Creating Accessible Microsoft Office 2013-2016 Documents

The Texas Governor's Committee on People with Disabilities is proud to host these learning modules on making Microsoft Office documents accessible to people with disabilities. These modules were created by a multi-agency team of accessibility professionals. Accessible documents are more portable and usable for everyone, not just people with disabilities because accessible documents work better across all web browsers, computer systems, and other devices. Ensuring that your documents are made in an accessible manner provides everyone with an equal opportunity to access information from your agency, program or service. The Committee encourages widespread use of these modules by public and private entities.

If you have questions, comments or compliments about these learning modules, please contact us.

Microsoft Word 2013 & 2016

Productivity/Accessibility Tab Explained

The Productivity/Accessibility tab is a customized collection of commands that are useful for creating accessible Word documents. Working together, several Texas state agencies created this tab to help you find the right commands without having to search every tab in the ribbon. Some of these commands aren’t even on the ribbon, so in those cases it’s especially helpful. This video introduces the tools in the Tab that make it easier to create and edit accessible documents.

Using the Accessibility Checker

The Office accessibility checker assists with finding accessibility errors in Word, PowerPoint, and Excel. Although the checker can test for many accessibility issues, it cannot find every possible error. In this module we will look at what the accessibility checker is, how to use it, and what it can and cannot do for you.

Requirements to Make a Document Accessible

This video describes the seven requirements that are essential to making a Word document accessible. Each requirement is introduced with a basic set of directions, all are covered in separate modules in more detail.

How to Make an Old Document Accessible

Document accessibility has not always been a requirement, and many older documents are most likely not accessible. This module gives you instructions on how to make an old document accessible in four easy steps.

Templates and Styles, the Basics (Headings/Structure)

Before you type the first word in a document, a number of decisions and specifications must be made. This module shows you how to build the proper template, using the correct styles, to ensure your document is accessible every time.

How to Make Figures Accessible

Photos, drawings, charts, graphs, and other figures in our documents can add value to our communications, but we must be sure the information contained in them is available to people with disabilities. This module gives detailed instructions on everything that must be done to make figures accessible in a document.

Hyperlinks

Hyperlinks can take us to websites, other documents, or even other places inside the document itself. Modern screen readers can make a list of the links inside a document. This module demonstrates how to make meaningful contextual links, taking the guesswork out of which link to click for the AT user.

Lists, Columns, and Tables of Contents

In this module we describe how to use the tools included in Word to make lists and columns readable by every user. The module also describes how the table of contents, when organized correctly, can be used for quick navigation.

Colors and Contrast

Appropriate colors and contrast are necessary for people to see our words and understand their meaning. This module goes over the basic rules, and provides resources that help you create a document with correct color and contrast every time.

How to Make Accessible Tables

To create accessible tables for the presentation of data, we need to keep them simple. This module teaches you how to create and edit tables in Word using the correct tools so they are accessible to all.

Word Forms

This module covers all the parts of a form and how to make them accessible to those using a screen reader. It also gives you instructions on how to lock and unlock the form, so users can only fill out and delete information in the designated areas.

Converting to PDF

Accessible Word documents don’t always guarantee an accessible PDF. In this module, we discuss best practices for the conversion and your available options.

Microsoft Outlook 2013 & 2016

Creating Accessible Emails

Email is an important communication tool for most of us. One of the unknown factors about email is that we never know who the final recipients of our messages may be. Therefore, we want to be sure that our emails can be read by anyone, including people with disabilities. This module gives you some suggestions for making your emails readable by the largest possible audience.

Microsoft Excel 2013 & 2016

Creating an Accessible Excel Spreadsheet, Part 1

This is the first of a two-part set of Excel modules. This module focuses on common sense practices that should be used when creating spreadsheets.

Creating an Accessible Excel Spreadsheet, Part 2

This is the second of two modules covering Excel accessibility. This module concentrates on advanced steps to assist with screen readers and also how to define the title region.

How to Make Accessible Excel Forms, Part 1

This is the first of a two-part set of Excel forms modules. This module covers the basics for creating accessible Excel forms, as well as a brief review of Excel accessibility best practices.

How to Make Accessible Excel Forms, Part 2

This is the second of a two-part set of Excel forms modules. This module gives more advanced instructions on controlling the type of data being entered, and also locking and protecting your form.

Microsoft PowerPoint 2013 & 2016

Designing Accessible Presentations

The first of a two-part set of modules that give instructions on how to make accessible PowerPoint presentations. This module tells you how to build structure into your presentation and also how the different visual components should be formatted.

Delivering Accessible Presentations

The second of a set of modules that give instructions on how to make accessible PowerPoint presentations. This module describes what you need to prepare for your presentation so it is accessible to every audience member.