Accessible Word/PDF files, checklists and forms

The University of Waterloo is committed to meeting our obligations under the Accessibility for Ontarians with Disabilities Act (AODA). Any documents made require us to follow Section 14 of the Integrated Accessibility Standards.

Headings

The best way to make a document straightforward is to use headings to organize the structure of the information presented. Headings should be concise and should follow a sequential numbering (e.g. heading 1, heading 2, heading 3).

Modifying headings

Instead of manually changing aspects such as heading size, colour, and font, modify all headings classified under that specific heading type you would like to edit. To modify headings:

1. In the Home tab, you will see an area called Styles where all of the different heading types are displayed.
   

2. Right-click on the heading you would like to edit and select modify.

3. A window appears with options to change the font type, size, colour, etc.
   

4. Make the changes you wish to have for that specific heading type, then click OK.

More options under the Modify tab

Once you right-click on the heading you would like to change and select Modify, there are many changes you can make to your document.

In the bottom left corner of the modify style window, click on the Format drop-down menu for the following options: 

• Font: allows you to change the size, font style, colour, and to add effects (e.g. strikethrough, underline).

• Paragraph: allows you to modify the spacing between your text and adjust the indentation and alignment of your text.

• Tabs: allows you to use tabs to indent where you would like your text to go.

• Border: allows you to add borders around specific or your entire text and allows you to change the shading within that border by selecting the shading tab located at the top of the border option.

• Language: allows you to change the language the document will be written in.

• Frame: allows you to add a frame around images, and gives options of how you would like the text to be presented around that frame (e.g. text wrap).

• Numbering: allows you to add numbering or bullets to that specific heading.

• Shortcut key: allows you to customize a specific command by adding keyboard shortcuts.

• Text Effects: allows you to modify the text for that specific heading by using effects such as text fill and text outline.

Columns and page section breaks

In accessible documents, using columns is a good way to create a table format that is accessible.

Section breaks

Section breaks help format the flow of the document rather than using text boxes or tables. To add section breaks:

1. Navigate your cursor to where you want there to be a break in the page.

2. From the MS Word Ribbon, select Layout.

3. Click the Breaks drop-down menu where you will find options that allow you to insert a break according to what you want.   Some examples are:

   • Next page: allows you to insert a break and start another section on a new page.

   • Continuous: allows you to insert a break and start another section on the same page.

Columns

Columns help the format of your document to flow and are suggested to be used instead of tables. To add columns to your document:

1. Navigate your cursor to the beginning of the text you would like to make into a column.

2. In the MS Word Ribbon, select Layout.

3. Click the Columns drop down menu and select the amount of columns you would like to have.

Adding borders around columns

To make columns resemble a table format, you can add borders around text:

1. Highlight the text you would like to add a border around.

2. In the Home tab, click on drop-down menu to view the border options.  

3. Select any of the given options (e.g. all borders, outside borders).

4. To modify borders, click on the same drop-down menu and select Borders and Shading.  

5. Go through the tabs to change the border type and to fill/shade in the borders

The Developer tab

The developer tab provides more specific options such as checkboxes and date fields. If the developer tab does not show up automatically in your MS Word Ribbon:

1. Select the File tab in your MS Word Ribbon.  

2. Select Options from the list of commands on the left-side of Word.

3. A window with Word options will then pop-up. Select Customize Ribbon from the commands on the left-side of the window.

4. The options that appear should resemble the picture (below). On the right-hand column, click on the Developer check box to select it.
   

5. Click OK.

Content Controls in the Developer tab

Content Controls allow you to replace lines used for filling out the information, to Content Controls that are accessible. All lines that require filling out should be replaced with Content Controls.

Frequently used Content Controls

• You will see options for Rich Text Content Control  or Plain Text Content Control  which allows you to add an accessible text box for writing in.

  • Example: If you are making a form that someone is filling out online, you can select either the Rich Text or Plain Text Content Control, and a text field will show up that allows the individual to click and write in the box that looks like this:

    Open

    

  • Another option that is given is the Check Box Content Control

    Open

    

     which allows you to add a checkbox to your document.

    • Example: If there is a “circle yes or no” question on a document, use the Check Box Content Control instead to make it accessible:

      • Have you received all the required training? 

    • Under the Developer tab, there is also an option to use the Date Picker Content Control which allows you to insert a date picker to your document. 

      • Example: Perhaps you are asking someone to fill out their birthday online. Instead of having them type out the date manually, the Date Picker Content Control allows them to select the date by using a calendar provided:

There are other Content Controls provided in the Developer tab and by hovering over them, it will give a brief description of what they are and what they are used for.

