Category Archives: Word

Create Accessible Documents in Microsoft Word

Microsoft Word is a commonly used application among individuals with a variety of disabilities and is reasonably accessible. The text within Word documents can be read by assistive technologies such as screen readers and Braille devices. Below are the basic steps for implementing important accessibility features.

Table of Contents:

Use Headings

Use headings to help people with impaired vision understand how the document is structured. Screen reader and Braille users can jump between headings, which makes navigation much more efficient than if there are no headings.

Convert text into a heading on a Mac
  1. In the Format menu, click Style…
  2. Scroll through the Styles list and click one of the built-in Heading styles like “Heading 1” or “Heading 2”.

Screenshot of Style dialogue box on Mac

Organize headings to create an outline; use the “Heading 1” style for the main heading, and “Heading 2” for sub-headings. For additional headings within sections under “Heading 2” sub-headings, use “Heading 3”, “Heading 4”, etc.

Visit the Microsoft website for more information about creating Headers in Word.

Convert text into a heading on a PC
  1. In the Home tab, click Styles.
  2. Scroll through the Styles list and click one of the built-in Heading styles like “Heading 1” and “Heading 2”.

Screenshot of heading styles list on PC

Organize headings to create an outline; use the “Heading 1” style for the main heading, and “Heading 2” for sub-headings. For additional headings within sections under “Heading 2” sub-headings, use “Heading 3”, “Heading 4”, etc.

Visit the Microsoft website for more information about creating Headers in Word.

Use Lists

Create lists using Microsoft Word’s built-in tools for ordered (numbered) and unordered (bulleted) lists. Without these tools, the content is not actually a list, and screen reader users will have more difficulty understanding it.

Create a new ordered or unordered list

  • Select the content of your list or click where the list will begin.
  • In the Home tab, click the  down-pointing caret to the right of the ordered or unordered list icons.
  • Click a bullet or numbering style.

Screenshot of style options for an unordered (bulleted) list.

Use Purposeful Hyperlinks

  1. Use language in your document that provides relevant information about the destination of the link.
  2. Highlight that text, right click it, and then click Hyperlink.
  3. Add the URL in the Address field and click OK.

Screenshot of the Hyperlink dialogue box on a MacScreenshot of the Hyperlink dialogue box on a PC

 

Visit the Microsoft website for more information about creating accessible links.

Add Alternate Text for Images

Alternative text (or alt text) provides a description of an image for screen reader users. The alt text will also appear in place of an image when the image cannot be rendered properly.

Add alternate text for images on a Mac
  1. Right click an image and click Edit Alt Text…
  2. 2. Type information in the Description field

Screenshot of Alt Text menu on a Mac

Add alternate text for images on a PC
  1. Right click an image and click Format Picture.
  2. In the Format Picture menu, click Alt Text and type information in the Description field.

Identify Document Language

Define the document’s default language

  1. Click the Tools menu and then click Language.
  2. Click the language from the list and then click OK

Define a different language for part of the document

  1. Select the text in the different language.
  2. Click the Tools menu and then click Language
  3. Click the language from the list and then click OK
  4. Repeat for each different language in the document.

Screenshot of Language menu on a Mac

Note: Currently language settings only effect accessibility of the Word document itself. They do not survive when exported to PDF. If PDF is the final format in which you intend to distribute your document, you will need to define language in the PDF directly using Adobe Acrobat Pro.

Use Tables Wisely

Word has limitations when it comes to making tables accessible. Tables can be very difficult for screen reader users to understand unless they include markup that explicitly defines the relationships between all the parts (e.g., headers and data cells). Simple table with one row of column headers and no nested rows or columns, are easily accessible in Word. However, more complex tables (such as those with split or merged cells) can only be made accessible within HTML or Adobe PDF (accessible table markup can be added to the PDF using Adobe Acrobat Pro).

  • Break up complex tables in the document and make them into multiple simple tables and give each one a heading.

For simple tables, identify which row contains the column headers.

  1. Click on one of the cells in the row containing the column headers.
  2. Click the Table menu, then click Select, then click Row
  3. Right click the row that contains the column headers and click Table Properties
  4. In the Table Properties dialogue box, click the Row tab, and check the checkbox next to “Repeat as header row at the top of each page”
Define your table’s header row on a Mac
  1. Click on one of the cells in the table, making the Table Design tab appear.
  2. Click Table Design and check the box next to Header Row to define the table’s header row

Screenshot of Table Design tab with checked box next to Header Row on a Mac

Visit Microsoft website for more information about creating Accessible Tables.

