Ms word section 508 compliant document conversion services. Creation of the pdfa1a is not a matter of declaration only, of course, there are other conditions in the iso which must be met. Improve accessibility with the accessibility checker office. Posted by sean clifford on october 18, 2017 in training, videos. The instructions are the same for both versions of word, although what you see in 2016 might look a little different. We specialize in highvolume and individual document remediation with guaranteed certification of compliance. The focus of this webinar is on creating accessible ms word and portable document format pdf documents. Section 508 resources the information listed below is intended solely as a small sampling of resources and tools available for users who create web content. Stepbystep instructions for creating a pdf from word.
Creating accessible electronic documents, including word, pdf, excel, and powerpoint, saves time and dramatically reduces the need for section 508 remediation. This is probably the most important step you will take in creating accessible ms word documents. Unfortunately, persons with disabilities, who utilize screen readers or other assistive technologies to read the content of pdfs, often cannot access the content because the. It is just as easy to build a 508 compliant document as it is to create a noncompliant one. How to create a 508 compliant microsoft word document by using the builtin features within microsoft office, to include word, you can avoid many of the most common mistakes related to accessibility. The resources in this section were developed by the accessible electronic documents community of practice aed cop. If the source ms word file isnt right there will be problems in the output pdf. Many times coworkers, colleagues, partners, stakeholders, and people just like that. Word also offers the accessibility checker that locates elements that might cause problems for people with disabilities. For example you can prioritize by usage, effect on specific persons with disabilities or other factors.
How to create a 508 compliant microsoft word document dau. This training provides stepbystep instructions on creating section 508 compliant excel spreadsheets. Ms word 2010 documents microsoft word 2010 has many features built in that make it easy to create accessible documents that meet state and federal guidelines. Select the check accessibility button from the 508 accessiblity help tab. Complex data tables cannot be made accessible in ms word. Guidance for creating accessible content in adobe acrobat portable document format pdf that is compliant with section 508. Creating accessible documents in microsoft word accessible.
Make your word documents accessible to people with. How to make a pdf fillable 508 compliant form from a word. I converted it to pdf from word and am running acrobat pro. Good tag management of word files is available via pdfmaker.
It is just as easy to build a 508 compliant document as it is to create a non compliant one. Improve accessibility with the accessibility checker. Section 508 compliance for microsoft word documents. Section 508 pdf document accessibility test process. This includes, but is not limited to, the following. Creating and converting existing pdf forms from ms word to accessible forms with adobe indesign form tools, sec. How to make a pdf fillable 508 compliant form from a word document. Learn how to create accessible microsoft word documents that conform to the revised 508 standards. In outlook, while writing or replying to an email message, select options check accessibility.
Word documents powerpoint presentations excel spreadsheets pdf files websites multimedia tablets, mobile phones and applications. Deque bulk remediation of documents can make any volume of existing inaccessible pdfms word, powerpoint, or excel documents section 508 compliant within your required timeline. Making files accessible the checklists are the official hhs accessibility checklists. During the process, many accessibility issues typically found in word documents will be addressed and fixed. Anytime you are preparing an electronic document that will be posted online or distributed via email, whether its an internal document or an external document, you need to follow the section 508 guidelines. Section 508 law and related laws and policies learn about section 508 of the rehabilitation act of 1973, as amended in 1998 29 u. Use ms word styles to define headings and normal text. There are a couple of general exceptions when 508 does not apply during the. Words help index is a great resource, as well as numerous online tutorials that are available using an internet search. Pdfa 1a in office 2016 for office 365 microsoft community.
Creating accessible pdfs adobe acrobat dc portable document format pdf pdf testing and remediation guide ms word, march 2019 pdf testing checklist ms word, june 2019 adobe acrobat pro older versions. Section 508 remediation government document remediation. All electronic communication and documentation created by cms employees and contractors must be 508 compliant. Design services documents and graphics word wizards. Pdf baseline test process ms word, september 2017 pdf detailed checklist ms word, september 2017. The use of portable document formats pdfs is popular for sharing information. Provide tags for all images using the alt text feature to describe each image using words.