Design Mode

Under the Developer tab, there is a feature called Design Mode  which allows you to see if there are any extra fields in your document. See the example below for what the form fields should look like:

• The blue boxes in the pictures below represent form fields. Sometimes extra form fields can be accidentally added, and can look something like this:
  

• The picture below represents what a correct form field should look like:
  

• To get rid of extra form fields, click on the form and then click the 3 grey dots and hit Delete. This will delete the entire form field, so you must go back in the Developer tab and re-add whichever Content Control was in place. 

Using Alternative text

When any image/snipping is used in a Word/PDF document, it is important to ensure that the information you are trying to convey can be interpreted by those who may not be able to see the image.

To add an alternative text to an image

1. Right click on the image/snipping in your document.

2. Click on the Format Picture button.

3. In the right-hand menu that pops up, click on the Layout and Properties symbol. 

4. Select Alt Text.

5. In the Description field, describe the image/write the alt text. 

6. Once you are satisfied with your alt text, click the exit button to return to your document.

Checking accessibility

Microsoft Word has a built-in accessibility checker that allows you to review your document and ensure that it is accessible for users who have disabilities.

To check the accessibility of your document in MS Word:

1. In the MS Word Ribbon, select File.

2. Select Info and you should see an area that says Inspect Document.

3. Click the Check for Issues  drop-down menu and select Check Accessibility

    

• If there are any accessibility issues in your document, a tab on the right-hand side will appear telling you what the problem is. Example:
  

• When there are no accessibility concerns, the Accessibility Checker displays as follows:
  

Making PDF files fillable

Adobe Acrobat Pro DC allows you to edit files by making them accessible to fill out, once they are converted from a Word Document format to a PDF.

To save your word document to a PDF:

1. After you are finished with your Word Document, click File in the MS Word Ribbon.

2. Click Save as Adobe PDF.

   1. If you haven’t already saved your Word Document, a message will pop-up that says that your file must be saved before creating a pdf. Click Yes.

   2. It will then prompt you to name your file. Name your file and choose where you would like to save it to, and then click Save.

   3. Another window will pop-up and will ask you to do the same, but this time it will save as a PDF file instead. You now have two copies of your file. Click Save. 

You now have a regular PDF file but you will need to edit the PDF file directly in order to make it fillable.

To make a PDF file fillable using Adobe Acrobat Pro DC:

1. Go to wherever you saved your PDF file (e.g. Desktop), and open your PDF.

2. At the top of your Adobe PDF, click on the Tools tab.

3. Look for the Prepare Form tool and click Open. 

4. It will then ask you to select a file or scan a document to begin. Your file should show up with a blue box around it. If not, click on your document and then click Start.

Your document will now appear in the Prepare Form mode where you can edit the content and allow it to be filled out.

Important things to know and features in Prepare Form tool:

Some features will automatically transfer over from your Word Document to the fillable format. For instance, once in the Prepare Form mode, checkboxes are automatically able to be filled in by clicking on the box. Many other features will need to be manually added again while in Adobe Acrobat Pro DC:

Replacing Content Controls with Text Fields in Adobe

If you have already added Textboxes or Content Controls in your original Word Document, you will need to Delete them (either in Word or Adobe Acrobat Pro DC) in order to create fillable replacements.

To delete Content Controls directly in Adobe:

1. Click on the Tools tab at the top of your Adobe PDF file.

2. Look for the Edit PDF tool and click Open.

3. You can now erase any of the Content Controls you previously added in your Word Document. Click on the writing (e.g. “Click here to enter text.”) and erase the text you wish to delete.

4. Once you have finished erasing all of the Content Controls, click on the Tools tab to return to all the tool options.

5. Click Open on the Prepare Form tool, to return to your fillable PDF. (It may ask you to save your file before opening the form).

You will now notice that there are either blank spaces or a Text Field automatically added beside each of your fields to fill out. If a Text Field does not automatically show up, you can manually add a Text Field in Adobe to replace Content Controls.

To add Text Fields:

1. Right-click on the area in your PDF where you would like to add a Text Field.

2. A list of options will display. Select Text Field.

3. Drag your mouse to move the Text Field to the size you would like.

4. To change the font size, colour, and so forth, right-click on the Text Field and select

5. A window will then pop-up where you can go through the tabs such as appearance, to change the font, size and colour.

• Save your file once you are finished with it, by clicking on the File tab at the top of the document and then by selecting Save as. Name your file, choose where you would like it saved and then click Save. 

Important things to remember

There are some important considerations to keep in mind while writing the content of your Word/PDF document:

• Make sure that acronyms and abbreviations are defined on the first use. Once it is introduced the first time it is used, you can use the acronym/abbreviation throughout the rest of your content without writing the full name.

  1. Example: “The Arts computing office (ACO), provides students, faculty and staff with computing accounts, computer and lab printing access, technical support and more.”

• Make sure text follows sentence casing. Only the first letter of the first word should be capitalized according to accessibility and style guide compliance.

  1. Example: For a title-“Accessible checklists, files and documents”.