For Part 2 of our “Accessibility in Office Applications” blog series. This week we’re exporing Accessble Best Practices and Accessibility Features that are specific to Microsoft Word.

Accessible Best Practices in Word

Remember: these are in addition to the Accessible Best Practices in Office Applications – Part 1 of this blog series!

Headings

Use the heading styles that are built in!

Don’t just adjust the font formatting – this may (and we emphasize) may make it visually look like a header, but it isn’t structurally a header. Screen readers won’t know it’s a header. Your table of contents can’t be automatically made. There is no way to navigate your document.

Use the heading styles that are built in!

It’s also recommended that you have no more than 6 heading levels.

Learn more about using built-in heading styles in Microsoft Word

Links

Hyperlinks should have meaningful text!

Ideally, they should also make sense if read on their own as screen readers or keyboard navigation users can navigate through a list of links.

Don’t be a member of the “click here” club!

It’s also recommended that links have a different color than the rest of your text, and, are underlined. Remember how color can’t be used as the only way to convey information? Without underlining your links, the only way to tell that text is a link, is by color!

When able, we recommend using the hex code #0000FF for links. This is “true blue” or “100% blue”.

Learn more about accessible links and meaningful text in Microsoft Word

Readability

Did you know that Word can evaluate your text based documents for readability? It can! And readability is an often over-looked aspect of ensuring your document is accessible.

When we say “readability” we really mean comprehension. If your document is “hard to read” it is hard to understand.

Word uses the Flesch-Kincaid Grade Level rating. We’d recommend to keep your documents at a grade level of 9 or less. If your document scores higher than 9, it might be hard to understand for some folks. Try to go back and edit your work.

For the writer of this blog, the most common reason for higher grade level, is long sentences. Try to keep your sentences under 20 words… Hey guess what?! Word also tells you the average words per sentence in your work!

Learn more about getting your document’s readability statistics

Accessibility Features in Word

Dictation

Dictate text! That is, speak and have your computer type for you!

Learn about Dictation in Microsoft Word

Immersive Reader

Immersive Reader is multiple tools all built into one feature!

• Adjust column width and text spacing
• Change the page (background) color
• Use a reading ruler
• See syllables identified
• Have text read aloud

Learn more about Immersive Reader in Microsoft Word

Editor

Editor is an advanced version of the previous spelling and grammar checker! Use Editor to check for:

• Spelling and Grammar
• Clarity
• Conciseness
• Formality

Remember how we recommend you use simple, clear, and concise language? Editor can help you with that!

Learn more about Editor in Microsoft Word

Keyboard Shortcuts

Learn about keyboard shortcuts in Microsoft Word

Welcome to the start of a blog series exploring accessibility features, and creating accessible content in Office applications!

Why are we focussing on Office Applications? Well, because they’re commonly used in workplaces, by students, and for personal use. But also, because both staff and students have access to Office applications through the College!

Accessible Best Practices Across Office Applications

There are some accessible best practices that are specific to certain applications (which we promise will be explored in future posts).

This blog post is going to outline some of the more commonly used (or missed) Accessible Best Practices that can be applied in a variety of Office Applications!

Tables

• Table headers need to be repeated if the table spans multiple pages
• Use table captions – explain what the data in the table is showing
• Tables need to work (convey the information) on all platforms – phones, computers, tablets

Learn how to create tables following Accessible Best Practices:

• Accessible Tables in Word – Microsoft Support Article
• Accessible Tables in PowerPoint – Microsoft Support Article

Now if you checked these links out, you’d see it’s recommended that you present the data in another way… Perhaps, in a list?…

Lists

• Use actual lists! Don’t just add a – or type 1. – these are not actual lists and will not be read as a list by any screen reading or read aloud technologies
• Use the built in list formatting
  • Ordered – numbers or letters
  • Unordered – symbols like bullet points
• Capitalize the first word of every list item

Learn how to create Accessible Lists in Word – Microsoft Support Article

Text

• Avoid italics
• Avoid ALL CAPS
• Save underline formatting for links
• Consider using a dark grey font color (instead of black)
• Chunk or group information (avoid a “wall of text”)

Learn about Accessible Font Format and Color – Microsoft Support Article.

