46
3. To change the title of the current document.
a. Go to menu item: File.
b. Select Info from the list in the left window pane.
c. In the right window pane, select the Title text box.
d. Enter the Title.
Note:
The Title defined in the properties is different than the file name. It is also
unrelated to the template name, discussed above.
Avoid “Floating” Elements
Avoid "floating" elements (other than charts) such as floating images, objects, tables or text
boxes. Similarly, avoid placing drawing objects directly into the document (e.g., as borders, to
create a diagram). Instead, create borders with page layout tools and insert complete graphical
objects.
Make Content Easier to See
Format of Text
When formatting text, especially when the text is likely to be printed, try to:
•
Use font sizes between 12 and 18 points for cell contents.
•
Use fonts of normal weight, rather than bold or light weight fonts. If you do choose to use
bold fonts for emphasis, use them sparingly.
•
Use standard fonts with clear spacing and easily recognized upper and lower case
characters. Sans serif fonts (e.g., Arial, Verdana) may sometimes be easier to read than
serif fonts (e.g., Times New Roman, Garamond).
•
Avoid large amounts of text set all in caps, italic or underlined.
•
Use normal or expanded character spacing, rather than condensed spacing.
•
Avoid animated or scrolling text.
To change the text size for a default named style:
1. Go to menu item: Home.
2. In the Styles section, select the Cell Styles icon.
3. Select the style to modify from the list.
4. Right-click* and select: Modify…
5. In the Style dialog, select the Format button.
6. In the Format Cells dialog, select the Font tab.
7. In the Size text box, type the desired size or select it from the list.
8. Select OK.
Use Sufficient Contrast
The visual presentation of text and images of text should have a contrast ration of at least 4.5:1.
To help you determine the contrast, here are some examples on a white background:
•
Very good contrast (Foreground=black, Background=white, Ratio=21:1)
51
37
•
Acceptable contrast (Foreground=#767676, Background=white, Ratio=4.54:1)
•
Unacceptable contrast (Foreground=#AAAAAA, Background=white, Ratio=2.32:1)
Also, always use a single solid color for a text background rather than a pattern.
Avoid Using Color Alone
Color should not be used as the only visual means of conveying information, indicating an action,
prompting a response, or distinguishing a visual element. In order to spot where color might be
the only visual means of conveying information, you can create a screenshot of the document
and then view it with online gray-scale converting tools.
Navigational Instructions
Provide a general description of the spreadsheet contents and instructions on how to navigate
the data effectively. The best way to do this is to make a cell at the beginning of the data (e.g.,
A1) with this information. It will be the first cell accessed by assistive technologies. If you are
using this cell for a label or data, you can attach a comment note to the cell containing
navigational instructions.
“Accessibility Checker”:
1. Go to menu item: File.
2. Select Info in the left window pane.
3. Under Prepare for Sharing, an alert will appear if a potential accessibility issue has been
detected.
4. To view and repair the issues, select Check for Issues and then Check Accessibility.
5. An Accessibility Checker task pane will open, showing the inspection results.
6. Select a specific issue to see Additional Information.
7.
Follow the steps provided to fix or revise the content.
To evaluate PDF accessibility in Adobe Acrobat Professional:
1. Go to menu item: Advanced > Accessibility > Full Check…
2. In the Full Check dialog, select all the checking options.
3. Select the Start Checking button.
6.
More information can be found on the Microsoft Help in creating Accessible Excel Workbooks
website: http://office.microsoft.com/en-us/excel-help/creating-accessible-excel-workbooks-
HA102013545.aspx?CTT=5&origin=HA102671874
**Note: Remember to use the 508 compliancy checklist at the end of this document to be
certain you have followed all steps necessary to make your PDF document compliant.
52
43
Excel 508 Checklist
ID 1.0.Master Requirements for all
Documents
Yes
(Pass)
No
(Fail)
N/A
1.1 Does the document file name not contain
spaces and/or special characters?
1.2 Is the document file name concise,
generally limited to 20-30 characters, and
does it make the contents of the file clear?
1.3 Have the Document Properties for Title,
,
Author, Subject (AKA Description),
Keywords, Language, and Copyright Status
been applied per HHS guidance?
1.4 Does the document utilize recommended
fonts (i.e., Times New Roman, Verdana,
Arial, Tahoma, Helvetica, or Calibri)?
1.5 Have track changes been accepted or
rejected and turned off?
1.6 Have comments been removed and
formatting marks been turned off?
1.7 Is the document free of background images
or watermarks?
1.8 Do all images, grouped images, and non-
-
text elements that convey information have
meaningful alternative-text descriptions?
1.9 Do complex images (i.e., charts and
graphs) have descriptive text near the
image (perhaps as a caption)?
1.10 Are all URLs linked to correct Web
b
destinations?
1.11 Are e-mail links accessible?
1.12 Has a separate accessible version of the
document been provided when there is no
other way to make the content accessible?
1.13 If there are tables, are blank cells avoided?
53
VB.NET PDF- View PDF Online with VB.NET HTML5 PDF Viewer Tools Tab. Item. Name. Description. 1. Select tool. Select text and image on PDF document. 2. Hand tool. Pan around the document. Go To Tab. Item. Name. Description
converting pdf to searchable text format; cannot select text in pdf
38
ID 1.0.Master Requirements for all
Documents
Yes
(Pass)
No
(Fail)
N/A
1.14 Is all of the text easy to read in comparison
to the background of the document (i.e.,
has a color-contrast ratio of 4.5:1)?
1.15 Has the document been reviewed in Print
Preview for a final visual check?
ID 2.0. General Layout and Formatting
Requirements
Yes
(Pass)
No
(Fail)
N/A
2.1 Is the table free of merged cells? (If not,
but the final format will be PDF or HTML,
then merged cells are okay).
2.3 Do the active worksheets have clear and
concise names that allow users (and
assistive technology) to identify the
table’s source and content?
2.4 Is each table prefixed (titled) with the
table name and table number?
2.5 Does the table header repeat at the top of
the table as it goes from one page to
another?
2.6 If color is used to emphasize important
text, is there is an alternate, compliant
method used as well?
2.7 Have all extraneous comments have
been removed?
2.8 Is the document free of text boxes
54
C# WPF PDF Viewer SDK to view PDF document in C#.NET Tools Tab. Item. Name. Description. Ⅰ. Hand. Pan around the PDF document. Ⅱ. Select. Select text and image to copy and paste using Ctrl+C and Ctrl+V.
converting pdf to searchable text format; convert pdf to word searchable text
20
ID 3.0. Charts/Image Requirements
Yes
(Pass)
No
(Fail)
N/A
3.1 Are associated images on the same page,
such as boxes in an organizational chart,
grouped as one object?
3.2 Have all multilayered objects been
flattened into one image?
3.3 Do all non-text elements that convey
convey
information - including images - have
descriptive captions (alternative text does
not currently work when a PDF is made
from Excel)?
3.4 Do all charts have titles, legends, and axis
labels?
55
37
Multimedia Creation
If you create Podcasts and other sound files, Videos and multimedia presentations, Software to
play videos, audio, and multimedia for your website, visit the
Howto.gov
website for step-by-step
directions on making these files accessible.
**Note: Remember to follow the 508 compliancy checklist at the end of this document to
be certain you have followed all steps necessary to make you PDF document compliant.
Multimedia 508 Checklist
ID 1.0.Master Requirements for all
Documents
Yes
(Pass)
No
(Fail)
N/A
1.1 Does the document file name not contain
spaces and/or special characters?
1.2 Is the document file name concise, generally
limited to 20-30 characters, and makes the
contents of the file clear in the context in
which it is presented?
1.3 Does the document utilize recommended
fonts (i.e., Times New Roman, Verdana,
Arial, Tahoma, Helvetica, or Calibri?
1.4 Does the document refrain from using
flashing/flickering text and/or animated text?
1.5 Are all URLs linked to correct Web
b
destinations?
1.6 Are e-mail links accessible?
1.7 Has a separate accessible version of the
e
multimedia file been provided when there is
no other way to make the content
accessible?
56
33
ID 2.0. Secondary Sensory-Channel
Requirements
Yes
(Pass)
No
(Fail)
N/A
2.1 If a video—Does the video or animation
ion
contain synchronized captioning?
2.2 If an animation—Does the animation
on
have a text equivalent?
2.3 If a sound file—Does the sound file
le
have a matching transcript file?
ID 3.0. Functional Control Requirements Yes
(Pass)
No
(Fail)
N/A
3.1 Does the file have the minimum required
media controls of video resizing, volume
control, play/stop buttons, and the ability
to turn captions on and off?
3.2 Are all media controls keyboard
accessible?
3.3 Is the media embedded in a way that
t
allows the user to use keyboard controls
to move in and out of the video in relation
to surrounding content?
57
17
PowerPoint Creation
Preparing Accessible Presentations
Create a new presentation:
1. Click on Home.
2. New slide.
3. Select appropriate layout.
Figure 32 - Insert New Slide
Figure 33 - Create a New Presentation screen
Properties
Populating certain document properties (Author, Title, Subject, and Keywords) and setting the
language are required to make an electronic file 508 compliant.
To specify properties:
1. Click on File in the upper left corner.
2. New field will appear on the right.
3. Choose “Properties.”
4. Choose Advanced Properties and then the Summary screen will appear.
58
26
Figure 34 - Document Properties Window
Fill out: the title of the document, subject, and author (do not use your name; rather, use Forest
Service), company and keywords. The other fields are optional.
Set Document Language
In order for assistive technologies (e.g., screen readers) to be able to present your document
accurately, it is important to indicate the natural language of the document. If a different natural
language is used for a paragraph or selected text, this also needs to be clearly indicated.
To change the default language:
1. Go to menu item: File.
2. Select Options from the list in the left window pane.
3. Select Language from the list in the left of the Options dialog.
4. Under Chose Editing Languages, select the editing language you want to use.
a.
Note:
to add an editing language, select the language from the drop down list
labeled [Add additional editing languages].
5. Select Set as Default.
6. Close all Office 2010 programs and open them again for the changes to take effect.
To apply a language directly to selected text:
1. Select the text.
2. Go to menu item: Review.
3. In the Language section, select the Language button.
4. Select Set Proofing Language.
5. In the Mark selected text as box, select the language from the list.
6. Select OK.
59
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