Usda expectation is that a majority of ms word documents are intended for conversion to pdf format. Ms word documents, pdfs, etc or email unless they are posted to a webpage. Apr 14, 2020 ms word accessibility checklist cms section 508 guide for microsoft word 20. Users can create pdf files with the adobe acrobat addin recommended, or by using word to save the document as a pdf file. By using the builtin features within microsoft office, to include word, you can avoid many of the most common mistakes related to accessibility.
Microsoft word is a commonlyused application among individuals with a variety of disabilities, and is reasonably accessible. Reference sites for section 508 information technology. You can create pdfs to meet common accessibility standards, such as web content accessibility guidelines wcag 2. May 06, 2019 making files accessible the checklists are the official hhs accessibility checklists. Welcome to the webinar creating section 508 compliant electronic documents. Once you check the box acknowledging that the documents you are posting are 508 compliant, you should be presented with a new document button to begin posting your docs. Images of forms used as a reference student awareness. Fix problems found by checker using guidance below. On the ribbon, select one of the following options, depending on which app you are using. Section 508 is only a process to help ensure that all of the information we provide, in an online forum, is accessible to as many people as possible.
Here are 10 quick tips for creating section 508compliant documents using ms word. To learn more about how the accessibility checker works, see rules for the accessibility checker. Acrobat tools make it easy to create accessible pdfs and check the accessibility of existing pdfs. The united states congress amended the rehabilitation act in 1998 and 2000 to require federal agencies to make their electronic and information technology eit products, such as software, hardware, electronic content, and support documentation, accessible to people with disabilities. I need the document to be 508 compliant but 10484511.
This section provides references and guidance toward accomplishing that goal. It leads users through the process of making accessible pdf documents that comply to section 508, u. Word can create pdf files when using adobe pdf as its printer but the pdf files it creates arent always 508 compliant. Adobe acrobat addin before starting the conversion process, doublecheck that the proper application settings are enabled in word. And such its the public that can benefit from this type of accessibility. I can convert ms word documents into compliant pdf files simply by selecting adobe pdf as my printer. Making nwcg documents created in microsoft word compliant with section 508 requirements. Department of health and human services hhs, wcag 2.
The text within word documents can be read by assistive technologies such as screen readers and braille devices. Tips and resources to make documents, presentations and. Word has many features builtin that help people with different abilities to read and author documents. How to create accessible portable document format pdf documents that conform to the revised 508 standards. Test and debug a pdf for 508 compliance acrobat pro test and debug a pdf for 508 compliance acrobat pro dc to determine which version you have, find the program under the start menu of your computer or rightclick on the desktop icon and choose properties. Use the following resources aggregated by section508. Cms section 508 quick reference guide ms word 20 page 1 ms word 2010 section 508 quick reference guide november 27, 20 document layout and formatting element description quick how to bookmarks and table of contents use bookmarks or a table of contents toc for documents over 9 pages. Jul 11, 2019 i am porting a document from ms word into a pdf. Guidance developed by the accessible electronic documents community of practice aed cop. Use builtin ms word formats to create columns, bullets, lists, tables, headers, footers, and footnotes. Our view tab features document views, show, zoom, windows, and macros tool groups. If you are working in an older version of word you will need to set the language manually. Once learned, these tools can save time when used from the beginning of the document creation process. This includes website content, emails, computer software, gaming systems, apps, and pdf versions of traditionally printed assets.