Define your table’s header row on a PC
  1. Click the Design tab, which reveals the Table Styles Option group
  2. Check the box next to Header Row to define the table’s header row.

Screenshot of Table Design tab with checked box next to Header Row on a PC

Visit Microsoft website for more information about creating Accessible Tables.

Use the Accessibility Checker

Microsoft Office has a built-in accessibility checker which can help test the overall accessibility of the document. The checker provides Inspection Results, feedback about the importance of each item, and tips on how to repair issues.

  • Click the Tools menu and then click Check Accessibility

Screenshot of the Accessibility Checker dialogue box

Microsoft Office: Personal Devices

The following article applies to personal devices. For Public/Lab computers, see Microsoft Office: Public/Lab Computers.


Before you start, you will need access to the following:

  • a Bryn Mawr College account
  • a personal laptop or desktop computer with internet access

Table of Contents:

 

Office365: Overview

You can install Microsoft Office on up to 5 devices simultaneously including laptops, desktops, smartphones and tablets.


*Microsoft Teams & OneDrive must be installed separately.

**For a full list of all applications offered, see All Apps.

 

Installing Microsoft Office

  1. Open Google Chrome¹ and navigate to portal.office.com
  2. If prompted, login using your College username and password
  3. Click Install Office in the top-right, select Office 365 apps
  4. To begin the installation, run the .exe or .dmg file that was downloaded
Tip: How to find a downloaded file

 

Your default download location is probably the Downloads folder, which you can find in the File Explorer app (Windows) or the Finder app (macOS).

 

  1. After the installation finishes, open any Microsoft Office application
  2. Sign-in with your College username and password to active the software suite

¹Any internet browser works, but Google Chrome will provide the experience most consistent with these instructions.

 

 

Questions?

If you have any additional questions or problems, don’t hesitate to reach out to the Help Desk!

Phone: 610-526-7440
Email: help@brynmawr.edu
Location: Canaday Library 1st Floor


 

Microsoft Office: Public/Lab Computers

The following article applies to Public/Lab computers. For personal devices, see Microsoft Office: Personal Devices.


Before you start, you will need access to the following:

  • a Bryn Mawr College account

 

Public/Lab Computers

Microsoft Office applications are pre-installed on these devices.

  1. Open the program you’d like to use
  2. Click Sign In
  3. Enter your College email and password
Sign In screen not visible? (click me!)
  1. You may instead see a yellow ribbon near the top of the application window.
  2. Click Activate
  3. Sign In with your College email and password

 

Questions?

If you have any additional questions or problems, don’t hesitate to reach out to the Help Desk!

Phone: 610-526-7440
Email: help@brynmawr.edu
Location: Canaday Library 1st Floor


Preparing Images for the Web in MS Word 2016

Before uploading your images to Drupal, it’s important to correctly crop, size, and optimize them to ensure they will display correctly and be accessible. The document below provides instructions for performing those tasks within MS Word 2016 on Windows and MacOS.

PreparingImagesfortheWebinMSWord2016
Title: PreparingImagesfortheWebinMSWord2016 (0 click)
Caption:
Filename: preparingimagesforthewebinmsword2016.pdf
Size: 345 KB

 

Microsoft Office Mobile Apps

Microsoft offers mobile apps for iOS, Android and Windows Mobile to maximize your Office 365 experience while you’re on the go.  You can download these apps from your device’s app store and log in using your Bryn Mawr College email address and password. For instructions on how to set up a mail & calendar sync, please see our post on Accessing Your College Email & Calendar on Mobile Devices.

There are many apps available.  Read the advice below carefully as some of the similar names can be confusing.  Additionally, depending on the app, you may find differences between the Android and iOS versions of each app, as well as between the phone and tablet versions even on a single platform.

OneDrive for Business

Allows you to…

  • open documents with the associated Office Mobile app (Word, Excel, PowerPoint, OneNote).
  • create new folders within your Drive.
  • upload photos and videos from your mobile device.
  • share files from your Drive when away from your computer.

Please note:  “OneDrive” and “OneDrive for Business” are different services despite the similar names.  On mobile, one unified app is available, and you will need to choose a login from a school or work account.  In other cases, you may specifically need to use OneDrive for Business applications.