Language

• Use simple, clear and concise language
  • Don’t use unnecessarily complex words
  • “Get to the point” – say what you mean using as few of words that makes sense
  • Do use words that do not make your meaning confusing… Like that sentence… Use words that make your message clear
• Avoid “ableist” language, or language that assumes someone’s abilities
  • Instead of “I am just going to run over there” use “I am just going over there”
• When using abbreviations, ensure that you define that abbreviation at least once

Color Contrast

Without getting too technical, Accessibility Checkers built into Office applications do a good job at checking for appropriate color contrast, in typed text. Color contrast in images needs to be manually checked with a color contrast checker such as this Colour Contrast Analyser free for download on Windows and Mac.

Side note on color: color should never be used alone to convey a message.

Learn about accessible color contrast of text:

• Accessible Font Colors in Word – Microsoft Support
• Accessible Font Color in PowerPoint – Microsoft Support

Images

• Images must have alternative text (alt. text)
  • Alt. Text needs to be meaningful and describe what the image is/why is is included?
  • Only images that are purely decorative (for example: design elements) may be marked as decorative
  • Keep alt. text under 150 characters (use an image description when needed)
• Use Image Descriptions is alt. text is becoming too long
• Images need to be of good quality (not blurry or pixelated), even when magnified!
• Don’t overuse images

Need help writing alt. text or image descriptions? Use this Image Accessibility Creator Tool by Streamlit as a starting point! You’ll need to verify the output add any necessary context.

Additional Resources

By chance, are you an instructor at the College? If you are, make sure you check out the “Instructors Guide to Accessible Courses” Tutorial in LEARN! If you are not already enrolled, you can self-enroll through the My Learning section in HRIS.

Happy New Year and welcome back! Hopefully the winter break provided you with some much deserved rest and relaxation.

In previous years we’ve used the first post of the year to list out all of the blog posts we’ve done. However now that the blog has been around for over 2 years, and has around 75 posts, we feel it’s time to deviate from this pattern.

Instead, we are going to highlight our top ten (favorite) posts ever written!

Top 10 Tech Tips Posts

10 – Collections in Edge

This blog post outlines some of the amazing features of Edge, plus introduces Collections in Edge!

Collections in Edge Blog Post

9 – Tab Groups in Edge

Tab groups in Edge are a way to organize webpages, and group them together. Particularly important if (like the writer of this blog) you often have dozens upon dozens of tabs open!

Tab Groups (in Edge) Blog Post

8 – Speaker Coach

Speaker Coach is a feature built into PowerPoint that allows you to practice your presentation, and receive real time feedback.

Speaker Coach Blog Post

7 – Captions and Subtitles in PowerPoint

Learn how to have captions displayed along with your PowerPoint slides!

Captions & Subtitles in PowerPoint Blog Post

6 – Fun Features of Microsoft Word – Part 3

This blog post makes it into our top 10 favorite posts as it outlines the Quick Access Toolbar. This fully customizable toolbar allows you to have all of your most frequently used features on one handy toolbar.

Fun Features of Microsoft Word – Part 3! Blog Post

5 – Fun Features of Microsoft Word

This blog post is number 5 on our top 10 favorite posts as it outlines two amazing features in Word. The first feature is Microsoft Search, which is helpful when you cannot find a feature or setting you are looking for (and haven’t set up your Quick Access Toolbar). The second amazing feature is Quick Parts which allows you to save and enter blocks of text with a single click!

Fun Features of Microsoft Word Blog Post

4 – Fidget, to Boost Focus?!

Explore how movement and sensory stimulation can actually improve attention and concentration! Not everyone playing with their hair or spinning in their chair is distracted or disinterested. Plus this posts identifies how you can rent fidgets from the library!

