[techtalk] WORD/G-Docs – Make Sure Your Files are Accessible

Tue Jul 7 13:37:36 PDT 2020

Greetings and welcome to this week’s issue of Tech-Talk!
Use the built-in tool in Microsoft programs to make your info accessible
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 This Week's Topic: WORD / G-Docs

1. ARTICLE & VIDEO ... Easy Way to Make Sure Your Files are "Accessible"
2. COMMUNICATING ... Text design can show you're "cool".
3. LEADERSHIP ... Leading by example with your cell phone

[accessibility]<http://r20.rs6.net/tn.jsp?f=001IdieGaUKz2VAAsNg3DIeF0rLF5uw2H_nhmiCeBVeBhqm7lEW48WclaEAKz5spQfLCQaEKiUejhswXSpfV9WU-ZeLP8k5efHQ3P2W_r4Pr97carTejJHOS0rLJkC5VeZoY7tf5tLoshVPTSTnW5tDHyJ8_v58zBrcSSmfdZmY4KEtHlr1_Q1ZWH1sPQjRuqEyIGdFsXMdSzxVTAXebVwHGg==&c=o6ULoz5m2JhNd0zw1KHmyT3dUpRKtENfceNgbrYzqe2YLcKEaeDoBg==&ch=o-MGmP_hRQpFSijuHpAyEMrs8zfrSjSCLn_36HBYkWki-O3HAafHMQ==>

Photo by Alyssa Stevenson<http://r20.rs6.net/tn.jsp?f=001IdieGaUKz2VAAsNg3DIeF0rLF5uw2H_nhmiCeBVeBhqm7lEW48WclaEAKz5spQfLAmDvlKz2J73QoXMEd6vMPPwPYZ-kFGH9vxjWKCtdmKjvJymZzPiL3HMh4pfPnUu8Ve3c6CZGmicLDLO-lI-95mdMZ9ZOt2bLY3jrdouso4oTwxQPteqIc6swRAYyIj-oYnfWIZICZxygmj3tEjJU_5OkLiLFvR89FM6O4-4k7EW9u-_RmRJ66FHR4eSGLEyBH7JdhwIW6fo=&c=o6ULoz5m2JhNd0zw1KHmyT3dUpRKtENfceNgbrYzqe2YLcKEaeDoBg==&ch=o-MGmP_hRQpFSijuHpAyEMrs8zfrSjSCLn_36HBYkWki-O3HAafHMQ==> on Unsplash<http://r20.rs6.net/tn.jsp?f=001IdieGaUKz2VAAsNg3DIeF0rLF5uw2H_nhmiCeBVeBhqm7lEW48WclaEAKz5spQfLo_xeNAYtuhjJKrPGnoegW47roT9hzq1JXwIHA70CA8_25uqmFNZDX_cW2rZ_iPnyE1Pm8m2Pz3Cx4_CyDxa4QRRfbrsli5ZqebKtVU0tbLSVQkW0oDL-7RZysEBbh83c1MVwsH9DVzDRNk2LZ4Nb0wHbdlNVuvMGkJ-QXmZ7gi_6CTrz5a_ZRBYeiUcDeHmIjH0UbVOw434=&c=o6ULoz5m2JhNd0zw1KHmyT3dUpRKtENfceNgbrYzqe2YLcKEaeDoBg==&ch=o-MGmP_hRQpFSijuHpAyEMrs8zfrSjSCLn_36HBYkWki-O3HAafHMQ==>

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WORD/G-Docs – Make Sure Your Files are Accessible
Intermediate

[accessibility]

Wouldn't it be nice if there were an easy way to make sure the documents you put up online were accessible?

You want them to be effectively read by a screen reader, right?

When you create documents, slideshows or even spreadsheets… and share them with others, you want to make sure they are accessible to people with all abilities. And of course you want to comply with the Americans with Disabilities Act of 1990.

Microsoft has made it really easy for you! It's right there at your fingertips. We'll show you what you can do in the Google Suite too. The software knows what to look for such as heading styles instead of larger text; readable text for hyperlinks instead of a long URL and so on. It especially looks to make sure that every image has words that describe that graphic so the listener can understand it's purpose. These descriptions are called Alt Tags or Alt Text or ALT tags.

Now in each part of the Office Suite, there is a "checker" to see what might be hindering the document from being accessible ... and even better, they offer one-step ways to fix any problems there may be.

Accessibility Checker in Microsoft Office

To make it easier for people with all abilities to read (or edit) your Word, PowerPoint and Excel documents (and even in Outlook email) there is a built-in accessibility checker.

When you use the checker, it groups the results into three areas for you to review and fix: errors, warnings, and tips.

[https://files.constantcontact.com/ee1208b4001/d5dbec3f-40d0-4f1c-a7a8-b52f880efa62.png]

·     Errors – These items are those that make it difficult or impossible to be read by persons with visual impairment... especially when using screen readers. For example, an image without an ALT tag included.

·     Warnings – Items that should be updated, but are not critical. This could include an Excel sheet tab that doesn't have a specific name, like "Sheet2." Or not enough color contrast between text and a background.

·     Tips – These are issues that could cause problems, and should be presented in a different way. For example, a long document that doesn't use Heading styles or have a Table of Contents.

If you address all errors, warnings and tips, your document will be more accessible.

Use the Accessibility Checker In Microsoft Programs

We're going to use Microsoft Word in this example, but the concept is the same for Excel, PowerPoint and Outlook as well.