Deque bulk remediation of documents can make any volume of existing inaccessible pdf ms word, powerpoint, or excel documents section 508 compliant within your required timeline. In the language group ms word 2010, by default, automatically sets the language to english. If shown, maintain compatibility with previous versions of word must be unchecked. Gsa 508 tutorials, guidance, checklists the guides and tutorials listed here are intended to provide methods and instructions to guide you in making your content accessible and section 508 compliant. We specialize in highvolume and individual document remediation with. We will cover several ideas to make sure you know how to make your documents as accessible as possible. This video features creating tables, hyperlinks, checking ms word for accessibility. If you use the font window to change a style it will break the formatting. Us government code section continue reading guaranteed section 508 pdf compliance. Commonlook office quick start guide for ms word pdf. Ms word 2016 checklist social security administration. Im the doi section 508 program manager, and im joined by my colleague catherine emmett. Our expertise in graphic design and section 508 compliance combine to create a onestop solution for fully accessible digital content. Department of the interior release bureau of land management.
Minnesota state accessible document reference guide. How to create 508 compliant adobe pdf documents dau. Created as complex tables in ms word documents that will be converted to section 508 compliant pdfs. Word 2016 for windows creating accessible documents. Preparing section 508compliant proposal docs using ms. Creation of accessible, section 508 compliant pdf documents and forms from ms word and now, ms powerpoint too.
This applies to software and web, ms word, powerpoint, excel, and pdf documents. Share article the new release of commonlook office is the first product to generate accessible, section 508 compliant pdf documents and forms from both ms word and powerpoint. Commonlook office overview pdf accessibility and compliance. Once a meeting has been created, the meeting documents section will appear at the bottom of the meetings view and will default to a section 508 notice.
Used in conjunction with its accompanying sample document, this guide will take you step by step through the process of using commonlook office to create an accessible and standard compliant pdf from the original ms word document. Once you have created a pdf from an office document such as ms word, dont delete the original. Creating accessible documents the following are guidance developed by the accessible electronic documents community of practice aed cop. Cms section 508 quick reference guide ms word 2010. It prompts to address accessibility issues, such as a missing document description or title. Ms word, to be usable for archiving purposes, should follow pdf a1a as before, otherwise people will be pushed to use libreoffice, search for older versions of word, or use other applications. Section 508 resources the information listed below is intended solely as a small sampling of resources and. Creating section 508 compliant electronic documents u. This checklist therefore incorporates elements necessary for that conversion as well. Creation of the pdf a1a is not a matter of declaration only, of course, there are other conditions in the iso which must be met.
It looks for common elements that need further action, such as scanned text, form fields, tables, and images. Tech support scams are an industrywide issue where scammers trick you into paying for unnecessary technical support services. The make accessible action walks you through the steps required to make a pdf accessible. How to create a 508 compliant microsoft word document. However, in order for word documents to be fully accessible, authors must follow the core principles. Any and all digital communications that a company under section 508 jurisdiction creates must be 508 compliant. It is intended to be used as a companion to wcd training. You can help protect yourself from scammers by verifying that the contact is a microsoft agent or microsoft employee and that the phone number is an official microsoft global customer service number. Word document 508 checklist if you are responsible for creating or signing offclearing files, you can use this checklist as part of your process. Ms word, to be usable for archiving purposes, should follow pdfa1a as before, otherwise people will be pushed to use libreoffice, search for older versions of word, or use other applications. How to make an accessible document in microsoft word by the accessible electronic document community of practice aed cop. If you need to create complex data tables data tables with more than one header row, one or more header column, andor merged or split cells, then you must convert the document to an accessible format i. The more 508 compliant your eit systems are, the quicker employees can resume their normal duties when they return to the office.
We also consult with your design team to avoid problems and unnecessary expenses on your path to 508 compliance. Pdfs require 508 remediation as they are not accessible by screen readers. This video features creating tables, hyperlinks, checking ms. Commonlook office is an addin to microsoft word and powerpoint. This checklist therefore incorporates elements necessary for. Dec 11, 2017 how to make a pdf fillable 508 compliant form from a word document.
1158 1203 1454 1404 681 341 1232 114 686 1171 1508 667 770 592 1545 1268 214 380 420 783 672 312 1133 1157 295 1227 820 747 1436 1373 1276 1461 1146