Slide 1:
Welcome to the AccessibilityOnline Webinar Series
A collaborative program between the ADA National Network and the U.S. Access Board

The Session is Scheduled to begin at 2:30pm Eastern Time. We will be testing sound quality periodically. Audio and Visual are provided through the on-line webinar system. This session is closed captioned. Individuals may also listen via telephone by dialing 1-712-432-3100 code 930098 (This is not a Toll Free number)

The content and materials of this training are property of the US Access Board and the Great Lakes ADA Center and cannot be used and/or distributed without permission.  This program is funded through a contract agreement with the U.S. Access Board. For permission to use training content or obtain copies of materials used as part of this program please contact us by email at adata@adagreatlakes.org or toll free (877)232-1990 (V/TTY).
www.AccessibilityOnline.org

Slide 2:
Listening to the Webinar
*	The audio for today’s webinar is being broadcast through your computer. Please make sure your speakers are turned on or your headphones are plugged in.
*	You can control the audio broadcast via the Audio & Video panel.  You can adjust the sound by “sliding” the sound bar left or right.
*	If you are having sound quality problems check your audio controls by going through the Audio Wizard which is accessed by selecting the microphone icon on the Audio & Video panel 

Slide 3:
Listening to the Webinar, continued
If you do not have sound capabilities on your computer or prefer to listen by phone, dial: 1-712-432-3100 Pass Code: 930098. This is not a Toll Free number
	
Slide 4:
Listening to the Webinar, continued
MOBILE Users (iPhone, iPad, or Android device and Kindle Fire HD) 
	Individuals may listen** to the session using the Blackboard Collaborate Mobile App (Available Free from the Apple Store, Google Play or Amazon )
**Closed Captioning is not visible via the Mobile App and limited accessibility for screen reader/Voiceover users

Slide 5:
Captioning
Real-time captioning is provided during this webinar.
The caption screen can be accessed by choosing the icon in the Audio & Video panel.
Once selected you will have the option to resize the captioning window, change the font size and save the transcript.

Slide 6:
Application Sharing
This session will utilize “Application Sharing” whereby the presenters will “exit” the webinar platform and share their desktop during portions of the session.
Screen Reader users will not have access to the content during the portion of this session when “application sharing” will be used.  The presenters will provide detailed audio description of the content during this time.
Screen Reader Users - When the application sharing ends screen readers will not have focus in the webinar room.
Screen reader users will need to navigate away from the webinar window and then navigate back into the webinar room.
If the above steps are not completed the screen reader likely will not function correctly in the webinar room following the application sharing portion.  If this occurs, log out and back into the session.
Individuals participating by telephone only will not have visual access to the portion of the session where “application sharing” will be utilized but the presenters will provide detailed audio description of the content during this time.

Slide 7:
Submitting Questions
*	You may type and submit questions in the Chat Area Text Box or press Control-M and enter text in the Chat Area
*	If you are connected via a mobile device you may submit questions in the chat area within the App            
*	If you are listening by phone and not logged in to the webinar, you may ask questions by emailing them to webinars@accessibilityonline.org 

Please note: This webinar is being recorded and can be accessed on the AccessibilityOnline website at www.accessibilityonline.org/Archives within 24 hours after the conclusion of the session.

Slide 8:
Customize Your View
Resize the Whiteboard where the Presentation slides are shown to make it smaller or larger by choosing from the drop down menu located above and to the left of the whiteboard.   The default is “fit page”

Slide 9:
Customize Your View continued
Resize/Reposition the Chat, Participant and Audio & Video panels by “detaching” and using your mouse to reposition or “stretch/shrink”. Each panel may be detached using the icon in the upper right corner of each panel.

Slide 10:
Technical Assistance
If you experience any technical difficulties during the webinar:
1.	Send a private chat message to the host by double clicking “Great Lakes ADA” in the participant list. A tab titled “Great Lakes ADA” will appear in the chat panel.  Type your comment in the text box and “enter” (Keyboard - F6, Arrow up or down to locate “Great Lakes ADA” and select to send a message ); or 
2.	Email webinars@accessibilityonline.org ;  or 
3.	Call 877-232-1990 (V/TTY) 

Slide 11:
Presenters
Bruce Bailey, U.S. Access Board
Jutta Treviranus and Jan Richards, Inclusive Design Research Center 

Slide 12:
Using WCAG 2.0 to Evaluate Document Accessibility

Slide 13:
Agenda
What is WCAG?  What is 508?
Why you don’t have to wait for the 508 refresh
Accessibility:   The Curb-Cut Perspective
What is an “office document”?
How to apply WCAG 2.0 to office docs
Authoring Techniques for Word 2010
Word 2010 Demonstration
Workflow Integration

Slide 14:
What is WCAG?  What is 508?
Web Content Accessibility Guidelines
Standard developed by Word Wide Web Consortium (W3C)
Same folks that define what makes “HTML”
Section 508 of Rehabilitation Act
Defines accessible electronic information technology (EIT)
Contemporary term is ICT (information communication technology)
Requirement for Federal Agencies when ICT developed, maintained, or procured
Adopted by many local and state governments, and non-government organizations

Slide 15:
What About the 508 Refresh?
Updating of existing Section 508 Standards
Most recent proposal:  ANPRM 2011
Organize by function: What does the ICT do?
Define covered electronic content
Propose direct reference to WCAG 2.0
Level A and AA success criteria are the metrics
ANRPM as proposed applies WCAG SC to:
Web Content
Web Applications
Software
Documents
NPRM pending

Slide 16:
What To Do Now?
Agencies should be thinking ahead to when the Final Rule from the U.S. Access Board is issued.
Agencies should review proposed rule (2011 ANPRM), and public comments
Regulations.gov:   ATBCB-2011-0007
What if an agency or developer wants to start using WCAG 2.0 now?

Slide 17:
Equivalent Facilitation is the Key
The current 508 Standards already allow for “equivalent facilitation” (1194.5).
“Nothing in this part [the 508 standard] is intended to prevent the use of designs or technologies as alternatives to those prescribed in this part provided they result in substantially equivalent or greater access to and use of a product for people with disabilities.”

Slide 18:
Accessibility:  The “Curb-Cut” Perspective
“Accessible” documents, products, services, or environments are those that can be used by people with varying (dis)abilities
Accessibility requirements may be mandated (e.g. Sec. 508)
Additional planning may be required
Retrofitting is much more expensive than building accessibility in from the 
beginning

Slide 19:
Accessibility:  The Curb-Cut Perspective
Sidewalk curb-cuts benefit many other beyond people who use wheelchairs (e.g. strollers, delivery carts)
Generically referred to as “curb-cuts”

Slide 20:
Accessibility:  The Curb-Cut Perspective
•	Many “mainstream” technologies began as accessibility accommodations and became curb-cuts:
•	Telephone
•	Loudspeaker
•	Speech synthesis
•	Voice recognition
•	These are highlighted as *Curb-Cut*
•	Short term gains to authors and organizations that come from long-term improvements to document accessibility

Slide 21:
What is an “Office Document”?
•	“Office documents” are:
•	Intended to be used by people
•	Not computer code
•	Text-based
•	Not simply images, although they may contain images
•	Fully printable
•	Dynamic features are limited to automatic page numbering, table of contents, etc.
•	Do not include audio, video, or embedded interactivity)
•	Self-contained
•	Without hyperlinks to other resources unlike web content
•	Typical of office-style workflows 
•	E.g., reports, letters, memos, budgets, presentations, etc.