Fidget, to Boost Focus?! Blog Post

3 – Read&Write, & the Read&Write LEARN Course

This blog posts introduces the Read&Write Tutorial in LEARN which is designed to support new users all the way from installing to using Read&Write.

Remember: Read&Write, and all of it’s amazing features, are available to all staff and students at RRC Polytech for free!

Read&Write, & the Read&Write LEARN Course Blog Post

2 – Accessibility Features

Learn about different accessibility features of different devices.

Accessibility Features Blog Post

1 – Tech Supports (and Other Supports) and Red River College Polytechnic

Explore some of the many supports that the College has to offer!

Tech Supports (and Other Supports) at Red River College Polytechnic Blog Post

Bonus!

After this post was planned and our 10 favorite posts of the year were picked, YuJa Panorama was integrated into LEARN. Just as we couldn’t help but post about it, we can’t help but include it in our top 10 posts! …and we didn’t want to bump any of the posts we had already chosen!

YuJa Panorama Blog Post

Below is a list of all of the new posts on the Tech Tips blog in 2024.

Android Accessibility Posts

• Android Accessibility Features Blog Post – voice dictation, voice access, switch access, TalkBack and Lookout.
• (More) Android Accessibility Features Blog Post – changing text & display settings, screen magnification, select to speak and interpreter mode.
• (Even More) Android Accessibility Features Blog Post – captions, live transcribe, sound amplifier and connecting hearing aids to your android device.
• Pixel Accessibility Features Blog Post – live captions for phone calls, magnification app and quick phrases.

Apple Accessibility Posts

• iPhone Accessibility Features Blog Post – vision, mobility, hearing and speech related accessibility settings.
• Voice Control (Apple Products) Blog Post – accessing and navigating your Apple device with your voice.
• Voice Dictation (Apple Products) Blog Post – “typing” text with your voice on Apple devices.

Windows Accessibility Posts

• Voice Access (Windows 11) Blog Post – accessing and navigating your Windows device with your voice.
• Voice Typing (Windows 11) Blog Post – “typing” text with your voice on a Windows device.

Read&Write Posts

• Read&Write – Your “Multi-Tool” for School Blog Post
• Read&Write, & the Read&Write LEARN Course Blog Post

Sensory Based Posts

• Fidget, to Boost Focus?! Blog Post – learn about the benefit of fidget or sensory items, as well as how to rent some from the library!

Other Posts

• YuJa Panorama Blog Post – learn about this amazing resource integrated into LEARN and how it can help you with your studies!
• Read or Unread Emails Blog Post – learn how to leave emails marked as unread until you’ve responded to them (even if you have actually read them)!
• Tab Groups (in Edge) Blog Post – organize web pages, pin tabs, and add a pop of color! Plus this post identifies practical applications for tab groups.
• Changing the “Normal” Template in Word Blog Post – learn how to adjust the “normal” template in Word. Bonus – information on accessible formatting!
• Digital Sticky Notes Blog Post – a digital and modernized version of the classic sticky note!

Extra! Extra! Read all about it … YuJa Panorama is now available in all LEARN courses!

What is YuJa Panorama?

YuJa Panorama, or Panorama for short, is integrated directly into LEARN. This means the user does not need to download anything, create an account, or activate Panorama. It’s just, there!

Panorama gives students flexibility and choice in how they interact with content in LEARN.

What can Panorama Do?

The Panorama Alternate Formats Menu allows students to reformat uploaded files and documents in LEARN. This gives the student choice in how they access content in LEARN!

With the Alternate Formats Menu, students may:

• Have content read aloud
• Adjust font style, size and color
• Use a reading light
• Use a gradient reader
• and much, much more!

Learn More About Panorama

Students

To learn more about YuJa Panorama check out this getting started with Panorama for students article (text and images).

Or watch the getting started with Panorama for students in D2L Brightspace video!

Staff

No need to feel left out! YuJa Panorama offers a host of amazing features for you! Read more about what YuJa Panorama can do for staff on Staff Forum.

We admit we’re a little late in posting this… These updates were made in February, but better late than never right?!