Office 2016 apps

  • Download mobile versions of the Word, Excel, PowerPoint, and OneNote apps, which allow you to create and edit documents when away from your computer.  When you first login to Office 365, download links are available at the bottom of the screen, or you can find the official Microsoft apps in your app store.
  • Set up Office apps on iOS devices (iPhone, iPad, etc.) using Microsoft’s instructions.
  • Set up Office apps on an Android phone using Microsoft’s instructions.
  • Set up Office apps on an Android tablet using Microsoft’s instructions.
  • Each of these apps will allow you to access some—but not all—of the features present in the corresponding full desktop application, and they have a cohesive look, feel, and navigation with the desktop and online versions.

Using Office Online

Office 365 gives you the ability to create, edit, share, and collaborate on Word, Excel, and PowerPoint and OneNote files via Office Online.

Office Online offers the ability to create and edit documents within your browser, anytime and anywhere with an internet connection. Though the online versions of Office software not contain all of the advanced features of the desktop versions, you’ll be able to accomplish most common tasks in each application.

Office Online also allows you to share documents and work collaboratively online with multiple colleagues and classmates within the Bryn Mawr College community, the Tri-co, and beyond. Files you work on in Office Online apps are securely saved to your OneDrive.

The Basics

Additional Features

By sharing files with others and granting them edit permissions, you’ll be able to co-author the file in real-time, or separately.   Files created in Office Online are automatically saved to your OneDrive. Changes are auto-saved.

Creating Files from the App Launcher

Click on the app launcher to view all available apps.

1 - App launcher

Select Word, Excel, or PowerPoint to launch the app.

Creating Files from OneDrive

Click on the New button, then select Word document, Excel workbook, or PowerPoint presentation.

2 - creating files from onedrive

Sharing Office Online Files

There are two ways to share Office Online files with others:

  • Inviting people (current Bryn Mawr College community members)
  • Sending a link to the file (non-Bryn Mawr College community members)

By inviting people, you’ll be able to better track who you have shared a file with, as well as what kind of permissions they have. Sending a link to the file is most useful for quick sharing and for sharing with people outside of the Bryn Mawr College community.

To invite people at Bryn Mawr College to share a file from within the Office Online app, click the Share button in the upper right corner of the screen.

3 - share within office online

The Share dialog box will appear. From the Invite people tab, type the names or email addresses of people you want to share the file with.

4 - share dialog box

Select the desired permission setting. You also have the option of including a personal message (optional), requiring sign-in, and sending an email invitation to alert the person of the share.

OR

To send a file link to someone outside of Bryn Mawr College, click the Share button in the upper right corner of the screen. The Share dialog box will appear. From the Get a link tab, click on the downward arrow to display more options. Select either View link or Edit link (depending on the sharing permissions you’d like to grant).

5 - get a link

A link will be generated which can be shared with others. You also have the option to set the link to expire after a set amount of time.

6 - expiration and mobile

Note: Clicking Open this link on a phone (highlighted above) will generate a QR code to scan with your mobile device.

You can also share Office Online files and other types of files directly from your OneDrive: Share documents or folders in Office 365

OneDrive for Business File Sync

OneDrive for Business is an integral part of Office 365, and provides a place in the cloud where you can store, share, and sync your work files. You can update and share your files from any device with OneDrive for Business. You can even work on Office documents with others at the same time.

Note: OneDrive for Business is different from OneDrive, which is intended for personal storage separate from your workplace.

OneDrive for Business Sync Clients and Apps are available for Windows, Mac, and Mobile platforms.  While you can always reach OneDrive from your Web browser, a client will allow your files to be easily accessed on your computers and mobile devices, and allow integration with other programs.  The desktop clients will also provide offline access.  Please note that your Bryn Mawr account is considered a “Work or School” account, rather than a “Personal” one.

You can install the sync client on your College computers and devices, and on personal computers and devices if they are protected by Antivirus and passwords as outlined in the Data Handling Policy. If you receive a new College computer or have your computer imaged, you will already have the correct client.

Windows:  On College machines, obtain the client from Software Center; on personal machines download the client and set it up with your College email address and password.  For complete instructions, see this Getting Started guide.

Mac:  On College machines, obtain the client from Software Center; on personal machines, download the client from the Mac App store.  Use your College email address and password.  For more information, see the OneDrive for Mac FAQ.

Mobile Devices:  See the app store for your mobile device to locate the correct client.

Additional Resources: