Microsoft Office Word 2016 for Mac

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1 Microsoft Office Word 2016 for Mac Accessibility University Information Technology Services Learning Technologies, Training & Audiovisual Outreach

2 Copyright 2016 KSU Division of University Information Technology Services This document may be downloaded, printed, or copied for educational use without further permission of the University Information Technology Services Division (UITS), provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the UITS Division. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the KSU - UITS Division is expressly prohibited. Published by Kennesaw State University UITS 2016 The publisher makes no warranties as to the accuracy of the material contained in this document and therefore is not responsible for any damages or liabilities incurred from UITS use. Microsoft product screenshot(s) reprinted with permission from Microsoft Corporation. Microsoft, Microsoft Office, and Microsoft Word are trademarks of the Microsoft Corporation.

3 University Information Technology Services Microsoft Office: Word 2016 for Mac Accessibility Table of Contents Introduction... 5 Learning Objectives... 5 Tools... 6 AutoCorrect... 6 Comments... 7 Spell Check... 8 Thesaurus... 9 Templates... 9 Creating Templates Opening Templates Controlling the Visual Appearance of your Document Fonts Font Color Headings Inserting Sound Files Using the Keyboard to Navigate the Ribbon Enable Full Keyboard Access Navigate Using the Keyboard Using Find & Replace Zoom Zoom Tool via the View Tab Zoom Tool via the Status Bar Best Practices Page Layout Alternative Text Font Size and Color Schemes... 20

4 Navigation Pane Tables Hyperlinks Additional Help... 22

5 Introduction This document has been developed to provide you with information about accessibility and Microsoft Word In this document, you will learn about the tools available for accessibility. You will also learn how to control the visual appearance of your document. Additionally, best practices and document structure are also covered to help you when developing a document. Learning Objectives After completing the instructions in this booklet, you will be able to: Understand the tools available in Word 2016 Apply keyboard shortcuts Insert sound files Enable and use the text-to-speech tool Understand best practices when creating a document Effectively structure the document Use the accessibility checker How to obtain additional assistance Note: This document frequently refers to right-click. If your set-up does not include a mouse with two buttons, Mac users can configure their single-button mouse to do a right-click by accessing the System Preferences > Mouse settings and setting the right-button to secondary button. Right-click can also be enabled by holding Control + click. Figure 1 - Mouse Settings Revised 10/4/2016 Page 5 of 22

6 Tools The following explains how various tools can be used effectively for accessibility with Microsoft Office Word AutoCorrect The AutoCorrect feature in Word 2016 is a list of words that are frequently misspelled and mistyped. This feature corrects these words when a person enters them into a document. The words can be added and deleted from the list. This is a great tool for accessibility. This tool can also be used for abbreviation expansion. For example, suppose that you frequently type Atlanta, Georgia, but would like to enter an abbreviation into AutoCorrect so that fewer keystrokes are required for entry. The following explains how to use the AutoCorrect tool for abbreviation expansion: In the Menu Bar, click the Word tab (See Figure 2). Click Preferences (See Figure 2). Figure 2 - Preferences The Word Preferences window will open. Click AutoCorrect. Figure 3 - AutoCorrect Page 6 of 22

7 In the Replace box, enter an abbreviation for Atlanta, Georgia. For example, you could enter xatl (the x stands for expand) (See Figure 4). In the With field, enter Atlanta, Georgia (See Figure 4). Click the Add button (See Figure 4). Figure 4 - Autocorrect Options Click Close to close the AutoCorrect window. When xatl is typed into Word, the words Atlanta, Georgia, will appear on the screen Comments Comments are another tool that can be used for accessibility. The following instructions explain how to insert a comment: 1. Place your cursor in the document where the comment will be inserted. 2. Click the Review tab (See Figure 5). 3. Click New Comment (See Figure 5). Figure 5 - New Comments 4. A comment box will appear. Enter your comment in the box. Figure 6 - Enter a comment 5. When you have finished entering your comment, click outside the comment box to exit. Page 7 of 22