Sticky Notes Integration

Sticky Notes are a digital version of sticky notes (or “Post It Notes”). They’ve been around for a long time, but now they’re integrated into OneNote! Allowing you to sync your sticky notes across your devices (when signed in). You can also take a screenshot and add it to a sticky note, or, paste from a website and get a clickable link back to the source. You can still pop-out your sticky note, and adjust formatting like color, bold, and adding a bullet list. You can even dock it and split the screen with another app!

Want more information on Sticky Notes’ integration with OneNote?
Check out this Microsoft Insider Blog Post on the New Sticky Notes

Not quite sure how to use Sticky Notes?
Check out this previous Tech Tips blog post for ideas!

Improved OneNote Experience for iPhone

The new Home tab in OneNote for iPhones allows for easy creation of notes that you can customize! Jot down a quick idea. Snap a photo. Record a voice memo. Make a to-do list (or 5 if you’re like the writer of this post…).

Need more information? Want some quick tips and tricks? Or, want some scenarios to test?
Check out this Microsoft Insider Blog Post on the New Home Experience in OneNote for iPhone

Updates to Ink

Keeping Ink with Images and Inserted Files

Do you like to insert files using the printout option? Do you like to draw, highlight, or make notes on the file? For example, adding in instructor slides and making your notes on the slides? Now when you make these annotations using the ink tools in OneNote, they stay with the files! Allowing you to move the printouts, and keeping your annotations exactly where you put them!
Check out this Microsoft Insider Blog Post on Keep Ink Annotations with Images and PDF Printouts

Ink to Text

Oh so many updates were made to the ink to text feature in OneNote (where you can handwrite notes in OneNote, and have them converted to digital text). Text is now converted as you handwrite. Also, there are many gestures you can do with the pen. They apply formatting, like deleting text, adding spaces, and replacing text!
Find out more about updates to Ink to Text Pen Tool in OneNote

Ink Selection

Now using a multi-tap you can select a “word” or ink, a line of ink, or an entire page of ink markings! Much easier than trying to use the lasso tool.
Learn more about Multi-Tap Ink selection gesture in OneNote

Video Demonstration

These updates to OneNote (and more) are featured in Mike Tholfsen’s YouTube video “8 New Features in Microsoft OneNote for 2024”

Fidget Toys (just “Fidgets”, or sensory items). What are they? What do they do? How can they help me with my studies?

What Are Fidgets?

Fidgets are small objects that, most often, are manipulated with your hands. They are a source of movement (or sensory stimulation) when you need to sit still. Or, they are a source of movement when your body does best when it’s moving.

What do Fidgets do?

Do you find that when you’re sitting, your leg bounces? Or you’re moving around in your chair, picking at your nail polish, or twirling your hair? Do you also find that you’re maybe, not fully, focused on what’s going on around you?

Let’s put that into a classroom environment. You’re a student who doesn’t like to sit still, but can’t walk around the classroom during a lecture. You find that the longer you sit, still, your ability to focus lessens. Maybe to the point you’re not even paying attention anymore. …You’re not paying attention to your lecture… because your body needed an outlet, needed movement, and you couldn’t give it. Or could you?

Fidgets.

How can Fidgets Help?

Now you’re a student in a classroom with a fidget item. Something small. Discreet. Quiet. Something that you can do without others even noticing. You’re now giving your body that stimulation, that movement it needs, to allow you to focus. You’re doing it in a way that gives your body what it needs, without distracting others.

Did any of this resonate with you? Do you think fidgets could help you focus in class or concentrate more when studying? Then why not give them a try?!

Where to get Fidgets?

Fidgets can be purchased almost anywhere. But, did you know that you can borrow fidgets from the library? Giving you a cost-effective way to see if fidgets work for you? Or try out some different fidgets to find the right one?

Surprise! It’s true!
Check out the different fidgets you can borrow from the Library at the Notre Dame Campus!

Keep in mind: one size does not fit all! Fidgets help some people focus. Fidgets are distracting to others. Not everyone will find that fidgets help them, and not all fidgets will work even if fidgets do work for you.