Slide 22:
What is an “Office Document”?
•	Documents without such characteristics are not “office documents”
•	Even if they have been created using an “office application” (e.g. MS Word)
•	If the document includes interactive content or video
•	WCAG 2.0 probably applies directly
•	See:  http://w3.org/TR/WCAG20

Slide 23:
How to Apply WCAG 2.0 to Office Docs
•	WCAG 2.0 was originally developed to assess the accessibility of web content
•	Why WCAG 2.0 works well for assessment of other types of electronic content:
•	Widespread, international adoption
•	Open development process (W3C-WAI)
•	Low price (free) 
•	Robust guidance materials
•	Approach has been critically reviewed
•	 “Guidance on Applying WCAG 2.0 to Non-Web ICT”
•	http://w3.org/TR/wcag2ict

Slide 24:
How to Apply WCAG 2.0 to Office Docs
•	In 2011, the IDRC, in association with the Government of Ontario and UNESCO, developed the Accessible Digital Office Documents (ADOD) website:
•	http://adod.idrc.ocad.ca/
•	Site includes “Assessment Framework” and “Authoring Techniques”

Slide 25:
Assessment Framework
•	Web content can be as simple as plain text or as complicated as dynamic web apps
•	WCAG 2.0 is formulated broadly
•	Process of applying WCAG 2.0 to office documents
•	Primarily involves defining an applicable subset of WCAG 2.0.
•	When using WCAG 2.0 for office documents
•	Web-specific terms such as “web content” need to be mapped
•	For more information, see:
•	http://adod.idrc.ocad.ca/framework

Slide 26:
Authoring Techniques for Word 2010
•	For most people
•	Creating office documents as part of their work
•	More important resources are the “authoring techniques”
•	Publically reviewed resources cover many of the most popular office suites including:
•	Word 2003, 2007, 2008:Mac, 2010, 20011:Mac
•	OpenOffice 3.4
•	iWork ’09
•	Adobe Acrobat 9, 10, 11

Slide 27:
Technique 1
•	Use Accessible Templates
•	Starting point for documents, so accessibility is critical
•	How to create an accessible template
•	How to select accessible templates (empty templates tend to be accessible)
•	*Curb-Cut*
•	Effective templates also support document management and branding
Screenshot of template selection mechanism

Slide 28:
Technique 2
•	Specify Document Language
•	Indicate primary natural language
•	Indicate if a different language is used for select text
•	Enables assistive technologies (AT) to accurately present content
•	*Curb-Cut*
•	This language is also used for spelling and grammar checking
Image of the Language dialog showing how English (US) us selected.

Slide 29:
Technique 3
•	Provide Text Alternatives for Images and Graphical Objects
•	Ensure information is conveyed by AT to people who cannot see the object
•	More complex objects require longer description (e.g. artwork, flowcharts) 
Screenshot of the format picture dialog showing that alt text is to be entered into the 'description' field.

Slide 30:
Should Graphics be Avoided?
•	Accessible documents should not be equated with text-only documents
•	In fact, some people with disabilities will find it easier to understand graphics than dense text

Slide 31:
Technique 4
•	Avoid “Floating” Elements
•	Ensures that objects are part of the reading order
•	*Curb-Cut*
•	Floating objects are more difficult to control as pages repaginate
Screenshot of Image Text Wrapping options in Word 2010. 'In line with text' is selected.
Slide 32:
Technique 5
•	Use “True” Headings
•	Documents require structuring to make them more straightforward for readers to understand
•	“True Headings” create logical divisions that AT can communicate
•	*Curb-Cut*
•	Headings used by Word to auto-generate a table of contents
•	Headings used by Word for “Navigation Pane”
•	Easier to update document styles and keep them consistent
Screenshot of Word 2010 ribbon with Header 1 selected.
Slide 33:
Technique 6
•	Use Named Styles
•	Similar to “True Headings”
•	Helps to understand why something was formatted in a given way
•	Use Paste > Special
•	*Curb-Cut*
•	Easier to keep update document styles and keep them consistent
Screenshot of styles pane in MS Office 2007.
Slide 34:
Technique 7
•	Use Built-In Document Structuring Features (rather than tabs and spaces) to create:
•	Tables (and “Convert Text to Table” feature)
•	Lists
•	Columns
•	Page Breaks
•	Table of Contents
•	Page Numbering
•	Document Title
•	*Curb-Cut*
•	Much easier and more consistent than using typography
Screenshot of Create Table dialog.
Slide 35:
Technique 8
•	Create Accessible Charts
•	Same basic accessibility considerations as rest of document
•	Ensure contents are clear and labeled
•	Consider also providing the data in tabular form
•	*Curb-Cut*
•	Tabular data is easier to copy and work with.
Screenshot of 'Inset Chart' function in MS Word 2007.
Slide 36:
Technique 9
•	Make Content Easier to See (especially when printed)
•	Use font sizes between 12 and 18 points for body text
•	Use fonts of normal weight, rather than bold or light fonts
•	Use bold, italic, all-caps and underlining sparingly
•	Use standard fonts
•	Sans serif fonts (Arial) may be easier to read than serif fonts (e.g., Times New Roman)
•	Avoid animated or scrolling text
•	Use sufficient contrast
•	Avoid using color alone or relying on visual characteristics
•	Avoid using images of text
•	*Curb-Cut*
•	Everyone benefits when documents are easier to read

