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:
In the Home tab, you will see an area called Styles where all of the different heading types are displayed.
Right-click on the heading you would like to edit and select modify.
A window appears with options to change the font type, size, colour, etc.
Make the changes you wish to have for that specific heading type, then click OK.
Once you have made those changes, they will be applied to all the headings of that number. (For instance, if you modify the font size on heading 2, all heading 2’s will reflect the new font size changed).
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:
Navigate your cursor to where you want there to be a break in the page.
From the MS Word Ribbon, select Layout.
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:
Navigate your cursor to the beginning of the text you would like to make into a column.
In the MS Word Ribbon, select Layout.
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:
Highlight the text you would like to add a border around.
In the Home tab, click on drop-down menu to view the border options.
Select any of the given options (e.g. all borders, outside borders).
To modify borders, click on the same drop-down menu and select Borders and Shading.
Go through the tabs to change the border type and to fill/shade in the borders
When you are modifying borders and shading, you will see an option that says Apply to: which allows you to select if you want the changes applied to the whole document or a specific section of the document.
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:
Select the File tab in your MS Word Ribbon.
Select Options from the list of commands on the left-side of Word.
A window with Word options will then pop-up. Select Customize Ribbon from the commands on the left-side of the window.
The options that appear should resemble the picture (below). On the right-hand column, click on the Developer check box to select it.
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:
Another option that is given is the Check Box Content Control
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.