We’re excited for this post! Why? This post will summarize previous posts on Accessibility Features built-into devices or applications. These features are essential for some, but beneficial for everyone!

Previous posts on Accessibility Features:

• Tech Tips Blog Post: Voice Typing (Windows 11) – type using your voice on Windows 11 products!
• Tech Tips Blog Post: Voice Access (Windows 11) – learn how to access and navigate your Windows 11 device with your voice!
• Tech Tips Blog Post: Voice Dictation (Apple Products) – type using your voice on Apple products!
• Tech Tips Blog Post: Voice Control (Apple Products) – learn how to access and navigate your Apple device with your voice!
• Tech Tips Blog Post: Android Accessibility Features – voice dictation, voice access, switch access, talkback and lookout
• Tech Tips Blog Post: More Android Accessibility Features – adjusting text/display settings, screen magnification, select to speak, and the magnifier app
• Tech Tips Blog Post: Even More Android Accessibility Features – captions, live transcribe, sound amplifier, and connecting hearing aids to your Android phone
• Tech Tips Blog Post: iPhone Accessibility Features – supports for vision, accessing and controlling your phone, live captions, sound recognition, live speech and more
• Tech Tips Blog Post: Google Pixel Accessibility Features – live captions for phone calls, magnification app, and quick phrases
• Tech Tips Blog Post: Accessibility Features of WebEx – learn more about the accessibility features of WebEx
• Tech Tips Blog Post: Captions & Subtitles in PowerPoint – learn how to enable live captions and subtitles in PowerPoint

Some of our previous blog posts didn’t fit nicely into the support areas we’ve already highlighted. That doesn’t mean though that we’re not going to point them out!

This week’s blog post is dedicated to great technology supports, we haven’t already included in the last few weeks!

Previous blog posts with other technology supports:

• Tech Tips Blog Post: Tech Supports (and Other Supports) at Red River College Polytechnic – A very special blog post highlighting some of the supports available through the various departments at the College
• Tech Tips Blog Post: Technology Literacy – Is a self-directed tutorial designed for students that provides basic skill development for using College-approved applications, including LEARN, HUB, Webex, MS Teams, and Office 365. 
• Tech Tips Blog Post: Tech Peer Tutors – Help you familiarize yourself with a specific College application and help you gain the basic-foundational tech literacy skills you need to be successful online.
• Tech Tips Blog Post: Accessibility Features of WebEx – Inclusion and accessibility features of WebEx that you can enable yourself.
• Tech Tips Blog Post: Captions & Subtitles in PowerPoint – Add real time captions in either the language you are presenting in, or translated into another language.
• Tech Tips Blog Post: Speaker Coach – Allows you to record yourself presenting, and provides feedback and suggestions on a variety of elements.
• Tech Tips Blog Post: Visual Ergonomics – Different setting, features, and suggestions to potentially reduce headaches and eyestrain from computer use.

Previous blog posts with supports for task & time management:

• Tech Tips Blog Post: Fun Features of Microsoft Word – this post is jam-packed (full of) features in Word that either save you time, or help keep you focused!
• Tech Tips Blog Post: Time Management Skills – learn about different resources the College has to offer for task and time management skills
• Tech Tips Blog Post: Reducing Distractions in Windows 10 or 11 – check this post out to learn about the different settings you can use to minimize visual distractions on your Windows computer
• Tech Tips Blog Post: Pomodoro Technique & Forest App – The Paa-muh-daw-row Technique structures your time into smaller chunks of work and break periods, with the thought that it is easier to focus for a short period of time, rather than a longer period of time. Forest is an app available for both android and iOS, as well as a web extension, that takes the Pomodoro Technique, and gamifies it! 
• Tech Tips Blog Post: Microsoft To Do – Helps you to conveniently organize your tasks in one place, and access that to-do list from multiple device
• Tech Tips Blog Post: Brightspace Pulse – With the Brightspace Pulse app is that you are able to visually see, across all of your courses, important dates for the week (month, etc…)