
 Figure
 A figure title
 TOC List
 Table of Contents items
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Styles Can Be Changed

The style associated
with text can be
changed by:
 Applying an existing
style tag (also
referred to as a
“built-in” style)
 Creating a
customized style
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Applying Styles to Text
1.
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Highlight the words, paragraph, list, or table
that have a style you want changed
Applying Styles to Text
2. Select Styles and Formatting from the
Format dropdown menu (located on the top
toolbar)
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Applying Styles to Text
3. Select All Styles
from the Show
dropdown menu
located at the
bottom of the pane
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Applying Styles to Text
4. Select the desired style
5. The previously highlighted text assumes the
characteristics associated with the style tag
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Modify An Existing Style
1. Select Styles and Formatting from the
Format dropdown menu
2. Right-click the style you want modified
3. Select Modify
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Modify An Existing Style
4. Change the tag’s
attributes
5. Select OK
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Module 2 - Structuring Documents



33
We have completed Module 2
We have discussed the importance of
structuring a document
We have discussed how to use and modify
styles
Module 3: Tables and Images
Creating Section 508 Compliant
Microsoft Word Documents I
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Creating Accessible Tables
35
Accessible Tables

Tables may present challenges to people with
visual or reading disabilities

Structure a table so that there are logical
relationships between data in the table
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Accessible Table Creation:
Best Practices
 Tables are created in Word by:
1. Selecting the Table dropdown menu from the Main
Menu
2. Selecting Insert from the Table dropdown menu
3. Selecting Table from the Insert dropdown menu
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Microsoft Word’s Table Creator Feature

From the Word toolbar, select:
 Table > Insert > Table
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Insert Table Window
Create tables using the
Insert Table option

 Set table properties
39
AutoFormat Table Option

AutoFormat window presents a selection of:
 Preformatted styles
 Advanced formats for headers, columns and rows
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Accessible Table Creation:
Best Practices

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Tables created using
the Draw Table
feature are not
accessible
Accessible Table Creation:
Best Practices

Table headings should be indicated for columns
and rows

Column headings should appear at the top of
each column of data and be short and
descriptive

Row headings should be positioned in the first
left hand column of the table

These headings need to be descriptive enough
so readers can understand what the data
represents and also be as concise as possible
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Accessible Table Creation:
Best Practices
Example of Table Headings and Titles

 Add a title above the table that contains the table
name and number
Table 1-1: Table Displaying Effective Column and Row Headings
Monday
8 AM
10 AM
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Tuesday
Wednesday
Thursday
Friday
Accessible Table Creation:
Best Practices


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Add a caption above or below the table to
summarize the purpose of the table
Do not use patterned backgrounds on tables
Creating Accessible Images and
Other Non-Text Elements




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Art
Photographs
Diagrams
Graphs
Types of Images

Informative Images
 Needs text equivalent

Decorative Images
 Logo
 Art that does not display content
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Alternative Text

Alternative Text for an image allows equal
access to the information conveyed by the
image

Alternative Text is added in the Format
Picture Properties Menu
47
Selecting the Format Picture Properties
Menu

The Format Picture Properties Menu can be
selected two ways:
 From the Main Menu
 Within the document
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Selecting the Format Picture Properties
Menu From the Main Menu
From the Main Menu
1. Select a picture in the
document
2. Go to the Format tab on
the Main Menu
3. Select Picture
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Selecting the Format Picture Properties
Menu From the Document
 From the document
1. Right click on the
image
2. Select Format
Picture from the drop
down menu
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Format Picture Properties Menu Features

Layout

Web
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Format Picture – Layout Property
 Wrapping style
should be In line
with text
 To edit the layout
property:
1. Select the Layout tab
2. In the Wrapping style
section select In line
with text
3. Select OK
52
Format Picture – Layout Property
 Document accessibility depends on reading order
 Only In line with text retains the graphics’
position relative to document text and ensures
proper reading order for screen readers
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Format Picture – Web Property

Alternative text is
added in the Web tab
1. Select the Web tab
and then add
alternative text in the
Alternative text box
2. Use a succinct text
description that
conveys the same
information provided
by the image
3. Select OK to save
your changes
54
Group An Illustration

A grouped illustration:
 Alternative text is associated with the grouped object
 Makes it easier for assistive technology to discern
the object
55
Group An Illustration

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Here is an example of associated text with a
grouped object.
Accessible Diagrams, Charts and Graphs

Images often contain information that is too
lengthy to describe as alternative text
 Describe in the body of the document just below the
image

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Alternative text is not necessary when an
image conveys no information (i.e., it is
decorative or redundant to the text)
Captions for Images

58
Caption is a Word feature that associates a
numbered label (such as "Figure 1") with a
table, figure, equation, or other item

Captions assist with organizing a page and provide
readers with additional information regarding the
sequencing of objects

A caption can be generated automatically by Word or
manually
Generate a Caption
1.
From the Main Menu select the Insert tab
2.
Select the Reference dropdown menu
3.
Select Caption
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Generate a Caption
4.
The Caption window
appears
5.
In the Caption field,
enter the caption for the
image
6.
From the Label
dropdown menu choose
the label named Figure
7.
From the Position
dropdown menu choose
Below selected item
8.
Select OK - this
automatically generates
the caption
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Captions Structure

When Word generates a caption, it will insert
the previously identified label (e.g., Figure) and
its corresponding number

When entering text manually, be sure to enter
the same type of label throughout the document
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Accessibility Best Practices for Images,
Alternative Text and Captions

Do not use text boxes for simple graphics

Do not use background images or watermarks

Do not paste a graphic into a text box

Create captions and alternative text for all
images
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Accessibility Best Practices for Images,
Alternative Text and Captions

Numbers and integers can be written in
numeric format
a. 2/3 should be written as two thirds
b. Wording such as 2/3rds or one 4th should not be
used


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Abbreviations can be used, but should be fully
written out the first time that they appear in a
document
When entering words that are joined together
with no space between them, capitalize the
first letter of each word
Module 3: Tables and Images Summary

We have completed Module 3

We have discussed the steps to create
accessible tables and images
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Resources – Microsoft Word

Microsoft Tutorials
http://www.microsoft.com/enable/training/offic
e2003/default.aspx

Webaim Microsoft Word
http://www.webaim.org/techniques/word/
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Resources – Government

Web Communications & New Media Division
http://www.hhs.gov/web/

HHS 508 Training – contact your Webmaster

Federal Government 508 Policy, Training and
Resources http://www.section508.gov/
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ASPA Web Communications and New Media Division
http://www.hhs.gov/web/
Creating Section 508 Compliant
Microsoft Word Documents I
67