8 6. To remove a comment, right-click comment box and then select Delete Comment. Spell Check Figure 7 - Delete Comment The Spell Check feature in Word 2016 allows you to double-check the sheet for spelling errors. To start a spell check, follow the steps below: 1. Click the Review tab (See Figure 8). 2. Click Spelling & Grammar (See Figure 8). Figure 8 - Spelling & Grammar 3. The Spell Check tool will start and provide you the option to accept or reject the suggestions offered. Figure 9 - The Spell Check Tool Page 8 of 22

9 Thesaurus The Thesaurus is a great tool to improve the vocabulary used within the document. To display the thesaurus, follow the instructions listed below: 1. After selecting the word you wish to find a synonym for, click the Review tab (See Figure 10). 2. Click the Thesaurus button (See Figure 10). Figure 10 - The Thesaurus Button 3. The Thesaurus panel will appear, showing other potential words that could be used in place of the selected word. Figure 11 - Thesaurus Panel 4. To replace the word, right-click the preferred word (See Figure 12). 5. Click Insert. Your synonym will replace the selected word (See Figure 12). Templates Figure 12 - Insert The Template feature allows the user to have a document available that has been customized with items such as name, date, etc. The background color, font style, font color, text size, etc. can be customized for the user as well. Note: Use Semantic Structure (or Styles) to create structure in Word, Open Office, HTML, etc. Heading 1 for Section Heading; Heading 2 for all Sub-Section Headings, ect. Also, Strong (structural equivalent of bold); Emphasis (structural equivalent of italics). Other Style types are available, as needed. Table of Contents should be provided based on the Heading structure; Table of Figures, if needed. Note: Ensure Readability by dividing large blocks of text into smaller more manageable sections, avoid complex sentences, and use sans-serif font at approximately 12 points. Page 9 of 22

10 Note: Have Sufficient Color Contrast between foreground and background elements. Also, make sure the background does not overpower text (e.g. PowerPoint, Web page, etc.) Creating Templates Open a blank word document. Enter any necessary text in the document as desired. Figure 13 - Entering text Apply your desired settings to the document (e.g. background, text size). Click the File tab (See Figure 14). Click Save as Template (See Figure 14). Figure 14 - Saving a Template In the Save as field, enter the name for your template (See Figure 15). Click Save (See Figure 15). Figure 15 - Saving a Template Page 10 of 22

11 Opening Templates 1. In the Menu Bar, click the File tab (See Figure 16). 2. Click New from Template (See Figure 16). Figure 16 - New from Template 3. The Backstage View will appear and your created templates will be displayed first along with premade templates offered from Microsoft Office. 4. Click your desired template (See Figure 17). 5. Click Create (See Figure 17). Figure 17 - Created Templates Page 11 of 22

12 Controlling the Visual Appearance of your Document Word 2016 has a number of features available to control the visual appearance of your document. Fonts You can determine what font you want included within your document. The active font may be changed in the Font category under the Home tab. Figure 18 - Font The following fonts are considered easy to read: Arial, Verdana, and Helvetica. Fonts that are bold make the words appear larger. The Bold button is found on the Home tab in the Font category. Font Color Figure 19 - Bold Button This tool gives you the ability to change the color of your text. You will find this tool on the Home tab in the Font category. Figure 20 - Font Color Note: Sufficient Color Contrast between foreground and background elements. Also, background does not overpower text (e.g. PowerPoint, Web page, etc.). Headings When developing the document, be certain to use headings for each section (e.g. this booklet uses headings for sections and sub-sections). This will help people with screen readers to quickly and easily understand each section of the document without having to read the details in each section. Headings can also be used to quickly navigate to sections within the document. Note: Semantic Structure (or Styles) always use to create structure in Word, Open Office, HTML, etc. Heading 1 for Document Title; Heading 2 for all Section Titles; Heading 3 for all Sub-section Titles. Page 12 of 22