Slide 37:
Technique 10
•	Make Content Easier to Understand
•	Whenever possible, write clearly with short sentences
•	Introduce acronyms and spell out abbreviations
•	Avoid making the document too “busy”
•	Use lots of whitespace
•	Avoid too many different colors, fonts and images
•	If content is repeated on multiple pages within a document or within a set of documents (e.g., headings, footings, etc.), it should occur consistently each time it is repeated.
•	*Curb-Cut*
•	Everyone benefits when documents are easier to understand

Slide 38:
Technique 11
•	Check Accessibility
•	Use the Word 2010 Accessibility Checker.
•	Identifies potential accessibility errors and describes how to repair them
•	Not all issues can be identified automatically
•	List of checker rules:
•	http://office.microsoft.com/en-us/word-help/accessibility-checker-rules-HA101823437.aspx
Screenshot of the Office 2010 Accessibility Checker pane. The pane includes a listing of errors with additional information on why and how to fix for each.
Slide 39:
Technique 12
•	Use Accessibility Features when Saving/Exporting to Other Formats
•	Saving as “tagged” PDF
•	Saving as HTML
•	*Curb-Cut*
•	Text-based, tagged PDFs are easier for search engines to parse
Screenshot from MS Office's Save as PDF feature.
Slide 40:
Word 2010 Demonstration
•	Live demonstrating how some of these techniques can be used to improve the accessibility of a document using MS Word 2010
•	Shared application screen that will be used for this demo is not accessible to screen readers
•	Presenter will be incorporating audio description
•	See earlier slide (6) for details

Slide 41:
Workflow Integration
•	Techniques and feature support are not enough!

Slide 42:
Workflow Integration
•	Accessibility needs to be integrated into the organizational workflow — the daily routine way that people do their jobs
•	Successful integration of accessibility into the workflow of an organization requires considering:
•	Whether accessibility is enabled 
•	Follow through to determine if accessibility is improved
•	This integration should achieve the following goals…

Slide 43:
Workflow Integration Goals
•	All staff use the same office applications
•	Separate versions increase cost and decrease consistency
•	All office documents produced for internal or external use be accessible.
•	Documents are often shared in unexpected ways
•	Accessible office documents be efficiently created and maintained
•	Via accessible templates
•	Use of the accessible checker
•	Identify synergy with other organizational goals
•	Look for the *curb-cuts* (e.g. branding, archiving, etc.)

Slide 44:
Resources
•	Accessible Digital Office Document Guides:
•	http://adod.idrc.ocad.ca/ 
•	WebAIM Articles:
•	http://webaim.org/articles/ 
•	MS Word 2010 Resources:
•	http://www.microsoft.com/enable/products/office2010/
•	Great lakes ADA Center:
•	http://adagreatlakes.com/

Slide 45:
Questions?
You may type and submit questions in the Chat Area Text Box or press Control-M and enter text in the Chat Area

Slide 46:
U.S. Access Board
(800) 872-2253 (voice)
(800) 993-2822 (TTY)
E-mail: 508@access-board.gov
www.access-board.gov

Slide 47:
Thank you for participating in today’s webinar
Next session: “Accessible Alterations” January 9, 2013 at 2:30 – 4:00 pm (ET)
www.accessibilityonline.org
(877) 232-1990 (v/TTY)