WCAG 2 for Office: from Word and PowerPoint to PDF

WCAG 2 for Office: from Word and PowerPoint to PDF

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Course Description

Are your documents inclusive by default? Learn how to create accessible Word and PowerPoint documents, using document accessibility foundational techniques.

It used to be that the only way to comply with web accessibility standards for persons with disabilities or difficulties was to publish content in HTML. One of the most pleasing parts of the evolution of WCAG 2 is that it has become feasible for you to make Office files (as well as PDF files that start as Office files) be both technically compliant with the standards as well as functionally accessible … but only if you know how. We’ve worked with other accessibility experts, as well as Microsoft engineers, to put together this comprehensive and powerful course, where attendees walk away with immediately applicable tips and techniques to make Word and PowerPoint content accessible.

Whether fixing existing .doc and .docx or .ppt and .pptx … or creating a system of templates where accessibility is baked in, we’ll demystify how to make any document accessible.

Our approach saves time and money while making your documents easier for everyone to use. When we design for the extremes, everyone benefits.

Not only will you comply with the standards (AODA, WCAG 2, Accessible Canada Act, Section 508, EN 301 549 …): you’ll be broadening the audience for your content while delighting existing authors and users.

An accessible document is one that allows people living with accessibility issues to receive the same information as everyone else. From captions to keyboard navigation, document accessibility includes topics as varied as the human senses.

This course teaches Word and PowerPoint users to succeed in effectively creating accessible document templates and documents, taking into account your relevant laws and regulations.

You can succeed in maintaining the accessibility that is already cooked into accessible templates or create your own so that everyone can participate in the editorial process. Meanwhile, you’ll be reducing the effort that will be required for your Web team to convert your document to accessible PDF, HTML, or EPUB.

Not only will you comply with the standards: you’ll be broadening the audience for your content while enriching the experience of existing users.

David Berman will convince you of why accessibility is important for everybody, then provide in-depth familiarity with federal and international guidelines that will help your Office content be a more effective resource for your entire audience. You’ll also gain familiarity with assistive technologies that help people with specific disabilities and difficulties.

Our full-day course includes a thorough review of every pertinent standard that applies to accessible Word and PowerPoint, including policies which call for WCAG 2 Level A and AA conformance (such as EN 301 549, Canada’s ACA, U.S. Section 508, Ontario’s AODA, and Manitoba’s AMA). These standards allow Word and PowerPoint files (or the HTML, PDF or EPUB that result from them) to be your primary format, but only if your documents are truly accessible. We’ll cover how to make the file accessible, then how to test it as well.

Not only will you leave with ideas you can use right away, you may also gain a whole new attitude towards how technology can improve lives. By the end of the day, you will not only be aware of why accessibility and standards affect everyone: you’ll be equipped with a thorough understanding of what needs to be done and how, including tools and testing techniques. Each participant leaves with a comprehensive 180+ page learning guide, detailing every relevant accessibility success criterion.

This course incorporates adult learning principles and activities appropriate to a variety of learning styles and qualifies for CEUs (certified by organizations such as PPAC).

“Excellent… knowledge I can use.”

– Sandra Clark, Ministry of Trade and Industry, Oslo (Norway)

“Focused and easy to follow.”

-Jason Hollett, gordongroup

“Great. He kept me listening and understanding.”

– Matthew Brunetti, Lixar IT

“Inspiring!”

– Morten Budeng, King Design

“Excellent.”

– Sylvie Nyman, Indian and Northern Affairs Canada

What Makes This Course Unique

Our course leader, David Berman, is a consultant on accessibility for large IT projects and has worked on Web accessibility projects for many large organizations including Statistics Canada, the National Research Council, and IBM.

He is a high-level advisor to the United Nations on how accessible IT can help fulfill the Millennium Development Goals more rapidly.

He has been the project manager of numerous accessible Internet projects, and has developed strategies for CFIA, CRA, CMHC, Health Canada, Canadian Heritage, Industry Canada, and the International Space Station … as well as many private sector and non-profit organizations.

By addressing and understanding accessibility issues, publishers can more effectively deliver their message to their entire audience, regardless of physical or mental impediments, while complying with legal and moral responsibilities.

“I enjoyed it all.”

– Robert Hallat, Public Service Commission

“Right on target.”

– Marius Monsen, Reaktor ID

“He knows what to do!” “This will guide us for the AA Standards”

– Bassil Wehbe, Agriculture Canada

What You Will Learn

You will learn how to make your current communications more accessible by complying with emerging standards and guidelines. Specifically, you will learn:

• Introduction to document accessibility foundational techniques
  • Why should we care?
  • What challenges do people face?
  • What technologies close the gaps?
• Which standards apply to you? Demystifying the acronyms…
  • WCAG: the Web Content Accessibility Guidelines
  • ADA: Americans with Disabilities Act, Section 508
  • AODA: Ontario’s standards
• WCAG 2 and how it applies to documents
  • Introduction to accessible Word, PowerPoint and Office
  • Introduction to accessible PDF and PDF/UA
• What do you need to know about the WCAG 2 success criteria?
• Creating accessible MS-Word and PowerPoint documents
  • Working with text structures (headings, lists, and tables)
  • Working with images (placement, alt text, and decorative images)
  • Working with layout (columns and text boxes)
  • Working with headers and footers (page numbering and sections
  • Baking accessibility into templates
• How do document professionals comply with every success criterion, without tradeoffs?
• Document accessibility foundational techniques specific to Word, PowerPoint, and PDF, including
  • headings/styles
  • alt tags
  • accessible tables/charts
  • table of contents
• What are the testing tools to confirm you’re meeting or exceeding the standards?
  • accessibility checkers
  • using the Office Accessibility Checker to flag and repair issues
• Introduction to functional accessibility testing
  • Using Word’s Read Aloud
  • Using keyboard navigation
  • Using zoom and reflow
  • Replacing document colors
  • Choosing a screen reader for testing
  • Involving real users
• Exporting to PDF (and HTML)
  • Setting the export options
  • Exporting
  • Introduction to what you would have to learn in order to “Touch up” the accessibility in Acrobat Pro (or another PDF editor)
• Q&A until we run out of Qs

“Very good: made me think…”

– Bente Mollevik, Norwegian Savings Bank Association

“Great: very comprehensive. Touching on all aspects of accessibility.”

– Marc Iafelice, CFIA

“David really knows his topics. Very well done: got the point across in a way that can be apply to everyone.”

– Sean Strasbourg, CFIA

Prerequisites

Experience with Word and PowerPoint is required, no experience with accessibility and WCAG 2.0 or 2.1 is required.

“Clear and entertaining: will allow more strategic planning rather than just reactionary stumbling.”

– Steve Doody, Justice Canada

“This will make us better communicators.”

– Luc Bergeron, SSHRC

“Perfect.”

– Jean Leclair, Environment Canada

Who Should Attend

This course is targeted to all writers, editors, translators, and designers who work with Word and PowerPoint. QA teams would also benefit from the content of this course.

Language

English (French available upon request)

Duration

Half-day, one-day; or two-day course if you wish to also cover PDF editing (we provide this course customized for your organization).

Experience

Web accessibility

We are experts in the fulfillment of WCAG, AODA, and Section 508 requirements regarding accessible documents and Web publishing. We have performed accessibility audits and reviews for Tim Berners-Lee’s World Wide Web Foundation on both government and business Web sites in each of over 40 countries.

Accessibility for Ontarians with Disabilities Act

We have expert knowledge in all relevant requirements of the accessibility standards called for in the regulations under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA).

We are experts in the fulfillment of AODA regulations regarding accessible documents and Web publishing. Our strength in this area is such that we run regular courses in Ontario that specifically teach executives, managers, educators, content developers, and Web programmers how to comply with AODA regulations. The Accessibility Directorate of Ontario itself (who governs AODA) has repeatedly sent their managers and staff to be trained personally by us.

Ontario municipalities and school boards

Our AODA clients for consulting and training have included a variety of municipalities and public institutions in Ontario (including the Association of Municipalities of Ontario, City of Cambridge, City of Oakville, City of Ottawa, City of Owen Sound, City of Hamilton, City of Peterborough, County of Essex, County of Wellington, Halton District School Board, Hamilton-Wentworth School Board, Limestone District School Board, Niagara Parks Commission, Norfolk County, Region of Peel, Toronto Transit Commission, and the Windsor-Essex County Health Unit.)

Higher education/academia

Our clients for consulting and training have included a variety of colleges and universities within Ontario (including Algonquin College, Brock University, Carleton University, Durham College, Humber College, McMaster University, Mohawk College, Seneca College, St. Lawrence College, University of Guelph, University of Toronto, University of Waterloo, University of Windsor, W. Ross MacDonald School for the Blind, and York University), elsewhere in Canada (Concordia University), the United States (Boston College, Virginia Commonwealth University, University of Virginia, Savannah College of Art and Design), and beyond (Cardiff Metropolitan University, London School of Printing and Publishing, Universidad de las Americas, Yarmouk University, Bauhaus / Anhalt University of Applied Sciences, Binus University, Caldas University, Central Academy of Fine Arts of China, Federal University of Pernambuco, Lebanese American University, Vilnius Academy of Arts, VCU Qatar).

David is Chair of Carleton University’s Carleton Access Network for accessible information technology, run out of Carleton University’s Paul Menton Centre as an initiative of the School of Engineering.

Corporations and private sector

Our private sector clients for accessibility work include Actuate, Adobe, Blindside Networks, BMO (Bank of Montreal), Bruce Mau Design, Canadian Broadcasting Corporation, Conference Board of Canada, Empire Life, eXplorance, gordongroup, IBM, Jewish Federation of Ottawa, Lixar, Minto, NetCentric, OC Transpo, OpenText, Oxford Properties, Shaw Media, The Home Depot, Toronto Transit Commission, United Way, Yamaha Music

Government Accessibility

We have been involved with the United States and the Government of Canada Treasury Board standards on accessibility for over a decade and have provided training to most major departments and agencies in the federal government. We have also provided consultation to the governments of Manitoba, Ontario, Queensland (Australia), India, and Norway.

“I love David’s approach.”

-Carole Dubuc, Canadian Armed Forces

“Clear, concise, and very useful.”

-Annette Kallevig

“Excellent, eye-opening, and not preachy!”

-Carrie Walker-Boyd, Canadian Food Inspection Agency

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Reviewed November 13, 2019