13 Also, Strong (structural equivalent of bold); Emphasis (structural equivalent of italics). Other Style types are available, as needed. Table of Contents should be provided based on the Heading structure; Table of Figures, if needed. The Styles group on the Home tab is an effective way to structure a document. Consider using the heading elements (e.g. Heading 1 and Heading 2) and the normal paragraph element. Inserting Sound Files Figure 21 - Headings Inserting sound files can be very helpful for people who have difficulty reading and writing. The following explains how to insert a pre-existing sound file into your word document: Note: Multimedia a) Audio-only: provide Text Transcript; b) Video-only provide Video Description (text description of key visual elements); c) Audio+Video provide Closed Captions, Text Transcript, and Video Description. Note: Combine Text Transcript and Video Description into one file. 1. In a finder window, navigate to the location containing the sound file you wish to insert. 2. Resize and adjust the window containing the Word 2016 document so you can see the file containing the sound on your computer. Figure 22 - Splitting Windows Page 13 of 22

14 3. Left-click and drag the sound clip into the Word document. Figure 23 - Drag Sound Clip to Word Document 4. Your audio file will be added to the document. Using the Keyboard to Navigate the Ribbon Some users may prefer using the keyboard as they work with Microsoft Word. Access Keys allow you to control each button on the ribbon with the keyboard. The following instructions explain how to use Access Keys. Enable Full Keyboard Access Before using your keyboard, ensure that Full Keyboard Access has been enabled on your Mac: 1. On the Menu Bar, click the Apple Menu. 2. Click System Preferences. Figure 24 - System Preferences Page 14 of 22

15 3. The System Preferences window opens. Click Keyboard. Figure 25 - Keyboard 4. Click the Shortcuts tab (See Figure 26). 5. Under Full Keyboard Access, make sure All Controls is marked (See Figure 26). Navigate Using the Keyboard Figure 26 - Full Keyboard Access The following instructions explain how to navigate the ribbon in Word 2016 using the keyboard: 1. Press the F6 key on your keyboard until you see a blue box appear around the Home tab. Figure 27 - Home Tab 2. Use the arrow keys to select tabs across the ribbon. Press the Spacebar to select a tab. Page 15 of 22

16 3. Once the tab has been selected, press the Tab key to move throughout the tools under the selected tab. Figure 28 - Tab through the Ribbon Note: When first pressing the Tab key, the blue square will first appear to the right of the ribbon, highlighting Share. Press the Tab key twice for it to appear on the tools. 4. You can continue to use the Tab Key to maneuver around the Ribbon, or press Shift + Tab to move backwards. 5. When you reach a tool you wish to use, press the Spacebar. Using Find & Replace Once a document is typed, you may need to replace certain words and phrases. The following explains how to utilize the Find & Replace feature in Word In the upper-right corner of Word, click the Search box Figure 29 - Click Search 2. Type the word or phrase that you wish to find and click the magnifying glass 3. In the window that appears, click Replace Figure 30 - Click Magnifying Glass Figure 31 - Click Replace 4. The Find and Replace panel appears. Enter the word or phrase that you wish to replace your text with (See Figure 32). Page 16 of 22

17 5. Click Replace All (See Figure 32). Figure 32 - Home Tab Zoom The zoom tool magnifies the document on the screen, making text larger (or smaller). Note that using the zoom tool will not change the appearance of the document when it is printed. The Zoom tool can be found on the View tab in the Zoom grouping or on the right-side of the Status Bar at the bottom of the document. Zoom Tool via the View Tab 1. Click the View tab (See Figure 33). 2. In the Zoom grouping, click Zoom (See Figure 33). Figure 33 - Zoom Tool via View Tab 3. The Zoom window will appear. In the Percent field, adjust the number relative to how much you want to zoom in/out (See Figure 34). 4. Click the OK button (See Figure 34). Figure 34 - Zoom Window Page 17 of 22