·     When you have completed your document and are ready to run the checker, go to the Review tab and click the Check Accessibility option.

[https://files.constantcontact.com/ee1208b4001/56896d57-d926-40db-a48a-a931f5d0fddf.png]

·     The Accessibility window will open in the side panel and list Errors, Warnings and Tips on how to improve your document.

In the example below, this Word doc certainly needs some accessibility updating! You see 20 problems with text, 20 problems with images, one warning and one tip. Don't worry! When you click on each arrow (>) to see the issue, Microsoft will give you options to fix it.

[accessibility check]

[fix errors]

Fix each individually. Microsoft lets you do that in one step.

In the example to the right, when you click on the error, it will show you how to fix it.

For images, you can instantly add the ALT Tag (picture description) or mark it as "decorative."

EXAMPLE IN POWERPOINT - Errors included Missing ALT text, and a Missing slide title. Warnings included reading order which means that a person listening to the content on the slide will hear text, shapes and other content in a specific order. If it's not the order you want, it may be confusing. You can use the Verify object order option in the checker to fix this.

[example in PPT]

Accessibility in Google Apps

Google doesn't have a built-in tool like Microsoft, but you can get a free add-in that works similarly to it's MS counterpart.

[turn on accessibility settings]

First, make sure to turn on the Screen Read Support for your doc, slide or sheet.

·     In the menu, go to the Tools and choose Accessibility settings.
·     In the window, check the Turn on screen reader support box. There are other options to turn on braille support and a screen magnifier.

Install the Grackle Docs Add-on

[Grackle]

·     In the toolbar, go to Add-ons and choose Get Add-on.
·     In the search bar type: Grackle Docs and select it. Follow the prompts to install.
·     Refresh your page.
·     To use the Grackle accessibility checker, go to Add-ons and choose Grackle docs, then Launch.

[Grackle checker]

The checker will display in the right side panel. It groups items into sections: Documents, Images, Headings, etc…

·     Green check marks will display in each area where changes are NOT needed.

·     A red X will show you where to make updates.

·     Click on the X to open the error and see what modifications should be made.

[Grackle results]

GOOGLE DOC EXAMPLE - In these results, it shows the image needs an ALT tag. When the "Locate + TAG" button is clicked, a new window will open for you to add the tag and clear the error.

There is a separate add-on for Grackle Sheets and Grackle Slides that will need to be installed individually for these programs.

[https://files.constantcontact.com/ee1208b4001/41d9a61c-7e5a-4de3-b0a4-4021dd05cea3.png]

Communications: Design
Simple treatment ... big impression

Yes, you communicate with every aspect of a document you create. So, let's talk about subheadings. Sure you can bold them and put the text in color. That works.

Here's a tweak that appears to be subtle, but makes a big impression in terms of sophistication. The more professional your document appears, the more seriously your information will be regarded.

So here's the trick to communicate style...

Turn the subheads into "small caps." (Of course, as soon as I say this, I realize I can't create an example of this feature in this email tool ... but I can in Word and PPT. (Find this feature in the Font section.)

TIP: Be sure you type the text in Upper and Lower case so that the small caps can work its magic. If you use all caps, it will not convert.

Google Suite: You can use small caps in G-Docs and G-Slides if you have an Addon installed for capitals. Choose one that gives you the best choices (all caps, all lowercase, small caps, etc.).

[https://files.constantcontact.com/ee1208b4001/be892180-4cef-4e4b-b70d-cf15f60e036b.png]

[https://files.constantcontact.com/ee1208b4001/da1c6ee9-ba35-4af5-9c80-8e1b5781189e.png]

Leadership
Do you walk the talk?

A friend of mine named Judy was recently promoted to a manager / supervisor position. Great!

Now the shift process starts to take place. There's an extra motivation to walk the talk.

Here's an example...

The organization's policy is to not talk on the cell phone while working. Most people abide by that, but when that device starts ringing (or buzzing) in your pocket it's awfully hard not to look at it and quite often, answer it, right?

It's almost instinctive ... or a knee-jerk reaction.

So now here's Judy ... a floor manager. The phone rings. She looks down and sees that it's her boss or the HR Department calling.

What does she do?

What should she do?

Answering the phone while on the floor won't set a good example. But not being readily available to your colleagues is an issue also.

So, what do you think? How can Judy set a good example of not talking on the phone while on the work floor, and still communicate with her other colleagues?

I bet you can come up with a number of ideas and put them in the comment section for this article<http://r20.rs6.net/tn.jsp?f=001IdieGaUKz2VAAsNg3DIeF0rLF5uw2H_nhmiCeBVeBhqm7lEW48WclaEAKz5spQfL-f6fgMrwsikHmbGRAwdfobisMzpckShcR3E86YWwwf6TjIUqL5qEicjXyKTZ7y9GcTH64yflF3hAh-YnmMnwEaD3ljf8AYRntm6WlCkYMeB8t0JjuPN3lQ==&c=o6ULoz5m2JhNd0zw1KHmyT3dUpRKtENfceNgbrYzqe2YLcKEaeDoBg==&ch=o-MGmP_hRQpFSijuHpAyEMrs8zfrSjSCLn_36HBYkWki-O3HAafHMQ==> in the Tech-Talk database. (And we hope you do!)

Remember this ... if Judy answers the phone because "her calls are an exception" she will not be setting a good example. She will not be walking the talk. And she will definitely lose the respect (and trust) of those who are working for her. (And that's very hard to undo later.)

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