18 Zoom Tool via the Status Bar 1. On the right-side of the Status Bar at the bottom of the document, click the minus button to zoom your document out (See Figure 35). 2. You can also drag the slider to the left or right to zoom in or out (See Figure 35). 3. You may also zoom in on the document using the plus button (See Figure 35). Best Practices Figure 35 - Zoom Tool via Status Bar The following should be considered when developing a document to make it accessible to everyone. Page Layout When developing a template, make certain that the document is not cluttered. To avoid a cluttered document, allow for an adequate amount of white space between paragraphs, graphics, tables, etc. Also, use bullets and numbers whenever possible to improve readability. Note: Semantic Structure (or Styles) always use to create structure in Word, Open Office, HTML, etc. Heading 1 for Document Title; Heading 2 for all Section Titles; Heading 3 for all Sub-section Titles. Also, Strong (structural equivalent of bold); Emphasis (structural equivalent of italics). Other Style types are available, as needed. Table of Contents should be provided based on the Heading structure; Table of Figures, if needed. Note: True Bulleted or Numbered Lists, True Columns, True Tables always created instead of using spacebar or tab to create faux structure. Note: Ensure Readability by dividing large blocks of text into smaller more manageable sections, avoid complex sentences, use sans-serif font at approximately 12 points. Alternative Text Alternative Text helps people with screen readers understand the content of the pictures. Be certain to use alternative text for your graphics so that those with visual impairments will be able to understand the purpose of the graphic in the document. Note: Text Equivalents (ALT Text) for every non-text element such as image, chart or graph. A clear, concise description 100 characters or less that is provided via Format Picture. If ALT text alone is insufficient, provide Long Description in surrounding text or as separate document. The following explains how to add alternate text to a graphic in Word: Page 18 of 22

19 1. Right-click the graphic in your document. 2. A context-sensitive menu will appear. Click Format Picture. Figure 36 - Format Picture 3. The Format Picture pane will appear to the right side of the document window. 4. Click the Layout & Properties icon (See Figure 37). 5. Click Alt Text (See Figure 37). 6. A drop-down will appear. Complete the Title and Description fields (See Figure 37). 7. Close the Format Picture pane when done adding your Alternate Text (See Figure 37). Figure 37 - Alt Text Note: Use concise wording (e.g. about 100 characters), capitalize only the first letter, and avoid punctuation, sentences, or special formatting (e.g. bold, italics) when adding Alternative Text. Page 19 of 22

20 Font Size and Color Schemes Remember the following when developing documents so that they will be easy to read: Make all font sizes at least ten points. Avoid using light or pale font colors with light backgrounds. Limit the use of the following font variations: bold, italics, and capital letters. Note: Ensure Readability by dividing large blocks of text into smaller more manageable sections, avoid complex sentences, use sans-serif font at approximately 12 points. Note: Avoid Color Coding color alone is not sole means of conveying important information. Note: Sufficient Color Contrast between foreground and background elements. Also, background does not overpower text (e.g. PowerPoint, Web page, etc.) Navigation Pane The following instructions explain how to display the Navigation Pane, which is a list of the headings within the document. 1. Click the View tab (See Figure 38). 2. Click the checkbox next to Navigation Pane (See Figure 38). 3. The Navigation Pane will appear to the left side of your document (See Figure 38). 4. Click a heading under the Headings tab to jump to that section (See Figure 38). Figure 38 - Navigation Pane Page 20 of 22

21 Tables The use of tables in documents help to make large amounts of data easy to understand for everyone. The reader can make sense of the data when the tables include effective headings. If the table stretches over several pages, it is important to include headings on each page. Hyperlinks Figure 39 - Table with Headings on Each Page When inserting a hyperlink in a document, the hyperlink will be more effective if the user sees a descriptive title for the URL. For example, if you have a link to Kennesaw State University in your document, it would be more effective to use Kennesaw State University instead of non-descriptive text such as, Click Here. Note: Descriptive Hyperlinks must make sense out of context; avoid vague descriptions like Click Here or Me. Avoid using the URL. Instead, hyperlink text should describe the destination: website name, document name, or other resource. To insert a Hyperlink into your document: 1. Select the text that you wish to add a hyperlink to. 2. Click the Insert tab (See Figure 40). 3. Click Links (See Figure 40). Figure 40 - Hyperlink Page 21 of 22

22 4. In the dropdown that appears, click Hyperlink. Figure 41 - Click Hyperlink 5. In the Address field, type the URL for the webpage (See Figure 42). 6. Click the OK button (See Figure 42). Additional Help Figure 42 - Insert Hyperlink For additional support, please contact the KSU Service Desk: KSU Service Desk for Faculty & Staff Phone: Website: KSU Student Helpdesk Phone: Website: Page 22 of 22

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